Walk into every sales meeting fully prepared without spending hours researching. This workflow checks your calendar for upcoming sales meetings, pulls relevant deal and contact data from HubSpot, and uses AI to generate personalized briefings delivered to your inbox before each call.
Fetch today's sales meetings from Google Calendar
The workflow scans your Google Calendar for meetings scheduled today that include external attendees. It identifies sales calls, demos, and customer meetings by filtering out internal meetings and recurring team syncs.
Pull contact and deal data from HubSpot
For each external attendee, the workflow queries HubSpot to retrieve their contact record, associated company, active deals, recent activities, and conversation history. This gives you a complete picture of your relationship with each meeting participant.
Generate personalized meeting brief with OpenAI
Using OpenAI, the workflow synthesizes all the CRM data into a concise, actionable meeting brief. The AI includes key talking points, potential objections to prepare for, relationship context, and suggested questions based on the deal stage and recent interactions.
Send meeting briefs via Gmail
All meeting briefs are compiled into a single morning email delivered to your inbox. Each brief includes the meeting time, attendee background, deal context, and AI-generated talking points so you can review everything in one place before your day begins.
Why automate sales meeting preparation with AI?
The best sales reps research their prospects before every call. But manual prep takes 15-30 minutes per meeting, and when you have back-to-back calls, corners get cut. AI-powered meeting briefs give you thorough preparation in seconds.
Never walk into a meeting unprepared
With automated briefings delivered each morning, you start every day knowing exactly who you're meeting with and what context matters. No more scrambling to pull up CRM records between calls.
Surface insights humans might miss
The AI analyzes patterns across all your interactions with a contact. It might notice that a prospect always asks about security, or that deals stall when a certain stakeholder isn't involved. These insights become talking points.
Free up selling time by eliminating research
If you save 20 minutes of prep time per meeting and have 4 meetings a day, that's over 6 hours a week returned to actual selling. The ROI on automated meeting prep is immediate and measurable.
How to set up AI sales meeting briefings
Setting up this calendar-to-CRM briefing workflow takes about 15 minutes. You'll connect your calendar and HubSpot, configure meeting detection rules, and customize the brief format.
What you need to get started
- Google Calendar with sales meetings scheduled
- HubSpot account with contact and deal data
- OpenAI API key for brief generation
- Gmail for brief delivery
Configuring meeting detection
- Set filters to identify external meetings (exclude internal domains)
- Optionally filter by calendar or meeting title keywords
- Define how far in advance to look (today only, or tomorrow too)
- Exclude meeting types that don't need briefs (all-hands, team meetings)
Customizing your meeting brief format
- Choose which CRM fields to include (deal stage, amount, last activity)
- Specify the tone and length of AI summaries
- Add custom sections relevant to your sales process
- Include or exclude specific data like competitor mentions or pricing history
Frequently asked questions about AI meeting briefings
What if a meeting attendee isn't in my CRM?
The workflow will note that no CRM record was found and can optionally include LinkedIn data or company information from public sources. You'll know which contacts need to be added to HubSpot.
Can I get briefs for meetings later in the day instead of all at once?
Yes, you can configure the workflow to send briefs a set time before each meeting (e.g., 30 minutes before) rather than all in a morning batch. This keeps context fresh.
Does this work with Salesforce and Outlook?
You can adapt this workflow for other CRMs and calendar systems. The core AI briefing logic works the same. Just swap out the integrations for your stack.
What if I have confidential deal information I don't want in emails?
You can configure which HubSpot fields are included in briefs and exclude sensitive information. Alternatively, briefs can be delivered to a secure location like a private Slack DM.