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Match Granola meeting attendees to HubSpot contacts
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Cross-Connector

Spot which meeting guests are new to HubSpot

For sales reps who want Granola attendees matched to HubSpot contacts, just by asking their AI assistant.

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Match Granola meeting attendees to HubSpot contacts
Match the attendees of the Northwind Traders pricing call to HubSpot contacts.
Of 5 attendees at the Northwind Traders pricing call, 3 are known HubSpot contacts and 2 are new. - Dana Whitfield: Northwind Traders, Customer, owner Sam Patel - Priya Raman: Contoso, Opportunity, owner Alex Moreno - Marcus Hale: Contoso, Lead, owner Sam Patel - NEW: Lee Chen, Jordan Blake Want the full table with lead status?
Granola
Sample figures. Your results come from your own account.
granola-get-note
granola-get-attendee
granola-get-invitee
hubspot-get-contacts

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Granola

Granola
Run it on your own Granola data.

Connect Granola, pick your AI tool and paste the prompt.

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The problem

New contacts from meetings slip past HubSpot

Reps copy attendee emails from meeting notes and search HubSpot for each one. New contacts slip through without a record, and nobody checks their company or lifecycle stage.

Without PopdockAI

  • Copy attendee emails from the meeting notes
  • Search HubSpot for each address
  • Open each contact for company and lifecycle stage
  • Miss the people with no record

With PopdockAI

  • Attendees and invitees are combined from the meeting
  • Each email is looked up in HubSpot
  • Known contacts show company, lifecycle stage, lead status and owner
  • New people are marked NEW, and nothing is added or updated

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** For the Granola meeting whose title contains `{meeting-title}`, match every attendee to a HubSpot contact and report who is known, who is new, and each known contact's company and lifecycle stage. Looking back `{lookback-days}` days (default 30).

**Step 1: Find the meeting (Granola)**

Call `granola-get-note` with title.contains set to the meeting title and created.from set to the lookback date. If more than one note matches, list them (id, title, created-at) and stop for the user to choose.

**Step 2: List attendees (Granola)**

Call `granola-get-attendee` with note-id set to the chosen note id. Also call `granola-get-invitee` with the same note-id and add any invitee email not already listed.

**Step 3: Match in HubSpot**

For each attendee email, call `hubspot-get-contacts` with email set to that address. Take company-id, company-name, lifecycle-stage, lead-status and contact-owner from the result. Skip attendees whose email ends in the user's own company domain if the user says so; otherwise include everyone.

**Step 4: Report**

A table: attendee name, email, HubSpot record-id, company-name, lifecycle-stage, lead-status, owner. Mark attendees with no HubSpot match as NEW. End with counts of known and new.

**Rules & Guidelines:**

* `granola-get-note`, `granola-get-attendee` and `granola-get-invitee` are on the Granola server. `hubspot-get-contacts` is on the HubSpot server.
* This prompt is read-only. Do not call `hubspot-add-contact`, `hubspot-update-contact` or any other add or update tool.

**Validation:**

* If Granola returns no attendees, say so and stop.
* If an email has no contact match, report it as new; do not retry with a name guess unless the user asks.
* If two contacts share an email, list both and flag the duplicate.

Who it's for

One answer, three teams that use it

Account executives

Spot new people on your calls

Guests marked NEW are the people to add and follow up.

Match the attendees of the Fabrikam discovery call to HubSpot and show who is new.

Sales managers

See the stage of everyone in the meeting

Lifecycle stage and owner for each known contact show where the account stands.

What lifecycle stage are the Contoso renewal meeting attendees at in HubSpot?

Marketing operations

Catch duplicate contacts sharing an email

Two contacts on one email are flagged for clean up.

Check the Northwind Traders workshop guests against HubSpot from the last 14 days and flag any duplicates.

How it works

What PopdockAI does when you ask

You give part of the meeting title and your AI assistant checks every guest in HubSpot. It flags who is new and never changes HubSpot records.

01

Ask

You give part of the meeting title and how far back to look.

Your AI tool

02

Find

It finds the meeting in Granola and lists attendees and invitees.

granola-get-note
granola-get-attendee
granola-get-invitee

03

Match

It looks up each email in HubSpot for company, lifecycle stage, lead status and owner.

hubspot-get-contacts

04

Report

You get a table with new people marked NEW and counts of known and new.

Your AI tool

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.

get-data

granola-get-note

Returns Granola meeting notes with their summaries and metadata. Filter by date range, title or owner to find the meetings you need.
get-data

granola-get-attendee

Returns the people who attended each Granola meeting note, so you can see who was actually in the room.
get-data

granola-get-invitee

Returns the people invited to each Granola meeting note, so you can compare invitations with attendance.
get-data

hubspot-get-contacts

Returns contact records from HubSpot CRM, with email, phone, company, lifecycle stage, lead status, owner and location from the HubSpot connector. Filter by company id, state region, contact owner, email, last name, create date, company name, record id, lifecycle stage, lead status.
Read only.Nothing in Granola Changes

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.

How Popdock AI secures your data

The outcome

No new contact from a meeting goes unnoticed

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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