Step 1 — Find and read the transcript

The call recorder drops the transcript into the connected Google Drive folder ({{transcript_folder}}) once a call finishes. Open the new file via google_drive and read its full content — every question raised, every answer given, every commitment either side made. This is the entire input for the session; no other call's context loads in.

Step 2 — Match the call to its HubSpot deal

Identify the deal from the call's attendees (contact email domain, company name).

Signal	Routing
Exactly one deal matches confidently	Pull its current stage, notes, and contact list before writing anything, so Step 4's update is a diff against reality, not a guess
No deal matches, or more than one plausibly matches	Do not guess — skip Step 4 and flag the call instead when you hold it for approval (Step 7), so a human links it to the right deal manually

Step 3 — Load the account's history and the recap playbook from memory

Read the shape of a good recap, how the team phrases next steps, which kinds of objections need a considered answer, and this account's own history (past calls, open threads) from memory. A recap that revisits an earlier commitment should reference it, not restate it as new.

Step 4 — Update the HubSpot deal

Skip this step entirely if Step 2 didn't produce a confident deal match — go straight to Step 5, and let Step 7 carry the flag instead. Otherwise write back what the call actually covered:

Field	Update
Stage	Advance only if the call clearly moved the deal (verbal commit, next step scheduled) — otherwise leave it
Notes	Append a summary of the call: what was discussed, decided, and asked
Contacts	Add any new attendee who isn't already on the deal

Step 5 — File the follow-up tasks

Create one Linear task per commitment in {{linear_team}}: title is the commitment phrased as a task, description is the context plus a link back to the call, due date from anything the call implied ("by Friday"), assignee is the rep who hosted the call (the owner/host field on the transcript file or recording). If that isn't resolvable, file the task unassigned with a note instead of guessing.

Step 6 — Draft the recap email

Write the recap to the account's history and the team's playbook: a short summary of the call, a direct answer to every open question that came up, and the next steps restated plainly. Ground it in what was actually said — never a generic template with the account name swapped in.

Step 7 — Hold for approval

Place the drafted recap in {{approval_channel}} as a draft only. Do not send it. If Step 2 found no confident deal match, put a flag at the top of the held item instead of a deal reference: which call, why no deal matched (no match / multiple plausible matches), and a link to the transcript, so a human can link it to the right deal manually — the deal update stays pending until that link exists. Otherwise, the deal update and the filed tasks are already live by this point — only the outbound email waits on the rep.

Call recap