Call Prep

Call Prep

Tool names below are expected names for the HubSpot MCP connector. If a named tool isn't available, check for updates to the skill and/or alternates in the HubSpot toolset as available tools may change

Phase 0 — Check for a name

If the user gave no name or company at all, ask only:

"Who's the call with?"

Do not ask for anything else yet. Once you have a name, proceed.

Phase 1 — Find the contact

Run simultaneously:

• get_organization_details → store portalId, uiDomain
• search_crm_objects: objectType: contacts, query: name or email, properties: firstname, lastname, email, jobtitle, hs_lead_status, associatedcompanyid, notes_last_contacted, hs_email_last_send_date, createdate

Multiple matches → show disambiguation list, wait for confirmation. Store contactId, companyId. Then search deals filtered by associations.contact = contactId → store dealId.

If not found in HubSpot, search available connectors simultaneously:

• Calendar: search upcoming events for the name. Extract email, company from attendee/organiser fields.
• Email: search threads for the name. Extract email, company from domain or signature.

If found in a connector, store as externalContact: true. Proceed with available data — Phase 2A will be skipped.

If no connector finds the contact either, stop: "I couldn't find [name] in HubSpot or your connected apps. Double-check the name or add them to HubSpot first."

Phase 2 — Parallel research

Run simultaneously:

A. CRM history (skip if externalContact: true)

get_crm_objects contacts, objectId: contactId, associations: deals, notes, tasks. Retrieve:

• Open deals: stage, amount, close date, deal name
• Recent notes: last 5 by hs_timestamp descending
• Open tasks: hs_task_status = NOT_STARTED or IN_PROGRESS
• Timeline signals: notes_last_contacted, hs_email_last_send_date, createdate

B. Email history (if email connector available)

Search threads for contact's email, last 3–5. Note: last reply direction, tone, unanswered questions, subject context.

C. Calendar (if calendar connector available)

Find meeting in next 7 days with contact's email as attendee. Extract: time, attendees, agenda.

D. Company research (web)

Using an available web search tool, search "[company name] news [current year]" and "[company name]". Capture 3–4 concrete findings. Skip silently if no web search tool is available.

Phase 3 — Fill context gaps (if needed)

After research, check what's missing from the user's original message:

Ask only for what's genuinely missing and useful for the brief. If CRM context makes the call type obvious (e.g. deal is at Demo stage), infer it — don't ask. If research is rich enough to write a strong brief, skip this phase entirely and proceed.

If you do ask, do it in one message, conversationally — not as a form. Reference what you found:

"Found [Name] — they're at [stage] with an open deal worth [amount], last contacted [X days ago]. Before I write up the brief:

• What type of call is this?
• What are you hoping to walk away with?"

Store responses as: callType, purpose, desiredOutcome.

Phase 4 — Analyse

Blockers — concrete deal-stoppers from notes, tasks, email
Hurdles — softer friction (evaluation pending, champion change, timing)
Deal context — stage, value, close date, next committed action

Phase 5 — Format the brief

Tailor talking points and next step to callType and desiredOutcome if provided.

## Call Prep: [First Last] @ [Company][Date] · [Call type] · Goal: [desiredOutcome]
### Quick snapshot- Role: [Job title]- Deal: [Deal name] · [Stage] · [Value] · closes [Close date]- Sentiment: [Positive / Neutral / At-risk] — [one sentence reason]- Last contact: [X days ago via email/call/meeting — topic]
### Open items- [Blocker or outstanding question]- [Any commitment not yet closed out]
### Company context- [Specific news item — source and date]- [Second relevant finding]
### Talking points1. [Personal opener — reference a specific email, news item, or note]2. [Address the main blocker or open item]3. [Named next step with a timeframe]
### Suggested next step[One specific actionable close — tied to desiredOutcome]

Omit sections cleanly if data is missing — no placeholders.

Phase 6 — Save to HubSpot

Skip if externalContact: true — go to Phase 7.

manage_crm_objects: objectType: notes, createRequest:

• properties: hs_note_body: [full brief text], hs_timestamp: [current ISO timestamp]
• associations: contact → contactId, deal → dealId (if present)

Confirm: "Call prep saved. View contact: https://[uiDomain]/contacts/[portalId]/contact/[contactId]"

Phase 7 — HubSpot sync CTA (external contacts only)

If externalContact: true, after the brief:

[Name] isn't in HubSpot yet. Want me to add them? I'll create a contact with their name, email, and company. Yes, add to HubSpot · Not now

On "Yes": manage_crm_objects createRequest, objectType: contacts, with fields from Phase 1. Confirm with a link to the new record.

Error handling

• No name given: Phase 0 — ask only for who before doing anything.
• Contact not found anywhere: Stop with a clear message.
• Found externally, connectors partial: Build from available data, note skipped sources.
• No deal: Omit deal fields, note "No open deal on record".
• No email history: Base sentiment on CRM activity and notes only.
• Note save fails: Show the brief in chat and report the error.