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Meeting Prep - HubSpot

A recipe that runs 30 minutes before every external calendar event, pulls together company context, attendee profiles, deal history, and prior interactions from HubSpot and your past meetings, and attaches the briefing as an AI conversation to your calendar event.

What This Workflow Does

The workflow activates 30 minutes before a scheduled external meeting and builds a prep briefing without you lifting a finger.

The trigger. Fires 30 minutes before any calendar event starts.

The actions.

  1. Checks attendee composition. Confirms the meeting has at least one internal and one external attendee. Internal-only meetings are skipped.

  2. Creates a conversation. Attaches a new AI conversation to the calendar event titled 🟧 Meeting Prep.

  3. Searches past meetings. Pulls every external meeting with the same company from the last 90 days.

  4. Attaches source documents. Links the past meetings and the upcoming event to the conversation so the AI has full context.

  5. Generates the initial briefing. The HubSpot Agent pulls company data, attendee profiles, deal context, and prior interactions into a structured document.

  6. Enriches with web research. A second AI step expands company background and refines prior-interaction summaries.

The final output is a briefing with meeting goals, prior interactions, company snapshot, attendee profiles, and deal context.

Before You Start

  • A HubSpot account connected to AskElephant.

  • Google Calendar or Microsoft Outlook connected.

  • At least some meeting history in your account — the briefing relies on past meetings for context. On brand-new accounts with no recorded meetings, the briefing will be thinner than it should be, and some meeting prep actions may error until you have history to pull from.

How to Set It Up

Step 1: Open Recipes

  1. Log into AskElephant and click Automations in the left sidebar.

  2. Open the Workflows tab and click New Workflow.

  3. Select From Recipe.

Step 2: Find the Workflow

Search for Meeting Prep - HubSpot in the recipes library.

Step 3: Enable the Workflow

  1. Click the workflow.

  2. Click the three-dot menu in the workflow bar.

  3. Select Activate Workflow to turn it on for your workspace.

Step 4: Connect HubSpot

If you haven't already:

  1. Open Integrations.

  2. Click Connect under HubSpot.

  3. Grant read/write access to Deals, Contacts, and Companies.

Step 5: Connect Your Calendar

  1. Open My Meetings.

  2. Click Connect on your preferred calendar (Google or Microsoft Outlook).

Step 6: Review the Trigger

The recipe defaults to:

  • Meeting type: External only

  • All workspace members: Yes

  • Private meetings: No

Step 7: Test It

  1. Save any pending changes.

  2. Click Test in the workflow editor.

  3. Select a recent external meeting to see the output.

  4. Confirm the briefing looks right.

Configuration Tips

  • Past-meeting lookback window. The workflow searches the last 90 days by default. Adjust the timeframe setting in the Search Past Meetings node (LAST_30_DAYS, LAST_180_DAYS, and similar).

  • Model selection for large accounts. If the account has a lot of past meetings, the Send Message to Conversation step may hit context limits on smaller models. Switch to a larger-context model like Grok 4 Fast or Gemini 3 Flash.

  • Customize the briefing structure. Edit the AI prompt in the generation step to emphasize sections or add fields your team relies on.

  • Filter by meeting type. Adjust the meetingType filter in Search Past Meetings if you want to include different meeting classifications.

  • Disable web enrichment. Remove the WEB_SEARCH tool from the enrichment step if you want to rely only on HubSpot data.

Not Seeing Prep Briefings?

Work through these in order.

  1. Confirm the workflow is active. Open it and check the status shows Active.

  2. Confirm HubSpot is connected. Open Integrations and check the HubSpot connection is live.

  3. Confirm your calendar is connected. Open My Meetings and check Google or Outlook shows as connected.

  4. Confirm the meeting qualifies. External attendees only; meeting added to the calendar at least 30 minutes before start; not marked private.

  5. Check the company is in HubSpot. The briefing pulls from HubSpot, so if the company doesn't exist there the deal and contact context will be empty.

  6. Still stuck? Mobile. If you're on a phone, use the mobile app rather than a mobile browser. For most prep work the desktop experience is stronger.

Why This Workflow Is Useful

  • Cuts manual research. Replaces 15 to 20 minutes of CRM and LinkedIn digging per meeting.

  • Raises meeting quality. Walking in with context signals preparation and builds trust with external stakeholders.

  • Improves handoffs. The briefing is attached to the calendar event, so everyone on your team sees the same context.

  • Surfaces hidden patterns. Reviewing deal history and past interactions often catches outstanding action items you'd otherwise miss.

Need More Help?

Reach the AskElephant support team by:

  • clicking the chat button in the bottom right corner of your screen,

  • emailing [email protected],

  • or using @askelephant support in your dedicated Slack channel.

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