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Process Runbook / SOP
Post-Meeting Recap & Follow-up
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This runbook is your plain-English operating guide for the Post-Meeting Recap and Follow-up automation. It tells you exactly what the system does after every sales call, what your team does, how to handle things when something goes wrong, who to call, and how to keep the process healthy over time. FullSpec builds and maintains the automation end to end. Your team's only regular task is a quick review and send of the Gmail draft the system prepares for you.
01Process overview
When a sales meeting ends, the automation detects the call conclusion from the calendar or Zoom webhook and immediately kicks off a sequence of steps without any action required from the rep. Fireflies.ai supplies the meeting transcript; an AI agent reads it, extracts key themes, objections, agreed next steps, and decision makers, then writes a personalised recap email draft and a structured Notion summary. A second agent pushes the draft to the rep's Gmail inbox and sends a Slack nudge to prompt review. A third agent simultaneously updates the HubSpot deal record, creates follow-up tasks from the action items detected in the transcript, appends the summary to the team's Notion page, and posts a Slack alert to the sales channel for high-value deals. The rep's single remaining task is to read the draft and press send. Total admin per meeting drops from roughly 80 minutes to under 5 minutes.
Process name
Post-Meeting Recap & Follow-up
Trigger
A calendar event tagged as a sales meeting reaches its scheduled end time, or a Zoom call concludes and a webhook fires
Final output
Recap email sent to prospect, HubSpot deal record updated, follow-up tasks created, Notion summary appended, and Slack deal alert posted (high-value deals)
Agents running
Meeting Trigger Agent, Recap Drafting Agent, CRM and Task Sync Agent
Tools involved
Google Calendar, Zoom, Fireflies.ai, Gmail, HubSpot, Notion, Slack
Weekly volume
~40 meetings/month per rep (approximately 10 per week per rep)
Human checkpoint
Rep reviews and sends the Gmail draft (approximately 3 minutes per meeting)
Process owner
[Your name] — Sales Manager
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02Step-by-step: what happens and who acts
What you actually need to do: There is one human step in this entire process. After the automation drafts the recap email and delivers a Slack nudge, the rep opens their Gmail inbox, reads the draft, makes any edits they see fit, and presses send. That is it. Every other step in the table below is handled automatically by the system.
Step
What happens
Who acts
Type
1
The Meeting Trigger Agent monitors the sales rep's Google Calendar and Zoom webhook. When a meeting tagged as a sales call reaches its end time, the agent confirms it is an external meeting by checking attendee email domains and fires the downstream workflow.
System
Automated
2
The automation calls the Fireflies.ai API and retrieves the completed transcript and AI summary for the meeting, matched by meeting title and participant email address. If the transcript is not yet ready, the system waits and retries at 90-second intervals for up to 10 minutes.
System
Automated
3
The Recap Drafting Agent reads the full Fireflies.ai transcript. It identifies key pain points, objections raised, agreements made, and named action items. It then produces a personalised recap email draft in the rep's voice and a structured meeting summary for Notion.
System
Automated
4
The drafted recap email is saved directly as a Gmail draft in the rep's inbox, pre-addressed to all meeting attendees pulled from the calendar event. Simultaneously, a Slack nudge is sent to the rep with a direct link to the draft and a prompt to review and send it.
System
Automated
5
The rep opens the Gmail draft, reads the recap, makes any personal edits to tone or content, and sends the email to the prospect. This is the only step that requires human action. Target time is under 3 minutes.
Sales Rep
Human
6
The CRM and Task Sync Agent writes the meeting outcome and AI-extracted summary to the correct HubSpot deal record. It updates the last-contact date and, if a deal-stage keyword was detected in the transcript, advances the deal stage accordingly.
System
Automated
7
Any action items detected in the transcript, such as sending a proposal, booking a follow-on call, or sharing a document, are created as dated tasks on the HubSpot deal record and assigned to the rep automatically.
System
Automated
8
A structured meeting summary block containing attendees, date, pain points, agreements, and next steps is appended to the deal's Notion page, keeping the shared team knowledge base current without any manual copy-paste from the rep.
System
Automated
9
For deals above the configured value threshold, a formatted Slack message is posted to the sales channel. It tags the rep and the sales manager, provides a one-line outcome summary, and includes a direct link to the HubSpot deal record.
System
Automated
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03Handling exceptions
Situation
What the system does
What you do
Fireflies.ai transcript is missing or not yet available when the workflow fires
The system retries the Fireflies.ai API at 90-second intervals for up to 10 minutes. If no transcript is found after that window, it falls back to a shorter recap draft built from calendar metadata only: meeting title, attendees, and duration. The Slack nudge to the rep flags that the draft is a calendar-only summary.
Check whether the Fireflies.ai bot was present in the meeting. If the bot was not invited or the meeting was a phone or in-person call, log this in the Fireflies.ai settings for future calls. If the bot was present but the transcript failed, contact FullSpec support at support@gofullspec.com.
The HubSpot deal record cannot be matched to the meeting
The system attempts to match the deal using attendee email addresses and meeting title keywords. If no confident match is found, the CRM update step is skipped and the rep receives a Slack message asking them to manually link the meeting to the correct deal.
Open HubSpot, find the relevant deal, and log the meeting outcome manually for that instance. Then check whether the prospect's email address is correctly associated with the deal record. If mis-matches happen repeatedly, contact FullSpec support to adjust the matching logic.
A duplicate workflow run fires for the same meeting
The system checks a deduplication log before executing. If a run for the same meeting ID has already completed within the past two hours, the duplicate is suppressed and no second draft or CRM update is created.
No action is needed. If you notice a genuine duplicate draft or two sets of HubSpot tasks for the same meeting, delete the duplicate and notify FullSpec support so the deduplication rule can be reviewed.
The rep does not review or send the Gmail draft within 24 hours
After 24 hours the system sends a second Slack reminder to the rep. After 48 hours a second reminder is sent and the sales manager is also notified via Slack with a link to the unsent draft.
Check the rep's Slack messages. If the rep is away or the meeting was cancelled after the transcript was already retrieved, delete the draft in Gmail so it does not sit in the queue indefinitely. There is no automated deletion to avoid accidental loss.
A prospect is unresponsive and no follow-up tasks should be created
The system has no way to know a prospect relationship has ended unless a deal stage change indicates it. It will still create follow-up tasks from any action items detected in the final transcript.
If a deal is closed-lost or stalled, update the HubSpot deal stage immediately after the meeting. The automation checks deal stage before posting Slack alerts and can be configured to suppress task creation for deals in a terminal stage. Contact FullSpec support to enable this rule.
Slack, Gmail, HubSpot, or Notion is unavailable at the time of the workflow run
The orchestration layer retries each failing step up to three times with a two-minute gap between attempts. If the tool is still unreachable after three retries, the step is skipped and an error entry is written to the workflow error log. The remaining steps that do not depend on the failed tool continue normally.
Check the error log in the automation platform dashboard. If a step was skipped, check the tool's status page to confirm the outage has passed, then re-trigger the affected step manually from the dashboard or contact FullSpec support at support@gofullspec.com for assisted recovery.
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04Who to contact and when
Fill in the rows marked with brackets once your team is confirmed. The FullSpec rows are fixed and do not need to be edited. Share this table with anyone who may need to raise an issue or approve a change to the process.
Role
Name
How to reach them
Process owner (Sales Manager)
[Your name]
[Your email or Slack handle]
Primary sales rep contact
[Rep name]
[Rep email]
Secondary sales rep contact
[Rep name]
[Rep email]
HubSpot admin
[Admin name]
[Admin email]
Fireflies.ai account owner
[Account owner name]
[Account owner email]
FullSpec builder
FullSpec team
support@gofullspec.com — for build changes, prompt updates, or logic adjustments
FullSpec support
FullSpec support
support@gofullspec.com — for errors, failed runs, or unexpected behaviour
For anything that changes how the automation behaves, such as updating the deal-stage keyword map, adjusting the Slack value threshold, or modifying the recap email prompt template, contact FullSpec at support@gofullspec.com rather than editing settings directly. Uncoordinated changes to connected API credentials or field mappings can break the workflow silently.
05Ongoing maintenance
Whenever a HubSpot deal stage name changes or a new stage is added
Notify FullSpec so the deal-stage keyword mapping table can be updated. Without this update, stage-change detection in the transcript will fail silently and deals will not advance automatically.
Process owner notifies FullSpec support
Whenever the recap email template or required sections change
Share the updated format or example email with FullSpec. The AI prompt used by the Recap Drafting Agent will need to be revised and tested against sample transcripts before the change goes live.
Process owner sends updated template to FullSpec support
Monthly spot-check (first week of each month)
Review five recent Gmail drafts and their corresponding HubSpot records. Confirm that key pain points, next steps, and deal stage changes are accurate. Note any patterns where the draft quality is poor and flag them to FullSpec.
Process owner or designated sales manager
Weekly error-log review (every Monday)
Open the automation platform dashboard and check the error log for any failed steps, skipped CRM updates, or missing transcript alerts from the previous week. Any error appearing more than twice should be escalated to FullSpec support.
Process owner or sales ops contact
When a rep joins or leaves the team
Notify FullSpec so the rep's Gmail inbox, Slack handle, and HubSpot user assignment can be added or removed from the workflow configuration. Also update the Fireflies.ai bot access for the rep's calendar.
Process owner notifies FullSpec support and HubSpot admin
Quarterly volume review (every three months)
Check actual meeting volume against the 40 meetings per rep per month baseline. If volume has grown significantly, review whether the current automation plan tier and tooling costs still make sense. Share updated figures with FullSpec for a capacity check.
Process owner, optionally with FullSpec support
The most common maintenance issue with this process is an outdated deal-stage keyword map. When HubSpot stages are renamed or restructured without updating the automation, the CRM and Task Sync Agent stops advancing deals correctly and the error is rarely obvious until a manager notices deals stuck in the wrong stage. Any time your HubSpot pipeline is edited, contact support@gofullspec.com the same day.
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