HubSpot to Motion: auto-schedule kickoff projects on deal stage change

PromptCreate

I want an agent workflow that turns HubSpot deal stage changes into real, auto-scheduled Motion projects, so post-sale delivery work lands on someone's calendar the moment a deal moves.

Trigger: a HubSpot webhook on deal property change, filtered to changes on the deal stage property. It should only run when the deal enters a stage from a configurable allowlist (defaults: Closed Won and Contract Sent). Ignore other property updates.

What the agent should do on each fire:

1. Call HubSpot Get Deal on the deal ID from the webhook payload. Use the associations parameter to pull the primary contact and the associated company in the same call. Read the deal amount, owner, and the stage the deal just moved into.

2. Reason about what a good kickoff plan looks like for that specific stage. A Contract Sent deal should seed legal review, redlines, and signature-chase tasks. A Closed Won deal should seed kickoff call, statement of work draft, welcome and onboarding email, and internal handoff tasks. Keep the list scoped and realistic (3 to 6 concrete tasks), not a generic template that fires the same way for every stage.

3. Call Motion Create Project to create the project in the configured target workspace. Name it after the deal and company, for example "Acme Corp — Enterprise Plan Kickoff". Include a short description with the deal amount and a link back to the HubSpot deal.

4. Call Motion Create Task once per task in the plan. Attach each task to the project just created. Turn on Motion's auto-scheduling (autoScheduled with a SOFT deadlineType and a schedule) so the tasks land on real calendar blocks. Set priority from the deal amount: HIGH for deals over $50,000, MEDIUM for deals over $10,000, LOW below that. Set a realistic duration in minutes per task, not REMINDER.

5. Post a short summary to a configurable Slack channel using Slack Bot Send a Message. Include the deal name, company, stage that triggered the workflow, deal amount, deal owner, and links to both the HubSpot deal and the new Motion project. Use Slack mrkdwn formatting (single asterisks for bold, angle-bracket links). Keep it to a few lines, not a wall of text.

Config values the user should set: the list of triggering deal stages, the Motion workspace ID, the Slack channel ID, and the deal-amount thresholds for priority mapping. Everything else should be inferred from the deal itself.

Do not create tasks in HubSpot, do not update the deal record, and do not create duplicate Motion projects if the workflow is re-triggered for the same deal within the same stage. This is one-way: HubSpot signals, Motion and Slack execute.

What does this prompt do?

Watches your HubSpot pipeline and reacts the moment a deal moves into a stage you care about.
Creates a matching project in Motion in the right workspace, with a task list tailored to that specific stage (kickoff call, statement of work, onboarding email, and so on).
Sets task priority from the deal amount and turns on Motion's auto-scheduling so the work lands on real calendar blocks without anyone dragging cards around.
Posts a short handoff to your sales channel with the deal amount, company, and links to both the HubSpot deal and the new Motion project.

What do I need to use this?

A HubSpot account with access to deals, contacts, and companies.
A Motion account and API key for the workspace where the kickoff projects should land.
A Slack workspace with a channel where you want the handoff summary posted.

How can I customize it?

Pick which deal stages should trigger it, from just Closed Won to a wider set like Contract Sent, Closed Won, and Onboarding.
Adjust the kickoff task list per stage so a Contract Sent deal seeds legal and signature tasks while a Closed Won deal seeds onboarding tasks.
Change the deal-amount thresholds that decide task priority, or swap which Slack channel the summary posts to.

FAQs

Which HubSpot deal stages does this run on?

Whichever stages you list during setup. The workflow stays quiet on early-stage movement and only fires when a deal enters one of your chosen stages, like Contract Sent or Closed Won.

Can I create different task lists for different stages?

Yes. The agent reasons about what a good kickoff looks like for the specific stage the deal just entered, so a Contract Sent deal seeds legal review and signature-chase tasks while a Closed Won deal seeds onboarding tasks.

Will the tasks actually land on someone's calendar?

Yes. Motion's auto-scheduling is turned on by default, so each task is placed on a real calendar block based on priority, deadlines, and existing commitments.

How does it decide task priority?

From the deal amount. Bigger deals get higher-priority tasks, so a six-figure win jumps to the top of the schedule while a smaller deal fits in around it. You can adjust the thresholds.

What if the deal is missing a contact or a company?

The agent still creates the Motion project and posts to Slack, but the handoff message flags the missing information so someone can fill it in before the first task runs.

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