Meeting Prep and Follow-Up

The workflow

Play 19

Meeting Prep and Follow-Up

1Pull tomorrow's meetings

Booked meetings with an external attendeeDaily run

2Research the company, the people, the history

Company

NewsHiringFunding

Searched inside an absolute date window.

CRM history

Deal stageOwnerLast emails

Falls back to attendee email when no deal is linked.

Past calls

NotesOpen items

What they already said, so nobody asks twice.

3Around the call

The briefDay before

Who is coming, what changed, what is still open, a suggested agenda.

Write

Claude

Post

Slack

Save

HubSpotlink on the deal

Reminder to the attendeeDay of

A short note with the time and the link, sent to the number they gave when booking.

Text

WhatsAppTwiliobooked meetings only

The transcriptAfter

A webhook fires when processing ends. Poll until it has sentences.

Fetch

Fathom

The call

4One meeting, one record

Gate1

Same meeting id

A repeat webhook for one transcript is dropped.

× Repeat webhook

Gate2

Same client, title and date

Several recorders in one call make several transcripts with different ids.

× Duplicate recording

5Recap, route, follow up

Recap

Decisions and open questions, posted to the account channel.

Post

Slack

Action items

Each one goes to the person who committed to it, else the owner.

Extract

Claude

CRM and follow-up

Next step on the deal. The email is drafted, a human sends it.

Log

HubSpot

Draft

Gmail

Text

WhatsAppexisting chats only

Every call prepped the day before, followed up the same day

The stackGoogle CalendarExaHubSpotFathomClaudeSlackWhatsAppTwilioGmail

Oriel · GTM plays library

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The diagram as text

1. 1

   Pull tomorrow's meetings

   Booked meetings with an external attendee (daily run): Tool: Google Calendar.

2. 2

   Research the company, the people, the history

   Company: News, Hiring and Funding. Searched inside an absolute date window. Tool: Exa.

   CRM history: Deal stage, Owner and Last emails. Falls back to attendee email when no deal is linked. Tool: HubSpot.

   Past calls: Notes and Open items. What they already said, so nobody asks twice. Tool: Fathom.

3. 3

   Around the call

   The brief (day before): Who is coming, what changed, what is still open, a suggested agenda. Write: Claude. Post: Slack. Save: HubSpot and link on the deal. Tool: Claude.

   Reminder to the attendee (day of): A short note with the time and the link, sent to the number they gave when booking. Text: WhatsApp, Twilio and booked meetings only. Tool: WhatsApp.

   The transcript (after): A webhook fires when processing ends. Poll until it has sentences. Fetch: Fathom. Tool: Fathom.

   Labeled connection: The call.

4. 4

   One meeting, one record

   Gate 1: Same meeting id. A repeat webhook for one transcript is dropped. Rejected: Repeat webhook.

   Gate 2: Same client, title and date. Several recorders in one call make several transcripts with different ids. Rejected: Duplicate recording.

5. 5

   Recap, route, follow up

   Recap: Decisions and open questions, posted to the account channel. Post: Slack. Tool: Slack.

   Action items: Each one goes to the person who committed to it, else the owner. Extract: Claude. Tool: Claude.

   CRM and follow-up: Next step on the deal. The email is drafted, a human sends it. Log: HubSpot. Draft: Gmail. Text: WhatsApp and existing chats only. Tool: Gmail.

   Outcome: Every call prepped the day before, followed up the same day. Tools: Slack.

The stack: Google Calendar, Exa, HubSpot, Fathom, Claude, Slack, WhatsApp, Twilio and Gmail.

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The play in six steps

1. 01

   Step 1: Pull the next day's booked meetings

   A daily run reads the calendar, so every external meeting has a brief before anyone thinks to ask for one.

   • A scheduled job reads Google Calendar each morning for the next day's meetings.
   • Keep only the meeting types that matter, with at least one external attendee.
   • Find the matching company and deal in HubSpot. Deals are not always linked to a company, so fall back to attendee email, then contact, then deal, and say which in the brief.
   • Process one meeting at a time so one failure does not stop the rest.
2. 02

   Step 2: Research the company, the people and the history

   A brief is only useful if it carries what changed outside and what was already said inside.

   • Exa searches for company news inside an absolute date window, never a relative one.
   • For each attendee: current role, time in seat, recent posts. Confirm the title is still current before it goes in the brief.
   • From HubSpot: deal stage, owner, last emails, open tasks.
   • From Fathom: notes and action items from past calls, so nobody asks the same question twice.
3. 03

   Step 3: Write the brief and send the reminder

   One short brief lands where the person running the meeting already works, and one short reminder cuts no-shows.

   • Claude writes: who is coming, what changed, what they said last time, what is still open, and a suggested agenda.
   • Post it in Slack, tagging the meeting owner, and save the link on the HubSpot deal.
   • If research comes back thin, the brief says so instead of padding.
   • On the day, send the attendee a WhatsApp or SMS reminder through Twilio with the time and the link, only to the number they gave when booking. Stop on any reply asking you to.
4. 04

   Step 4: Collect one transcript per meeting

   After the call the transcript arrives by webhook, and the same meeting often arrives more than once.

   • A Fathom webhook fires when the transcript is ready.
   • Poll until the transcript actually has sentences. A call that just ended is often still processing.
   • De-duplicate twice: on the meeting id, and on client, title and date. Several teammates' recorders in one call create several transcripts, and the id check alone lets them all through.
   • Alert when a fetch fails, so a dead key does not drop calls silently for weeks.
5. 05

   Step 5: Recap, decisions and action items to the right owner

   The call turns into work assigned to the person who committed to it.

   • Claude extracts decisions, open questions and action items, each with the person who committed to it.
   • Route each action item to that person's task board, falling back to the account owner.
   • Post a short recap to the account's Slack channel.
   • Skip items owned by the other side unless they block your own next step.
6. 06

   Step 6: Update the CRM and draft the follow-up

   The record and the follow-up are ready before the rep has opened their inbox, and a human still decides what goes out.

   • Log the summary, decisions and next step on the HubSpot deal.
   • Draft the follow-up email in Gmail: recap, what was agreed, the next date.
   • Where the buyer already talks to you on WhatsApp, draft a three-line recap there too.
   • A human reads and sends both. Nothing reaches the prospect automatically.

Tools used

The nine tools this play names. Each links to the other plays that use it.

Google CalendarExaHubSpotFathomClaudeSlackWhatsAppTwilioGmail

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Play 18

WhatsApp Meeting Confirmation and No-Show Recovery

1A meeting gets booked

Meeting booked on your calendarPhone field optional

Gate1

They gave a mobile and opted in

The booking form asks for a number for reminders only.

× No opt-inemail reminders only

2Pick the channel they actually read

WhatsAppMost countries

An approved reminder template from the business number.

Send

WhatsAppTwilio

SMSUS and Canada

A plain text where WhatsApp is not the default app.

Send

Twilio

3Remind with something useful

ConfirmationAt booking

Time in their time zone, the link, and one line on what the call will cover.

Reminder1 hour before

One short message. A reply of 1 confirms, 2 asks to move it.

Day of

4Recover the no-show the same day

“Looks like today did not work. Want to grab one of these two times instead?”

Rebooked

New time goes straight onto the calendar and the CRM.

Book

Cal.com

Log

HubSpot

No reply in 48 hours

One email from the host, then the deal waits for a new signal.

Send

Gmail

Fewer empty calendar slots, more meetings held

The stackCal.comWhatsAppTwilioHubSpotGmail

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WhatsApp Meeting Confirmation and No-Show Recovery

4 steps · WhatsApp, SMS, Email, CRM

Play 20

Call-Transcript Signal Extraction

1Collect the transcripts

Recorded calls

DiscoveryDemoClient calls

Every call names people nobody ever follows up with. Any recorded call works.

From

Fathom

2Extract the people named

Third-party extraction

PersonCompanyTitleVerbatim quote

Finds everyone mentioned who is not on the call. Built from what was said, never from speaker labels, and tolerant of names the transcript mangled.

Read

Claude

3Deduplicate and merge

Mention foundWhat happens

Same name, same company→Exact match, merged

Misspelled name, same company→Fuzzy match, merged

Three mentions, three quotes→One record, every quote kept

Context quotes are merged, never dropped.

4Apply the resolvability gate

Gate1

Full name

First and last name both heard. A first name alone is held, not guessed.

× Held: first name only

Gate2

Named company

A real company is attached to the person.

× Held: no real company

Gate3

Inferable title

The role can be worked out from the call.

× Held: no title

5Resolve, enrich, check it is current

Match person to company

Only rows that passed the gate get here, so only they cost money.

Match

ClayApollo

Verified email, current role

People are often mentioned by an old title. Confirm the role before anyone writes.

Find

Findymail

Role

LinkedIn

Verify

BounceBan

6Push to Clay and tell the rep

Webhook into Clay

One call per resolvable lead, with the quote attached. Clay owns the sequence from here.

Push

Clay

Tell the rep

The rep who ran the call sees who came out of it.

Notify

Slack

Named leads, with the quote attached

The stackFathomClaudeClayApolloFindymailLinkedInBounceBanSlack

Oriel · GTM plays library

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Call-Transcript Signal Extraction

6 steps · Email, CRM

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Play 15

Meeting Form Orchestration

1Catch the request the second it is sent

Meeting form submitted on the website

Webhook into ClayPer submission

Full nameWork emailCompanyDomain

Four fields on the form, no more. Every extra field costs you submissions, and enrichment fills the rest.

2Fill the gaps, then check they are still true

Enrich what the form skipped

LinkedIn URLJob titleSeniorityFirmographics

With

ClayBetterContact

Freshness checkBefore any send

Confirm the title on LinkedIn matches the form and re-verify the email. A typo in the address is the most common silent failure.

Job

LinkedIn

Verify

ZeroBounce

3Ask HubSpot what it already knows

Company lookupBy domain

Is this account already in the CRM, and does it have an owner?

Contact lookupBy email

Is this person already a contact, or in an open deal?

Lookup resultPath

Company exists in HubSpot→Persona check

Company not found→ICP check, then create records

4Qualify each path its own way

Known accountPersona fit

TitleDepartmentSeniority

The account is already approved. The only question is whether this person is worth a meeting.

Check

Clay

New accountICP fit

IndustrySizeTech stackMarket

Unknown company. Claude scores the fit in Clay, then the company and contact are created.

Score

ClayClaude

Create

HubSpot

Not a fit: a polite reply with a useful resource, no rep time spent

Owner found or assigned, rep alerted in SlackWith context

5Follow up on more than one channel

EmailAuto

Confirms the request and offers times, written from the rep who owns the account.

Send

Smartlead

LinkedInAuto

A connection request from the same rep, so the name is familiar before the call.

Send

HeyReach

WhatsApp confirmationConsent

Only when the form had an opt-in box ticked. A short note with the booking link.

Send

WhatsApp

Every request routed to its owner

The stackTallyClayBetterContactLinkedInZeroBounceHubSpotClaudeSlackSmartleadHeyReachWhatsApp

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