Pre-meeting research briefs in Gmail for new Calendly bookings

Build me an agent workflow that delivers a pre-meeting research brief to my Gmail inbox every time someone new books a meeting on my Calendly.

Trigger: poll Calendly for the new_booking event so the workflow runs a few minutes after each booking lands.

Step 1. Use Calendly's Get Event Invitee to pull the invitee's email, name, scheduled meeting time, and any custom-question answers from the booking. Carry these through as the inputs for the briefing.

Step 2. Derive the company domain from the invitee's work email. If the email is on a personal domain (gmail.com, outlook.com, yahoo.com, hotmail.com, icloud.com, proton.me, and similar), bail gracefully: send me a short Gmail note saying you could not identify a company because the invitee used a personal email, include the invitee's name, email, and meeting time, and stop there.

Step 3. With the company domain in hand, call Firecrawl Map Website URLs to discover the site structure. Pick the homepage plus the 3 to 5 most useful pages (typically about, team, product or platform, pricing, and the most recent blog post or two).

Step 4. Call Firecrawl Scrape URL on each selected page in markdown format with the summary option on so you get clean, condensed content.

Step 5. Call Firecrawl Search Web for the last 30 days of news on the company: funding announcements, product launches, leadership changes, partnerships, or major press. Use a few targeted queries with the company name and limit results to recent items.

Step 6. Synthesize one skimmable briefing email, under about 400 words, with this structure: a one-line company description, what they sell and to whom (ICP signal), 2 to 4 bullets on recent news from the search, 3 suggested talking points tailored to what the invitee likely cares about (use their intake answers if present), and 1 open question I should ask on the call. If scrape coverage was thin or news was sparse, call that out explicitly at the top so I know to do extra digging.

Step 7. Use Gmail Send a Message to send the briefing to me (the meeting host). Subject line: "Pre-call brief: [Invitee Name] ([Company]) at [meeting time in my local TZ]". Body is the synthesized brief in clean plain text or light HTML, easy to read on mobile.

Tone for the brief: terse, useful, no filler. Skip generic statements like "they are a leader in their space." If anything is genuinely interesting, lead with it.

Additional information

What does this prompt do?

Watches Calendly for new bookings and reacts the moment one lands, pulling the invitee's name, email, and any intake answers.
Reads the company website plus relevant pages like about, product, and pricing, then searches the web for fresh news, funding, and launches in the last 30 days.
Synthesizes everything into a skimmable briefing email (about 400 words) with a company one-liner, recent news bullets, three talking points, and one open question to ask.
Delivers it to your inbox a few minutes after the booking, with the invitee's name and meeting time in the subject line so it is easy to find before the call.

What do I need to use this?

A Calendly account where prospects book meetings with you.
A Firecrawl account for reading websites and searching the web.
A Gmail account that will receive the briefing emails.

How can I customize it?

Change which sections appear in the briefing (for example, add a competitor scan or remove the open question).
Adjust the news lookback window from 30 days to a week or a quarter depending on how fast your space moves.
Send the brief to a teammate or a shared inbox instead of yourself, or copy a partner on every booking.

Frequently asked questions

How quickly does the briefing land after someone books?

Within a few minutes of the booking showing up in your Calendly account. It is meant to be ready hours before the call, not at the moment of the meeting.

What happens if the invitee used a personal email like gmail.com?

The agent will skip the company research and send you a short note saying it could not find a work domain, so you know to do your own digging.

What if the company website is thin and there is not much to find?

The briefing will still go out, and the agent will flag at the top that scrape coverage was limited so you know to spend extra time prepping.

Does this work for every Calendly event type?

Yes. It reacts to any new booking on your account. You can later narrow it to specific event types if you only want briefings for sales calls.

Will it email the invitee by mistake?

No. The briefing is sent to you, the meeting host. The invitee never sees it.