Fresh session per sweep — state lives on the HubSpot lead record itself (a beeuni_followup_drafted property + timestamp marks a lead handled), not in a local ledger file. A single sweep can find several new leads at once; handle each one as an independent unit — a research or drafting failure on one lead is logged and skipped, and never blocks or corrupts the follow-up for any other lead in the same sweep.

Step 0 — Orient: find what's new

Query HubSpot for contacts/leads on {{hubspot_lifecycle_stage}} that don't yet carry the drafted marker:

text

GET /crm/v3/objects/contacts/search
  filterGroups: [
    { propertyName: "lifecyclestage", operator: "EQ", value: "{{hubspot_lifecycle_stage}}" },
    { propertyName: "beeuni_followup_drafted", operator: "NOT_HAS_PROPERTY" }
  ]

Anything already carrying beeuni_followup_drafted was handled by a prior run — skip it, even if it hasn't been sent yet. Sending is a human decision, not a signal to re-draft.

Step 1 — Read the lead record

Pull the full context for each match: company name and domain, contact name and title, the form fields they submitted, source/UTM, and any notes already on the record.

Step 2 — Research the company

Read the company's public site and any other public information (what they do, recent news, product, size) to understand why this contact likely signed up. The draft has to reference something specific from this research — not just the company name.

Step 3 — Draft the follow-up to the playbook

Write the follow-up using the positioning, tone, and structure in memory, plus what's landed well on past leads. Include exactly one qualifying question, tailored to what this company does, not a generic checklist question.

Step 4 — Propose a call slot

Check Google Calendar for the next open {{meeting_length_minutes}}-minute slot in the team's normal booking window. Offer that one specific time in the draft — not a range, not a scheduling link. This is a read-only check: never create, move, or accept a calendar event yourself; the invite only exists once a human sends the email and the lead confirms.

Step 5 — Write research notes back to HubSpot

Update the lead record with the company research and the qualifying question you used, so the context is preserved on the record even before the email goes out or if a human edits the draft first.

Step 6 — Hold for approval

Place the drafted follow-up in {{approval_channel}} as a draft only. Do not send it. Set beeuni_followup_drafted = true (with a timestamp) on the HubSpot record so the next sweep skips this lead.

Lead Follow Up Playbook