Auto-schedule tomorrow's meeting prep in Motion
Every weekday at 5pm, turn tomorrow's external meetings into auto-scheduled Motion prep tasks with HubSpot context and three talking points.
Google Calendar
HubSpot
MotionSalesPersonal ProductivityMeeting WorkflowsDaily DigestsEvery weekday at 5pm in my local timezone, prep me for tomorrow's meetings by turning each qualifying calendar event into an auto-scheduled Motion prep task enriched with HubSpot CRM context.
Trigger: cron, Mon-Fri at 5:00pm local time.
Step 1 - Pull tomorrow's meetings. Call Google Calendar List Events on my primary calendar with timeMin set to tomorrow 00:00 local and timeMax set to tomorrow 23:59 local, singleEvents=true, orderBy=startTime, so recurring events are expanded into instances.
Step 2 - Filter. For each event, skip it if any of these are true: it has no attendees, every attendee's email domain matches my own company domain (internal-only), it's a recurring 1:1 (recurringEventId present AND exactly two attendees where one is me), it's declined by me, or it is marked out-of-office / focus-time / working-location. Only keep meetings that have at least one external attendee.
Step 3 - Enrich with HubSpot. For each remaining meeting, take the external attendee emails and call HubSpot Search Contacts (filter on email) to find the matching contact records. For each contact found, pull associated open deals and call HubSpot Get Deal to retrieve deal stage, amount, close date, and the most recent note or engagement summary. If multiple contacts / deals match, prioritize the largest open deal.
Step 4 - Draft a prep note per meeting. Compose a short markdown note that includes: meeting title and time, who's attending and their role/company, deal stage and amount if any, one line of last-touch context, and three tailored talking points the agent generates from the deal state and meeting title. Keep the note under ~200 words.
Step 5 - Create the Motion prep task. Call Motion Create Task with: name = 'Prep: <meeting title>', description = the markdown note from step 4, duration = 15 (minutes), priority derived from deal size (ASAP if deal amount > $50k or meeting title contains 'exec/CEO/board', HIGH if there's any open deal, MEDIUM otherwise), and autoScheduled set with deadlineType = 'HARD' and startDate = tomorrow 00:00 local, deadline = the meeting start time. This forces Motion to slot the prep earlier in the morning before the meeting.
Step 6 - Dedupe. Before creating, check that a prep task with the same name and deadline doesn't already exist for tomorrow (query Motion tasks for that day and skip if we already created one for this meeting). Use the calendar event id as a stable marker in the task description so re-runs are idempotent.
If no qualifying meetings exist for tomorrow, do nothing and exit quietly. Do not send any notifications or create empty tasks.
Additional information
What does this prompt do?
- Reads your Google Calendar every weekday at 5pm and picks out tomorrow's external meetings, skipping internal-only events and recurring 1:1s.
- Pulls HubSpot context for each meeting: who the contact is, deal stage, deal amount, and the last note or activity you logged.
- Drafts a short prep note per meeting with attendee background, deal state, and three suggested talking points.
- Creates a 15-minute prep task in Motion for each meeting, auto-scheduled with a hard deadline tied to the meeting start so Motion places it earlier in your day.
What do I need to use this?
- A Google Calendar account with access to your primary calendar.
- A HubSpot login where your contacts and deals live.
- A Motion account with an API key so we can create and auto-schedule the prep tasks.
How can I customize it?
- Change the run time (default 5pm on weekdays) or the day range if you want prep for the rest of the week instead of just tomorrow.
- Adjust the prep task length or priority rules (for example, mark tasks as high priority when the deal amount is over a threshold).
- Tune what counts as skippable, like ignoring recurring 1:1s, internal-only meetings, or specific domains you don't want prep for.
Frequently asked questions
How is this different from a meeting prep message in Slack?
Why the hard deadline on the prep task?
Will it create prep for internal meetings too?
What if a meeting has no matching HubSpot contact?
Can I use a different CRM instead of HubSpot?
Related templates
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