Developer Handover Pack

Developer Handover Pack

Event & Webinar Promotion Automation

Reads a newly confirmed event row from the Google Sheets event calendar and orchestrates the two most time-expensive setup tasks automatically: creating the Zoom webinar registration and activating the pre-built HubSpot announcement plus reminder email sequence. Send dates for the sequence are calculated dynamically from the event date field in the brief row. This agent eliminates the manual Zoom form build, the copy-paste of the registration link, and the HubSpot sequence rebuild that currently stalls promotion launch by up to four days. Complexity: Moderate.

// Input (from Google Sheets confirmed event row)
event_id          : string   // unique row identifier
event_title       : string
event_date        : ISO 8601 date
event_start_time  : HH:MM (24h, UTC offset stored in sheet)
event_duration_min: integer
speaker_name      : string
speaker_bio       : string
hubspot_list_id   : string   // target contact list for email sequence
sequence_template_id: string // HubSpot sequence to clone and activate

// Output
zoom_webinar_id        : string
zoom_registration_url  : string   // passed to Social Promotion Agent
hubspot_sequence_id    : string   // newly activated sequence
announcement_email_id  : string
reminder_1_send_date   : ISO 8601 datetime  // event_date minus 7 days
reminder_2_send_date   : ISO 8601 datetime  // event_date minus 1 day
reminder_3_send_date   : ISO 8601 datetime  // event_date minus 1 hour
setup_status           : 'success' | 'partial' | 'error'
setup_error_message    : string | null

Triggered immediately after the Event Setup Agent confirms a valid zoom_registration_url. Uses an AI content generation step to draft LinkedIn post copy for three scheduled slots: announcement (day of setup), mid-cycle reminder (event_date minus 7 days), and day-of post (event_date minus 1 day). The coordinator reviews and approves or revises the drafts before the agent schedules them via the LinkedIn Pages API. After approval, the agent also fires a formatted Slack message to the internal launch channel. This agent removes the manual writing and scheduling load while keeping a human in the loop for brand quality control. Complexity: Moderate.

// Input (from Event Setup Agent output payload)
event_id               : string
event_title            : string
event_date             : ISO 8601 date
event_start_time       : HH:MM
speaker_name           : string
zoom_registration_url  : string
linkedin_page_id       : string   // LinkedIn Page URN, stored in credential store
slack_channel_id       : string   // stored in credential store

// Output (after AI draft generation, before approval)
draft_post_announcement : string  // copy for immediate scheduling
draft_post_midcycle     : string  // copy for event_date minus 7 days
draft_post_dayof        : string  // copy for event_date minus 1 day
approval_request_url    : string  // link sent to coordinator for review

// On approval
linkedin_post_id_1      : string  // scheduled announcement post UGC ID
linkedin_post_id_2      : string  // scheduled mid-cycle post UGC ID
linkedin_post_id_3      : string  // scheduled day-of post UGC ID
slack_message_ts        : string  // Slack message timestamp
social_status           : 'scheduled' | 'pending_approval' | 'error'

Runs on a schedule triggered one hour after the event end time recorded in the Google Sheets brief row. Connects to the Zoom Reports API to pull the full attendee and no-show list, updates each contact's HubSpot record with an attendance tag and lifecycle stage change, triggers the correct segmented follow-up email sequence in HubSpot (attendee replay email or no-show re-invite), and writes registration count, attendance count, and email engagement figures back to the reporting row in Google Sheets. This agent closes the post-event data gap that currently leaves CRM records inaccurate and follow-ups delayed by one to two days. Complexity: Complex.

// Input
event_id              : string
zoom_webinar_id       : string   // from Event Setup Agent output
event_end_datetime    : ISO 8601 datetime
hubspot_list_id       : string
attendee_sequence_id  : string   // HubSpot sequence for confirmed attendees
noshow_sequence_id    : string   // HubSpot sequence for no-shows
sheet_row_id          : string   // Google Sheets row reference for metrics write-back

// Output
attendee_count        : integer
noshow_count          : integer
registrant_count      : integer
contacts_updated      : integer  // HubSpot records touched
attendee_tag          : string   // e.g. 'event-attended-[event_id]'
noshow_tag            : string   // e.g. 'event-noshow-[event_id]'
followup_sent_attendees: boolean
followup_sent_noshows : boolean
metrics_written       : boolean
sync_status           : 'success' | 'partial' | 'error'
sync_error_message    : string | null

// ============================================================
// EVENT & WEBINAR PROMOTION AUTOMATION -- END-TO-END DATA FLOW
// ============================================================

// TRIGGER
// Google Sheets: 'Event Calendar' tab, Status column = 'Confirmed'
TRIGGER google_sheets.row_added OR google_sheets.row_updated
  WHERE sheet.Status == 'Confirmed'
  AND   sheet.event_id NOT IN processed_events_log

  EXTRACT fields:
    event_id, event_title, event_date, event_start_time,
    event_duration_min, speaker_name, speaker_bio,
    hubspot_list_id, sequence_template_id

// ============================================================
// AGENT 1: EVENT SETUP AGENT
// ============================================================

// Step A: Create Zoom Webinar
CALL zoom.webinars.create
  PAYLOAD: { topic: event_title, start_time: event_date + event_start_time,
             duration: event_duration_min, host_email: [zoom_host_email env var],
             settings: { registrants_email_notification: true,
                         registration_type: 1 } }
  ON SUCCESS: zoom_webinar_id, zoom_registration_url
  ON ERROR:   write 'ZOOM_ERROR' to sheet Status column
              -> POST alert to Slack #automation-errors
              -> HALT agent

// Step B: Clone and activate HubSpot email sequence
CALL hubspot.sequences.clone
  PAYLOAD: { sequence_template_id: sequence_template_id }
  RETURNS: new_sequence_id

CALL hubspot.sequences.update_steps
  PAYLOAD: { sequence_id: new_sequence_id,
             steps: [
               { type: 'EMAIL', send_at: event_date - 7 days },   // reminder_1
               { type: 'EMAIL', send_at: event_date - 1 day },    // reminder_2
               { type: 'EMAIL', send_at: event_date - 60 min }    // reminder_3
             ],
             registration_url: zoom_registration_url }
  RETURNS: hubspot_sequence_id, announcement_email_id

CALL hubspot.sequences.enroll
  PAYLOAD: { sequence_id: hubspot_sequence_id,
             contact_list_id: hubspot_list_id }

// Write event_id to processed_events_log
LOG processed_events_log.insert: { event_id, zoom_webinar_id,
                                   hubspot_sequence_id,
                                   processed_at: now() }

// OUTPUT HANDOFF: Event Setup Agent -> Social Promotion Agent
EMIT payload:
  { event_id, event_title, event_date, event_start_time,
    speaker_name, zoom_registration_url,
    linkedin_page_id: [env var], slack_channel_id: [env var] }

// ============================================================
// AGENT 2: SOCIAL PROMOTION AGENT
// ============================================================

// Step C: Generate LinkedIn post copy via AI content step
CALL ai_content.generate
  PROMPT_VARS: { event_title, event_date, speaker_name, zoom_registration_url }
  SYSTEM_PROMPT: [BRAND_VOICE_PROMPT env var]
  RETURNS:
    draft_post_announcement  // slot: now
    draft_post_midcycle      // slot: event_date - 7 days
    draft_post_dayof         // slot: event_date - 1 day

// Step D: Human approval gate
SEND approval_request TO coordinator_email
  BODY: { draft_post_announcement, draft_post_midcycle, draft_post_dayof,
          approval_link, revise_link }
  TIMEOUT: 24 hours
  ON TIMEOUT: POST escalation to Slack #marketing-ops, HOLD workflow
  ON REVISE:  append coordinator_comments to prompt, regenerate (max 3 loops)
  ON APPROVE: continue to Step E

// Step E: Schedule LinkedIn posts
CALL linkedin.ugcPosts.create  // x3
  PAYLOAD_1: { author: linkedin_page_id, text: draft_post_announcement,
               scheduled_publish_time: now() + 30 min }
  PAYLOAD_2: { author: linkedin_page_id, text: draft_post_midcycle,
               scheduled_publish_time: event_date - 7 days at 09:00 }
  PAYLOAD_3: { author: linkedin_page_id, text: draft_post_dayof,
               scheduled_publish_time: event_date - 1 day at 09:00 }
  RETURNS: linkedin_post_id_1, linkedin_post_id_2, linkedin_post_id_3

// Step F: Slack internal launch notification
CALL slack.chat.postMessage
  PAYLOAD: { channel: slack_channel_id,
             blocks: Block_Kit_template {
               event_title, event_date, event_start_time,
               zoom_registration_url } }
  RETURNS: slack_message_ts

// ============================================================
// AGENT 3: POST-EVENT SYNC AGENT
// ============================================================

// Triggered at: event_date + event_start_time + event_duration_min + 60 min

// Step G: Pull Zoom attendance report
CALL zoom.report.webinar_participants
  PAYLOAD: { webinar_id: zoom_webinar_id }
  RETRY: up to 3x at 15 min intervals if response is empty
  ON PERSISTENT_EMPTY: write 'DATA_PENDING' to sheet, alert Slack #automation-errors
  RETURNS: participants[] { email, name, attended_duration_minutes }

// Step H: Classify attendees vs no-shows
FOR EACH contact IN participants:
  IF contact.attended_duration_minutes >= (event_duration_min * ATTENDANCE_THRESHOLD)
    // ATTENDANCE_THRESHOLD default 0.5, stored as env var
    tag = 'event-attended-' + event_id
    sequence_to_enroll = attendee_sequence_id
  ELSE:
    tag = 'event-noshow-' + event_id
    sequence_to_enroll = noshow_sequence_id

// Step I: Update HubSpot contacts in batches of 100
CALL hubspot.contacts.batch_upsert
  MATCH_BY: email
  ON_NO_MATCH: create new contact
  PAYLOAD_PER_CONTACT: { tag, lifecycle_stage: 'Lead' (skip if Customer/Evangelist),
                         event_source: 'webinar-registration' }
  RETURNS: contacts_updated

// Step J: Enroll contacts in segmented HubSpot follow-up sequences
CALL hubspot.sequences.enroll (attendees -> attendee_sequence_id)
CALL hubspot.sequences.enroll (noshows  -> noshow_sequence_id)

// Step K: Write metrics to Google Sheets reporting row
CALL google_sheets.rows.update
  ROW: sheet_row_id
  FIELDS: { registrant_count, attendee_count, noshow_count,
            contacts_updated, sync_status, synced_at: now() }

// Step L: Scheduled 24h later -- write email open rate
CALL hubspot.campaigns.get_stats
  PAYLOAD: { campaign_id: [derived from announcement_email_id] }
  RETURNS: open_rate_pct
CALL google_sheets.rows.update
  ROW: sheet_row_id
  FIELDS: { email_open_rate_pct: open_rate_pct }

// ============================================================
// FLOW COMPLETE
// ============================================================