Auto-draft Gmail follow-ups from Fathom recordings (with HubSpot context)

Build me an agent workflow that drafts a personalized follow-up email in Gmail every time a Fathom sales call finishes recording. The trigger is a Fathom webhook firing when a recording completes.

When the webhook fires, the agent should:

1. Pull the recording's AI summary using Fathom Get Summary and the full transcript using Fathom Get Transcript. Use the recording id from the webhook payload.

2. Identify the primary external attendee on the call (anyone whose email is not on our own domain). Look them up in HubSpot using Search Contacts by their email address. If they exist, grab their first name, last name, company, and contact id.

3. If the contact was found, look for an open deal associated with them using HubSpot Search Deals. Pull the deal name, amount, stage, close date, and last activity date. If there is no open deal, skip the deal recap and continue.

4. Using the Fathom summary, transcript, and HubSpot context, write a personalized follow-up email that does four things: thanks the attendee for their time, recaps the two or three concrete things they said mattered most (pull these from the transcript, not generic phrases), restates the agreed next steps with owners and dates, and answers any open question they raised on the call. Keep it warm and concise, no more than a few short paragraphs. Sign off as the rep whose Fathom account recorded the call.

5. Save the result as a Gmail draft using Create a Draft. Address it to the external attendee. The subject line should reference the topic discussed on the call, for example "Following up on our conversation about <topic>". Do not auto-send. The rep reviews and sends it themselves.

Guardrails: never call Gmail Send a Draft. If there is no clear external attendee on the call (internal-only meeting), exit silently without creating a draft. If Fathom returns no summary or transcript yet, wait briefly and retry once before giving up. Surface any failures so the rep knows a draft was not created.

Additional information

What does this prompt do?

Listens for the moment a Fathom recording wraps and grabs the AI summary plus the full transcript.
Looks up the prospect in HubSpot and pulls their open deal so the email knows the amount, stage, and last activity.
Writes a personalized recap that thanks the attendee, restates the two or three things they said mattered most, and lists next steps with owners and dates.
Saves the result as a Gmail draft addressed to the prospect, with a subject line tied to the call topic, so the rep can review and send.

What do I need to use this?

A Fathom account that records your sales calls
A HubSpot login with access to contacts and deals
A Gmail account that the rep sends from

How can I customize it?

Tone and structure of the email (warm and short, formal recap, executive-level summary).
Which HubSpot fields to weave in (deal amount, stage, last activity, custom properties).
Which calls trigger the draft (everything, only calls tied to an open deal, only calls with external attendees).

Frequently asked questions

Will it auto-send the email?

No. The workflow always saves a draft in Gmail. The rep reviews, edits, and hits send themselves so nothing leaves the inbox without a human read.

What happens if the prospect is not in HubSpot yet?

The draft is still written using the Fathom summary and transcript. It just skips the deal recap and focuses on the conversation. You can also have it create the contact if you prefer.

Which attendee does the email get addressed to?

By default it picks the primary external attendee on the call. You can change this to a specific role, the most senior title, or all external attendees on the thread.

Does this work with HubSpot Free?

Yes. The workflow only needs read access to contacts and deals, which Free supports. Premium fields like custom properties still flow through if you have them.

Can I change the subject line format?

Yes. Tell the workflow how you want it phrased, for example including the company name, the deal stage, or a short version of the call topic.