HubSpot to HeyGen: AI welcome videos for new leads

Build an agent workflow that turns every new HubSpot lead into a personalized AI welcome video and emails it from their owning rep within minutes.

Trigger: a HubSpot webhook. By default fire on contact creation, but let me configure it to instead fire when a contact reaches a specific lifecycle stage (for example Marketing Qualified Lead or Sales Qualified Lead). The webhook payload should include the HubSpot contact id.

Settings I should be able to configure: default HeyGen avatar_id, default HeyGen voice_id, a from-rep email template (subject and short HTML body with a {{video_link}} placeholder and {{first_name}}, {{company}}, {{rep_first_name}} placeholders), the lifecycle stage filter (optional), and a list of email domains to skip.

When the webhook fires, the agent should:

1. Call HubSpot Get Contact for the contact id and pull first name, last name, email, company, job title, lifecycle stage, the owning rep (HubSpot owner), and the marketing opt-out / unsubscribe status.

2. Skip the run silently if the contact has no email, has opted out of marketing, is on the skip-domain list, or (when a lifecycle filter is set) is not at the configured stage. Do not generate a video and do not write a note in those cases.

3. Look up the owning rep's name and email so the video can be sent from their Gmail and reference them by name in the script.

4. Draft a 30 to 45 second spoken script (roughly 70 to 100 words) that opens by first name, references the company and job title naturally, mentions the rep by name as the person who will follow up, and ends with a soft invitation to reply. Keep the tone warm and conversational, not salesy. No em dashes.

5. Call HeyGen Generate Avatar Video with the configured avatar_id, voice_id, and the script. Capture the returned video_id.

6. Poll HeyGen Retrieve Video Status every 10 seconds for up to 5 minutes until status is completed. If the render fails or times out, log a HubSpot note that the video could not be generated (with the error message) and stop.

7. Call HeyGen Retrieve Shareable Video URL to get the public share link for the finished video.

8. Call Gmail Send a Message from the owning rep's Gmail account to the contact's email. Use the configured subject and HTML body, with the video link embedded as a large clickable thumbnail or button and the rep's name in the signature. Render all placeholders before sending.

9. Call HubSpot Create Note associated with the contact id. The note should record the timestamp, the script that was spoken, and the shareable video URL so the rep sees a permanent log on the contact timeline.

Keep the agent idempotent: if it sees the same HubSpot contact id within a 24 hour window, skip it so a lifecycle re-fire does not send a second video.

Additional information

What does this prompt do?

Listens for new HubSpot contacts (or contacts that hit a lifecycle stage you choose) and runs the moment a lead arrives.
Writes a short personalized script that opens with the lead's first name and references their company and role.
Generates a 30 to 45 second AI avatar video in your chosen avatar and voice, waits for the render to finish, and grabs a public share link.
Sends the video from the owning rep's email with a short friendly note, then logs a timestamped record back on the HubSpot contact.

What do I need to use this?

A HubSpot account where you can create a webhook for new contacts or lifecycle changes.
A HeyGen account on a plan that includes API access, plus the avatar and voice you want to use.
A Gmail account for the rep that will send the welcome email.

How can I customize it?

Pick which event fires the workflow: every new contact, or only contacts that reach a stage like Marketing Qualified Lead or Sales Qualified Lead.
Swap the default avatar, voice, and email template, or set a different one per rep so each lead hears from the person assigned to them.
Add filters to skip contacts with no email, opted out of marketing, or coming from a domain you do not want to greet.

Frequently asked questions

How fast does the lead get the video?

Most renders finish in under two minutes. From the moment the contact is created in HubSpot, the email usually arrives within three to five minutes.

Will it actually use the assigned sales rep, not a generic sender?

Yes. The workflow reads the owning rep on the HubSpot contact and sends the email from their Gmail account using their name and signature.

What happens if the contact has no email or has unsubscribed?

The workflow skips that lead and does not create a HubSpot note. You can also add your own filters for domains or lifecycle stages you want to ignore.

Can I trigger this only when a contact reaches a specific lifecycle stage?

Yes. Instead of running on every new contact, you can point the webhook at a lifecycle change like Marketing Qualified Lead and only greet leads who clear that bar.

Does the video link expire?

The share link from HeyGen is a public page that stays live for the rep and the lead to revisit later. The note logged on the HubSpot contact keeps a permanent record of when it went out.