Developer Handover Pack

Developer Handover Pack

Demo and Discovery Scheduling

Reads the incoming HubSpot contact record the moment a demo-interest signal fires, scores the lead against role, company size, and traffic source, and outputs either a discovery-call Calendly URL or a full-demo Calendly URL. When the computed confidence score falls below the configured threshold the agent writes a REVIEW_REQUIRED flag to the contact record and halts, routing the lead to a rep for manual assessment before any outbound email is sent.

// Input
contact.id            : string   // HubSpot contact record ID
contact.jobtitle      : string   // e.g. 'Head of Sales', 'Founder'
contact.company       : string   // Company name
contact.num_employees : integer  // Company size band
contact.hs_lead_source: string   // e.g. 'Organic Search', 'Outbound Sequence'
deal.id               : string   // Associated deal record ID (if exists)

// Scoring logic (internal)
score += 30 if jobtitle matches [VP|Director|Head|Founder|Owner]
score += 25 if num_employees >= 10
score += 20 if hs_lead_source in ['Referral','Outbound Sequence']
score += 15 if deal.amount > 0
// Threshold: score >= 50 -> auto-route; score < 50 -> REVIEW_REQUIRED

// Output (auto-route path)
routing.decision      : 'DISCOVERY' | 'FULL_DEMO'
routing.calendly_url  : string   // Segment-specific Calendly booking URL
routing.contact_id    : string   // Passed to Scheduling and Confirmation Agent
routing.deal_id       : string   // Passed downstream

// Output (manual review path)
routing.decision      : 'REVIEW_REQUIRED'
hubspot.contact.review_flag : true  // Property written back to HubSpot

Fires immediately after the Lead Qualification Agent emits a valid routing decision. Sends the appropriate Calendly booking link to the prospect via a personalised Gmail message. If no Calendly booking event is detected within 48 hours, a single follow-up nudge is sent. When Calendly posts a booking-confirmed webhook, the agent creates a Zoom meeting under the assigned rep's account, generates the unique join link, and adds it to a Google Calendar invite shared with both the prospect and the rep.

// Input (from Lead Qualification Agent)
routing.decision      : 'DISCOVERY' | 'FULL_DEMO'
routing.calendly_url  : string
routing.contact_id    : string
routing.deal_id       : string
contact.email         : string
contact.firstname     : string
rep.email             : string   // Assigned rep Gmail address
rep.zoom_user_id      : string   // Zoom user ID for meeting creation

// Output (booking link sent)
gmail.sent_message_id       : string   // Gmail message ID of booking email
workflow.nudge_timer_started: true      // 48-hour countdown initiated

// Input (Calendly webhook payload on booking confirmed)
event.calendly_event_uri    : string
event.start_time            : ISO8601 datetime
event.end_time              : ISO8601 datetime
invitee.name                : string
invitee.email               : string

// Output (after booking confirmed)
zoom.meeting_id             : string
zoom.join_url               : string
zoom.start_url              : string
gcal.event_id               : string   // Google Calendar event ID
gcal.invite_link            : string
booking.confirmed_at        : ISO8601 datetime
booking.meeting_start       : ISO8601 datetime  // Passed to Pre-Call Comms Agent

Fires when the Scheduling and Confirmation Agent passes a confirmed booking payload. Updates the HubSpot deal record to the demo-booked stage and logs the meeting date. At 24 hours before the meeting start time, dispatches a personalised pre-call brief to the prospect via Gmail, pulling the prospect's name, company, and meeting topic from HubSpot properties. Simultaneously posts a formatted notification to the designated sales Slack channel. At 60 minutes before the meeting, sends a short reminder email to the prospect containing the Zoom join link.

// Input (from Scheduling and Confirmation Agent)
booking.confirmed_at        : ISO8601 datetime
booking.meeting_start       : ISO8601 datetime
zoom.join_url               : string
gcal.event_id               : string
routing.deal_id             : string
routing.contact_id          : string
contact.firstname           : string
contact.email               : string
contact.company             : string
rep.email                   : string
rep.slack_user_id           : string   // For @mention in Slack message

// On CRM update (immediate, step 1 of agent)
hubspot.deal.dealstage      : 'Demo Booked'   // Internal stage ID must be confirmed
hubspot.deal.demo_date      : ISO8601 date    // Custom property: demo_date
hubspot.deal.zoom_link      : string          // Custom property: zoom_join_url

// On pre-call brief send (T-24h)
gmail.brief_subject         : string   // e.g. 'Getting ready for your demo, {{firstname}}'
gmail.brief_body            : string   // Templated HTML, tokens: firstname, company, meeting_start, zoom_join_url
gmail.sent_message_id_brief : string

// On Slack notification (immediate)
slack.channel               : string   // e.g. '#sales-demos'
slack.message_blocks        : JSON     // Prospect name, company, time, rep @mention, Zoom link

// On reminder send (T-60min)
gmail.reminder_subject      : string   // e.g. 'Your demo starts in 60 minutes'
gmail.reminder_body         : string   // Zoom join link + one-line agenda
gmail.sent_message_id_reminder: string

// On approval (ambiguous lead flagged by Qualification Agent)
// Rep reviews contact in HubSpot, clears hs_review_required flag
// Workflow resumes from Scheduling and Confirmation Agent with rep-confirmed routing decision

// ============================================================
// DEMO AND DISCOVERY SCHEDULING: END-TO-END DATA FLOW
// ============================================================

// TRIGGER
// HubSpot contact lifecycle stage changes to 'Demo Requested'
// OR HubSpot form submission mapped to demo-interest workflow
// Fields available at trigger:
//   contact.id, contact.email, contact.firstname, contact.lastname
//   contact.jobtitle, contact.company, contact.num_employees
//   contact.hs_lead_source, deal.id, deal.amount

// ============================================================
// AGENT 1: Lead Qualification Agent
// ============================================================

INPUT  <- HubSpot Contacts API GET /crm/v3/objects/contacts/{contact.id}
INPUT  <- HubSpot Deals API GET /crm/v3/objects/deals/{deal.id}

SCORE  = compute(contact.jobtitle, contact.num_employees,
                 contact.hs_lead_source, deal.amount)

IF score >= 50:
  routing.decision     = 'DISCOVERY' | 'FULL_DEMO'
  routing.calendly_url = select_url(routing.decision)
  // e.g. 'https://calendly.com/[YourCompany.com]/discovery-call'
  // or   'https://calendly.com/[YourCompany.com]/full-demo'
  PASS -> Agent 2 with: routing.decision, routing.calendly_url,
                        contact.id, contact.email, contact.firstname,
                        deal.id, rep.email, rep.zoom_user_id

IF score < 50:
  hubspot.contact.hs_review_required = true
  HubSpot Contacts API PATCH /crm/v3/objects/contacts/{contact.id}
  HALT  // Rep reviews; on manual clearance workflow resumes to Agent 2

// ============================================================
// AGENT 2: Scheduling and Confirmation Agent
// ============================================================

// STEP 2a: Send booking link
INPUT  <- routing.calendly_url, contact.email, contact.firstname, rep.email
OUTPUT -> Gmail API POST /gmail/v1/users/me/messages/send
          to: contact.email
          from: rep.email
          subject: 'Book your {routing.decision} with [YourCompany.com]'
          body: personalised HTML with routing.calendly_url embedded
          gmail.sent_message_id = response.id

// STEP 2b: 48-hour non-response branch
TIMER  = now() + 48h
WAIT   // Monitor for Calendly booking_confirmed webhook

IF no booking_confirmed received within 48h:
  OUTPUT -> Gmail API POST /gmail/v1/users/me/messages/send
            to: contact.email
            subject: 'Still happy to connect?'
            body: nudge email with routing.calendly_url
  // Single nudge only; no further automated follow-up

// STEP 2c: Calendly booking confirmed
INPUT  <- Calendly webhook POST {platform_webhook_endpoint}
          event.calendly_event_uri, event.start_time, event.end_time
          invitee.name, invitee.email

// STEP 2d: Create Zoom meeting
OUTPUT -> Zoom Meetings API POST /v2/users/{rep.zoom_user_id}/meetings
          body: { topic, start_time: event.start_time,
                  duration: (event.end_time - event.start_time) in minutes,
                  type: 2 }
          zoom.meeting_id  = response.id
          zoom.join_url    = response.join_url
          zoom.start_url   = response.start_url

// STEP 2e: Create Google Calendar invite
OUTPUT -> Google Calendar API POST /calendar/v3/calendars/primary/events
          body: { summary, start: event.start_time, end: event.end_time,
                  attendees: [contact.email, rep.email],
                  location: zoom.join_url,
                  description: 'Zoom link: ' + zoom.join_url }
          gcal.event_id    = response.id
          gcal.invite_link = response.htmlLink

// PASS confirmed booking payload to Agent 3
PASS -> Agent 3 with: booking.meeting_start = event.start_time,
                      zoom.join_url, gcal.event_id,
                      routing.deal_id, routing.contact_id,
                      contact.firstname, contact.email, contact.company,
                      rep.email, rep.slack_user_id

// ============================================================
// AGENT 3: Pre-Call Comms Agent
// ============================================================

// STEP 3a: Update HubSpot deal (immediate)
INPUT  <- routing.deal_id, booking.meeting_start, zoom.join_url
OUTPUT -> HubSpot Deals API PATCH /crm/v3/objects/deals/{deal.id}
          properties: { dealstage: '{demo_booked_stage_id}',
                        demo_date: booking.meeting_start,
                        zoom_join_url: zoom.join_url }

// STEP 3b: Post Slack notification (immediate)
OUTPUT -> Slack Incoming Webhook POST {slack_webhook_url}
          payload: { blocks: [
            { type: 'section', text: '*New demo booked*' },
            { type: 'section', text:
              'Prospect: ' + contact.firstname + ' ' + contact.lastname +
              ' | Company: ' + contact.company +
              ' | Time: ' + booking.meeting_start +
              ' | Rep: <@' + rep.slack_user_id + '>' +
              ' | Zoom: ' + zoom.join_url } ] }

// STEP 3c: Send pre-call brief (at booking.meeting_start - 24h)
TIMER  = booking.meeting_start - 24h
// If (meeting_start - now) < 24h: send immediately
OUTPUT -> Gmail API POST /gmail/v1/users/me/messages/send
          to: contact.email
          subject: 'Getting ready for your demo, {{firstname}}'
          body: HTML template with tokens:
                {{firstname}} <- contact.firstname
                {{company}}   <- contact.company
                {{meeting_start}} <- formatted datetime
                {{zoom_join_url}} <- zoom.join_url
          gmail.sent_message_id_brief = response.id

// STEP 3d: Send pre-call reminder (at booking.meeting_start - 60min)
TIMER  = booking.meeting_start - 60min
OUTPUT -> Gmail API POST /gmail/v1/users/me/messages/send
          to: contact.email
          subject: 'Your demo starts in 60 minutes'
          body: zoom.join_url + one-line agenda
          gmail.sent_message_id_reminder = response.id

// ============================================================
// END OF FLOW
// All steps completed without rep involvement (except manual
// review of REVIEW_REQUIRED leads before Agent 2 fires).
// ============================================================