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Get Granola meetings onto the HubSpot timeline
For sales reps who take notes in Granola and want each meeting logged in HubSpot with the right contacts and deal, by asking their AI assistant.
On this page
Connector
Connect Granola, pick your AI tool and paste the prompt.
The problem
Meetings Granola captured never reach HubSpot
HubSpot only knows about a Granola meeting if someone copies the summary across and links the right contacts, company and deal. Checking it is not already logged takes more time, so many meetings never reach the CRM.
Without PopdockAI
- Copy the summary out of Granola
- Find each attendee's HubSpot contact
- Work out which deal it was about
- Check the meeting is not already logged
With PopdockAI
- Attendees are matched to HubSpot contacts by email
- A deal is proposed only when one clearly fits
- It stops if the meeting is already logged
- You review the draft, and it writes only on your yes
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Log the Granola meeting whose title contains `{meeting-title}` (created in the last `{lookback-days}` days, default 30) as a meeting in HubSpot, associated with the attendees' HubSpot contacts, their companies and, where one clearly applies, the open deal. Nothing is written until the user confirms.
**Step 1: Find the meeting (Granola)**
Call `granola-get-note` with title.contains set to the meeting title and created.from set to today minus the lookback days. If more than one note matches, list them (id, title, scheduled-start, created-at) and stop for the user to choose. If none match, say so and stop. Keep id, title, scheduled-start, scheduled-end, created-at and summary.
**Step 2: Attendees (Granola)**
Call `granola-get-attendee` with note-id set to the note id. Keep each attendee's name and email.
**Step 3: Match in HubSpot**
For each attendee email, call `hubspot-get-contacts` with email set to that address. Join on email, ignoring case. Keep record-id and company-id. An attendee with no match is not associated; list them as "Not in HubSpot" (usually internal staff or new people) and continue. If no attendee matches at all, report that and stop: there is nothing to associate the meeting with.
For each distinct company-id, call `hubspot-get-deals` with company-id set to it and keep deals whose deal-stage-name is not a closed stage. If exactly one open deal's deal-name matches the meeting title or summary, propose it. If several could match, list them and let the user pick one or none. Never guess a deal.
**Step 4: Check it is not already logged (HubSpot)**
Call `hubspot-get-meetings` with contact-id set to the first matched contact's record-id and meeting-start-time.from / meeting-start-time.to set to the day before and the day after the Granola scheduled-start (or created-at when scheduled-start is empty). If a meeting with a similar meeting-name comes back, show it and stop: the meeting is already logged.
**Step 5: Draft and confirm**
Show the draft:
* title: the Granola title
* timestamp and start-time: the scheduled-start (or created-at); end-time: the scheduled-end if present
* outcome: COMPLETED
* body: the Granola summary condensed to 150 words or fewer, ending with "Source: Granola note <id>"
* contact-ids, company-ids and deal-ids: the matched record-ids, comma-separated
Ask for explicit confirmation. Do nothing further without a clear yes. If the user asks for changes, redraft and ask again.
**Step 6: Write (only after yes)**
Call `hubspot-add-meeting` once with the approved values and report the returned id. Then call `hubspot-get-meetings` as in Step 4 and confirm the new meeting appears.
**Rules & Guidelines:**
* `granola-get-note` and `granola-get-attendee` are on the Granola server. `hubspot-get-contacts`, `hubspot-get-deals`, `hubspot-get-meetings` and `hubspot-add-meeting` are on the HubSpot server.
* The only write is `hubspot-add-meeting`, called once, after confirmation. Call no other write tool: no other hubspot-add, hubspot-update, hubspot-rename, hubspot-remove, hubspot-subscribe, hubspot-unsubscribe or hubspot-import tool (including `hubspot-add-engagement-meeting`, `hubspot-add-note` and `hubspot-add-contact`). The Granola server is only read.
* Do not set owner-id unless the user gives a numeric HubSpot owner ID.
* Do not put transcript text in the body unless the user asks for it.
**Validation:**
* If the summary is empty, offer a body with the title, date and attendee names only.
* If the read-back in Step 6 does not show the meeting, say the write may have failed and show the draft. Do not write it a second time.Who it's for
One answer, three teams that use it
Account executives
Log calls without copying notes
The meeting lands on the right contacts and deal with a clean summary.
Log today's Granola meeting Contoso pricing review in HubSpot.
Sales managers
Keep deal timelines complete
Meetings are linked to a deal only when one clearly fits, so the timeline stays accurate.
Log the Fabrikam discovery call from Tuesday in HubSpot against the right deal.
Customer success managers
Record customer meetings once
It checks the meeting is not already logged, so the timeline never doubles up.
Add the Northwind Traders quarterly review from Granola to HubSpot if it is not already there.
How it works
What PopdockAI does when you ask
You name the meeting and your AI assistant drafts the HubSpot meeting with its links. Nothing is written until you say yes, and the meeting is read back afterwards.
01
Find
It finds the Granola note and its attendees.
02
Match
It matches attendees to HubSpot contacts and proposes an open deal only when one clearly fits.
03
Confirm
You review the draft meeting, summary and links, and say yes.
04
Log
It creates the HubSpot meeting and reads it back to confirm.
What PopdockAI provides
The tools behind the answer
Ready made tools for Granola and one secure connection to your AI tool. No code, no exports.
granola-get-note
granola-get-attendee
hubspot-get-contacts
hubspot-get-deals
hubspot-get-meetings
hubspot-add-meeting
hubspot-add-engagement-meeting
hubspot-add-note
hubspot-add-contact
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Every meeting on the right HubSpot timeline
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
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