// what it does
- 01Collect today's conversations. List today's Gmail threads with at least one external participant, and today's Fireflies meeting transcripts with external attendees. Ignore newsletters, notifications, and no-reply senders.
- 02Match to HubSpot. For each conversation, find the HubSpot contact by email address and the associated company and open deal. When there is no match or more than one plausible match, put it on a separate list rather than guessing.
- 03Check what is already logged. Look at the record's recent notes and meetings so you never log the same conversation twice.
- 04Write the activity. For each matched conversation, prepare a short HubSpot note: what was discussed, decisions made, commitments by either side with dates, and the next step. For meetings, link the Fireflies transcript.
- 05[Approval gate] Review the batch of proposed notes and the records they attach to before anything is written to HubSpot.
- 06Log what was approved. Create each approved note on its contact and associate it with the company and deal.
- 07Summarize. Post to Slack how many conversations were logged, the unmatched contacts that need a record, and any commitment due in the next two days.
// guardrails in the draft
Never change deal stages, amounts, close dates, or contact properties. Notes only.
Never create contacts or companies. Unmatched conversations go to the summary for a person to decide.
Summarize; do not paste full email bodies or transcripts into HubSpot.
Leave out anything marked confidential or personal, and any internal-only thread.