Google Meet to HubSpot recap and Gmail follow-up automation

Every hour, sweep my Google Meet sales calls that just ended, file a clean recap on the matching HubSpot deal, and stage a personalized Gmail follow-up the rep can send in one click. Trigger on cron, once per hour.

Step 1 — find the calls. In Google Meet, use List Conference Records filtered to conferences that ended in the last hour (use end_time as the filter). For each conference record, use List Participants to get who was on the call, then List Transcripts and List Transcript Entries to assemble the full transcript text in speaker order. Skip the conference if there are no external participants (everyone shares my company's email domain). Also skip if Google Meet has not finished generating the transcript yet — those calls will be picked up on a later run.

Step 2 — match to HubSpot. For each external participant email, use HubSpot Search Contacts to find the matching contact by email. If no contact is found, log the conference for manual review and move on. If a contact is found, use Search Deals to find that contact's most relevant open deal (associated with the contact, not closed-won or closed-lost). If multiple open deals exist, pick the one that was most recently updated.

Step 3 — write the recap. From the transcript, produce: a 3 to 5 sentence summary, a bulleted list of action items with owners and dates where stated, a bulleted list of next steps, and a short read on whether the deal moved forward, stalled, or changed shape (new stakeholder, new objection, changed timeline, changed scope). Use HubSpot Create Note to file this on the deal, associated with both the deal and the contact. In the body of the note, include a line like 'meeting_id: <conferenceRecord name>' so re-runs can detect this call has already been recapped.

Step 4 — idempotency. Before creating any note, search the deal's existing notes for that meeting_id tag. If the meeting has already been recapped, skip everything for that conference (no note, no deal update, no draft). This is how reruns stay safe.

Step 5 — refresh the deal. If the call materially changed the picture, use HubSpot Update Deal to refresh next_step (always) and amount (only if a new number was discussed and agreed). Don't touch close_date or stage unless the prospect explicitly committed to a date or asked to move forward.

Step 6 — stage the follow-up. Use Gmail Create a Draft addressed to the prospect (the primary external attendee). The draft should include: a warm opener that references something specific from the call, a short recap, the agreed action items with owners and dates, and a proposed next meeting time based on what was discussed. Sign it from the rep (the deal owner in HubSpot). Do not send the email — only create the draft so the rep can review, edit, and send.

Tone for both the note and the draft: professional, concise, specific to what was actually said. No filler, no marketing language, no em dashes.

Additional information

What does this prompt do?

Pulls the full transcript from every external Google Meet sales call that wrapped up in the last hour.
Writes a clean recap, action items, and next steps onto the matching HubSpot contact and open deal as a single note.
Refreshes the deal's next step and amount when the call changed the picture.
Stages a personalized Gmail draft addressed to the prospect with the recap, owners, dates, and a proposed next meeting time.
Skips internal-only meetings and never re-files a call that has already been recapped on the deal.

What do I need to use this?

A Google Workspace account with Google Meet recordings and transcripts enabled for sales calls.
A HubSpot account with at least one open sales pipeline and contacts you can write notes against.
A Gmail account for the rep who should send the follow-up.
A consistent way your team identifies external attendees, usually by their work email.

How can I customize it?

Change how often it runs, for example every 30 minutes during business hours or once at end of day.
Adjust the recap tone, sections, and length to match how your team writes follow-ups.
Tweak which deal properties get refreshed when the call moves the deal, like next step, amount, or close date.
Filter which meetings count as sales calls, for example only meetings booked from a specific calendar or with a deal owner on the invite.

Frequently asked questions

Why hourly instead of right after the call ends?

Google Meet generates recordings and transcripts a few minutes after a call ends, sometimes up to 10 to 15 minutes later. An hourly sweep catches every call reliably without missing the ones whose transcripts were still being prepared.

What happens if the same call gets processed twice?

Each note we file on the HubSpot deal is tagged with the meeting's unique ID. On every run we check the deal for that tag and skip any meeting that has already been recapped, so reruns never create duplicates.

What if a meeting has no external attendees?

Internal-only meetings are skipped automatically. The workflow only acts on calls where at least one attendee is outside your company domain, since those are the ones tied to prospects and deals.

What if we can't find a matching HubSpot contact or open deal?

If there's no matching contact we leave the call alone and surface it for review. If there's a contact but no open deal we still file the recap on the contact so the touch isn't lost, and skip the deal updates.

Does this send the follow-up email automatically?

No. We always stage a Gmail draft for the rep to review, edit, and send. The rep stays in control of every outbound message.

Will this work without paid HubSpot Sales Hub?

Yes. The workflow uses standard contact, deal, and note features that are available on every HubSpot tier with CRM access.