Log Call

Log Call

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 1 — Parse the message

Extract from user input:

• Contact name or email
• Summary — what was discussed
• Outcome — any decision or result
• Next step — any specific follow-up action mentioned
• Deal signals — stage movement, timeline change, priority shift, deal size revision
• Contact status signals — did you reach them? Are they engaged? Bad timing?

If contact name is missing, ask: "Who was the call with?"

Phase 2 — Find the contact and deal

Run simultaneously:

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

If multiple contacts match, show disambiguation list (name, title, company) and wait for confirmation.

Then search deals filtered by associations.contact = contactId, properties: dealname, dealstage, pipeline, amount, closedate, hs_next_step, hs_priority. Store dealId, currentStage, dealPipeline, dealName, currentNextStep.

Phase 3 — Build the update plan

Based on what was said, propose updates across note, deal, and contact.

Stage resolution — if stage signals were detected, resolve before building the plan. This is fail-closed: if resolution fails at any step, omit the stage change entirely and ask the user.

• If the deal has no pipeline value, omit the stage change and ask: "I couldn't determine the pipeline for this deal — which stage should I move it to?"
• Call get_properties: objectType: deals, propertyNames: ["dealstage", "pipeline"]. If this call fails or returns no data, omit the stage change — do not proceed.
• Filter dealstage options to only those belonging to dealPipeline. If no stages match, omit the stage change and ask the user.
• Sort matching stages by displayOrder. Match the user's words against the actual stage labels.
• If no stage label clearly fits, or more than one is plausible, omit the stage change and ask — never guess.
• Only when a single unambiguous match is found: store proposedStageLabel (for the confirm block) and proposedStageValue (API value for Phase 5).

Show a single confirm block — do not write until confirmed.

Ready to log this call with [First Last]:
📝 Note: [2–3 sentence summary with outcome and next step]
Deal — "[Deal Name]":  Stage:     [current] → [proposedStageLabel]       (if mentioned)  Next step: "[what was agreed]"           (always if deal exists)  Close date: [current] → [revised date]  (if timeline discussed)  Priority:  [LOW / MEDIUM / HIGH]         (if urgency was clear)  Amount:    [current] → [revised]         (if deal size discussed)
Contact — [First Last]:  Lead status: [current] → [new status]    (e.g. CONNECTED, BAD_TIMING)  Lifecycle:   [current] → [new stage]     (if they're now an opportunity)
Task: "[Follow up with First — next step text]" due [date] · type: CALL · priority: [MEDIUM/HIGH]
Log it?

Omit lines that don't apply. If no deal exists, omit the Deal section. Always include the task line.

Phase 4 — Write the note

manage_crm_objects notes, createRequest:

• hs_note_body: 📞 Call logged — [today's date]\n\n[Summary]\n\n[Outcome]\n[Next step]
• hs_timestamp: current ISO 8601 timestamp
• associations: contact → contactId, deal → dealId (if present)

Phase 5 — Update deal and contact fields

Run Phase 5 (deal) and Phase 6 (contact) simultaneously — they are independent writes.

If a deal exists, update via manage_crm_objects deals, updateRequest, objectId: dealId. Run all field changes in a single call.

Fields to update (only those that changed):

If stage mapping is ambiguous, ask before updating — never guess.

Phase 6 — Update contact fields

If contact status signals were present, update via manage_crm_objects contacts, updateRequest, objectId: contactId.

Only update if the signal is clear. Skip if ambiguous.

Phase 7 — Create follow-up task

Always create a task. Pre-fill from the next step if mentioned; default to "Follow up with [firstName]" in 7 days.

manage_crm_objects tasks, createRequest:

• hs_task_subject: "Follow up with [firstName] — [next step if mentioned]"
• hs_task_type: CALL
• hs_task_status: NOT_STARTED
• hs_task_priority: MEDIUM (or HIGH if deal is closing soon / urgent)
• hs_timestamp: [due date ISO]
• hs_task_body: [brief context from call]
• associations: contact → contactId, deal → dealId (if present)

Phase 8 — Confirm

Logged.  ✓ Note saved on [First Last]  ✓ Deal "[Name]" — [list of updated fields]  ✓ Contact status → [new status if updated]  ✓ Task created — due [date]
View contact: https://[uiDomain]/contacts/[portalId]/contact/[contactId]

Error handling

• Contact not found: Ask to clarify. Do not write anything until confirmed.
• Multiple matches: Show disambiguation list, wait.
• No deal found: Log the note and create the task. Skip deal update phases.
• Stage mapping unclear: Ask before updating — never guess.
• Note save fails: Show the composed note in chat so nothing is lost.
• Partial failure: Report which updates succeeded and which failed. Offer to retry failed ones.