Turn Granola meeting notes into Bigin calls, tasks, and stage updates

Whenever a new meeting note is created in Granola, write that conversation back into Bigin by Zoho CRM so my pipeline stays current without anyone retyping it. Use the Granola poll trigger for new notes. If that poll trigger is not available, fall back to a single cron trigger every 30 minutes that calls Granola List Notes filtered by creation date, and keep a marker of the notes already processed so the same meeting is never handled twice.

Start with Granola Get Note to pull the full note, asking for the transcript as well, so you can read the summary, the attendee list, and what was actually said. The transcript is not returned by default, so request it explicitly.

Take the attendee email addresses that are outside my own company and use Bigin Search Records against the Contacts module to find the matching contact by email. If no attendee email matches a Bigin contact, stop and do nothing at all. That is an internal meeting and it should never reach the CRM. Do not create a new contact, and do not fall back to fuzzy matching on names or company.

Once you have the contact, use Bigin List Related Records to pull that contact's deals from the Pipelines module and pick the open deal the meeting is about. If the contact has several open deals, choose the one the conversation actually refers to based on what is discussed in the note. If the contact has no open deal, still log the call and the note against the contact, but skip the task and stage work.

Log the meeting itself with Bigin Insert Records into the Calls module, setting the subject, the call start time, the duration, and a written recap of what was discussed. Then attach the longer detail to the deal with Bigin Create Record Notes, so the call record stays readable while the full context is one click away.

Next, extract every commitment and next step from the note and create them as Bigin Tasks with Insert Records. Give each task a due date inferred from what was said on the call, and assign it to the deal owner. Only capture real commitments that someone actually owns. Ignore small talk, hypotheticals, and things the customer said they would think about.

Finally, if the conversation clearly signals movement, such as pricing being agreed, a proposal being requested, or a verbal yes, update the deal's stage and closing date with Bigin Update Records. Before attempting any stage change, read the live stage list for that pipeline using List Fields Metadata on the Pipelines module so you are working from the stages that actually exist. Never move a deal backwards to an earlier stage, and never invent a stage that is not already in the pipeline. When the conversation is ambiguous, leave the stage alone.

Guard against duplicate logging on re-runs. Before inserting the call, check the calls already logged against that deal and skip the meeting if it has clearly been recorded already.

Bigin implementation notes. Module API names are case-sensitive: Contacts, Accounts (shown as Companies in the UI), Pipelines for deal records, Tasks, Calls, and Events. List Records and related-list reads require the fields query parameter, a comma-separated list of field API names with a maximum of 50. Request bodies wrap records in a data array, and a 200 response can still contain per-record failures, so check each entry's code for SUCCESS, DUPLICATE_DATA, MANDATORY_NOT_FOUND, or INVALID_DATA and report anything that did not land. Deal records use Deal_Name, Sub_Pipeline, and Stage. Do not build the trigger on the Bigin side, because Bigin's own webhook channels expire between one hour and one day. Granola is the trigger source.