Meeting prep brief
By Toolspoke
Each weekday morning, drafts one email briefing you on today's external meetings from HubSpot and your past email threads.
Needs a Toolspoke account. You choose which project it installs into.
- Google Calendar + HubSpot + Gmail
- Required integrations
- Runs on a schedule
- Weekdays at 7am by default
- Save it
- What its last step does
- Some actions can delete
- 4 of 33 actions in its tools
On this page
The short version
- What it is
- A ready-made Toolspoke agent that writes you a brief on today's external meetings before the day starts.
- What it reads
- Today's calendar events, the guests' HubSpot contact, company, deals and notes, and your last email threads with them.
- What it writes
- One Gmail draft a day, addressed only to you. It is never sent.
- How often
- Weekdays at 7am once you switch it on. With no external meetings it saves nothing.
- What it never does
- Send an email, change a calendar event or edit a HubSpot record.
- What you need
- A Toolspoke account, a Google account with Calendar and Gmail, and HubSpot.
What Meeting prep brief does
Meeting prep brief is an AI agent that reads your calendar each weekday morning and writes one brief on today's meetings with people outside your company, saved as a Gmail draft to you.
Before a customer call you want three things: who is coming, where the deal stands and what you last said to them. They live in three places, and on a full day there is no time to open all three between calls.
So most calls start cold, and the promise you made in an email two weeks ago gets remembered halfway through the call, or not at all.
Meeting prep brief does the lookup for you at 7am. It keeps the meetings with external guests, finds each guest and their company in HubSpot, reads the open deal and the latest notes, and reads your last email threads with them. Then it writes one brief, in time order, and saves it as a draft in your Gmail.
In practice, each weekday morning you get:
- One brief covering every external meeting today, in time order
- Who is coming, their company and the open deal with its stage
- The last note and the last email, with anything you still owe
- A draft only you can see, which you read and delete
How it works
Meeting prep brief works in four steps each weekday morning: it reads today's calendar, looks each guest up in HubSpot, reads your last emails with them and saves one draft. All of it comes from the agent's written instructions, which you can read and edit after you install it.
Step 1: Read today's calendar
It keeps meetings with at least one guest outside your company.
Step 2: Look up each guest
It finds the contact, the company, open deals and the latest notes.
Step 3: Read the last emails
It reads your two most recent threads with each guest from the last 90 days.
Step 4: Save one draft
It writes the brief and saves it as a draft addressed to you.
It skips internal meetings
You give it your company's email domains at install. A meeting where every guest is on those domains is left out, as are declined events, all-day events and events with no guests.
It reads the CRM, not just the calendar
For each guest it calls search_contacts by email and search_companies by domain, then search_deals for the company's open deals and list_notes for the latest three notes. Anything it cannot find is marked "not in HubSpot".
It looks for what you owe
It reads your last two threads with each guest with list_threads and get_thread, and pulls out what was last asked or promised. That is often the line that matters most on the call.
It saves a draft, never a sent email
The brief is saved with create_draft, addressed only to you. It never goes to a guest. The limits are under what it will never do.
What a morning brief looks like
A brief from Meeting prep brief is one Gmail draft, one section per external meeting, in time order. What matters most for each call comes first.
Draft: Meeting brief for Tuesday, 24 October: 2 external meetings
Two external meetings today. Three internal events left out.
10:00 Renewal call, Keystone Print
- Dana Whitfield, Head of Operations. Contact owner: you.
- Open deal Keystone renewal 2027, 18,000, stage Contract sent, closes 31 October.
- Last email 6 days ago: you promised a quote for the extra seats. Not yet sent.
- Suggested: bring the seat quote, and confirm who signs.
13:30 Demo, Northwind Labs
- Owen Pryce, CTO, and Lena Ford, not in HubSpot.
- Open deal Northwind pilot, 6,500, stage Demo booked.
- Last note: asked about SSO and data residency.
- Suggested: show SSO setup first.
- Something owed
A meeting where the last email shows a promise not yet kept or a question not yet answered. These are the ones to prepare for.
- Context
Who is coming, the open deal and the latest note, so the call does not start cold.
- Left out
Internal events, declined events and all-day events, counted at the top so you know nothing was missed.
Why it sometimes saves nothing
If there are no meetings with external guests today, Meeting prep brief saves no draft. An empty brief in your drafts every quiet day is clutter.
A partial run is different. If HubSpot or Gmail cannot be read, it writes the brief from what it has and says at the top which source was missing.
Who uses Meeting prep brief
Meeting prep brief suits anyone with customer or prospect meetings who keeps the account history in HubSpot and Gmail. The examples use made-up names.
An account manager with back-to-back renewals
Grace Mwangi has six renewal calls on a Tuesday. The brief reminds her which customer is still waiting for a quote.
A founder doing sales
Tom Hale sells alongside building the product. The brief tells him where each deal stands without opening HubSpot.
A sales engineer joining demos
Ines Duarte joins calls she did not book. The last note tells her what the prospect asked about.
A consultant with new clients
Marcus Webb meets people not yet in his CRM. The brief says so, so he knows to ask the basics.
What Meeting prep brief connects to
Meeting prep brief connects to three tools: it reads Google Calendar and HubSpot, and reads and drafts in Gmail. You connect each one yourself, and Toolspoke stores the connection encrypted, so the agent never sees the credential.
Google Calendar
RequiredRead calendars, check availability, and create, update, or cancel events.
Authentication: OAuth 2.0
HubSpot
RequiredSearch and update contacts, companies, deals, and notes in the CRM.
Authentication: Private app access token
Gmail
RequiredRead mail, search threads, apply labels, draft, send, and delete.
Authentication: OAuth 2.0
| Tool | What Meeting prep brief does | What it cannot do |
|---|---|---|
| Google Calendar | Reads today's events with list_events. | Nothing is locked by the connector here: it can create, update, delete and invite to events. This agent's instructions forbid all of them. |
| HubSpot | Reads contacts, companies, deals and notes (search_contacts, search_companies, search_deals, list_notes). | Delete a record: the connector has no delete action. It can create and update contacts and deals and log notes, which this agent is told not to do. |
| Gmail | Reads threads with list_threads and get_thread, and saves one draft with create_draft. | Delete mail permanently: the connector has no delete action. It can send, label and trash mail, and Meeting prep brief's instructions forbid all three. |
The Gmail connection Toolspoke asks for can send mail. Meeting prep brief is told never to: it saves a draft to you and stops. That is an instruction, not a lock. Gmail's send_message is classed as destructive and create_draft as a write, so allowing this agent writes but not destructive actions, or switching send_message off, makes sending impossible. The access control guide explains how.
In Calendar and HubSpot the agent only needs reads. Switch every write and destructive action off for this agent if you want that enforced.
What Meeting prep brief will never do
Meeting prep brief is told never to send an email, never to change a calendar event and never to change a HubSpot record. It reads, writes one draft to you, and stops.
- Send an email.
- Address the draft to a guest, copy anyone, or attach it to a guest's thread.
- Create, change, accept or decline a calendar event, or invite anyone to one.
- Create or change a HubSpot contact, company or deal, or log a note.
- Label, archive or trash mail.
Why it only drafts
A brief holds deal amounts and notes your team wrote about a customer. Sent to the wrong address, it cannot be taken back. A draft addressed to you sits in your Drafts folder until you open it.
Why it does not touch the calendar or CRM
Your calendar and your CRM are records other people rely on. The agent reads them to brief you, and any change is yours to make.
Why you may still want a lock
Every limit here is an instruction. If you want the connection itself to stop sending, allow Gmail writes but not destructive actions for this agent, so create_draft works and send_message does not.
If something goes wrong
If the calendar cannot be read, stop: there is nothing to brief. If HubSpot or Gmail cannot be read, write the brief from what you have and say at the top which source was missing. If a guest has no record anywhere, list their name and address and say so.
These are written into Meeting prep brief's instructions. They guide the agent, but they are not a permission. What it is allowed to touch is set by the access you grant.
Meeting prep brief reads and writes you a draft. What you say to a customer, and when, stays with you.
When Meeting prep brief runs
Meeting prep brief runs on weekdays at 7am, but only after you switch its schedule on. It arrives switched off, so nothing runs and nothing is charged until you decide.
- Each run reads today's calendar, midnight to midnight in your time zone.
- When there are no external meetings, it saves nothing.
- Meetings added after 7am are not in that day's brief.
- If a source cannot be read, the brief says which one.
Each run uses model credit from your workspace balance, so it makes five runs a week. The Calendar, HubSpot and Gmail calls themselves are free.
Your copy is an ordinary agent in your project. You can pause its schedule there, run it once on demand, change the time and edit its instructions. The agent's page lists recent runs and their cost.
How to set up Meeting prep brief
To get a brief each morning, add Meeting prep brief to a Toolspoke project, connect Google Calendar, HubSpot and Gmail, give it your company's domains and switch on the schedule. Nothing runs until the last step.
Step 1: Create a Toolspoke account or sign in
Choose Use this agent. If you are new, you will be asked to sign up first, and you come straight back to this agent afterwards.
Step 2: Add it to a project
Pick the project it should live in. You get your own editable copy, and you can see the three tools it brings before anything connects.
Step 3: Connect Google Calendar and Gmail
Choose Sign in with Google for each and pick the same account. Google's screen lists everything the connection could do. The limits above explain what the agent is told to stay within, and how to enforce it.
Step 4: Connect HubSpot
Approve the Toolspoke app in HubSpot for the portal that holds your customers.
Step 5: Give it your domains
Name your calendar, your email address and your company's email domains, so colleagues are not treated as guests.
Step 6: Switch on the schedule
The schedule arrives switched off. Run it once on a day with an external meeting, read the draft, then switch it on.
Make Meeting prep brief fit your day
Meeting prep brief's instructions are plain English and you can edit them after you install it. Installing copies the agent, so your edits stay with your copy. Open the agent in Toolspoke and tell the builder what to change, and it rewrites the instructions.
Paste any sentence below into the builder chat, or say the same thing in your own words.
Read email threads from the last 180 days, not 90.
Only include meetings where the guest's company has an open deal in HubSpot.
Name the HubSpot deal owner beside each deal.
Keep each meeting to four lines at most.
Run on weekdays at 6pm and brief tomorrow's meetings.
This changes when the agent wakes up as well as what it reads, so the builder edits both its schedule and its instructions.
None of these edits needs more access or touches the Never rules. They change what Meeting prep brief is told, not what the connections allow.
How it compares to other options
Meeting prep brief beats the alternatives when you want one brief across calendar, CRM and email before the day starts, and loses to them when you want context the moment a meeting opens.
| Compared on | Meeting prep brief | HubSpot's meeting reminders | A Zapier or Make workflow | Looking it up yourself |
|---|---|---|---|---|
| One brief for the whole day | Yes | One per meeting | If you build it | No |
| Reads your last emails | Yes, from Gmail | If logged in HubSpot | If you build it | Yes |
| Spots what you still owe | Yes | No | No | If you remember |
| Leaves out internal meetings | Yes, by domain | Yes | If you build it | Yes |
| Can email a customer | Told not to, drafts to you | No | Depends on the steps | Up to you |
| Arrives before the day starts | Yes, 7am | Before each meeting | Depends on the trigger | No |
| Setup effort | Connect three accounts | A few settings | Build and test each step | Every meeting |
HubSpot's own meeting reminders are the better choice when every email is already logged in HubSpot and you want a nudge just before each call.
A Zapier or Make workflow is better when the brief has to land somewhere other than Gmail, or pull from tools this agent does not connect to.
Frequently asked questions
Can Meeting prep brief send an email?
The Gmail connection can, and the agent is told never to: it saves one draft addressed to you. That is an instruction, not a lock. To enforce it, allow Gmail writes but not destructive actions for this agent, or switch send_message off (how access works).
Who is the draft addressed to?
Only you, the calendar's owner. It is never addressed to a guest, copied to anyone or attached to a guest's thread.
Does it change my calendar or HubSpot?
No. It is told never to create, change or delete an event, or change a contact, company or deal. Both connections could, so switch their writes off if you want that enforced.
How does it know who is external?
You give it your company's email domains at install. A guest on any other domain is external.
What if a guest is not in HubSpot?
The brief lists their name and address and says "not in HubSpot", so you know to ask the basics.
Does it work with a shared calendar?
Yes, if your Google account can read it. Name the calendar at install.
Is Meeting prep brief free?
It has no price of its own, and every Toolspoke plan includes agents. Tool calls cost nothing, but each run draws on your usage balance. Pricing has the details.
Walk into every call prepared
Connect Google Calendar, HubSpot and Gmail, name your domains and switch on the schedule. Your first brief is in your drafts at 7am on the next weekday.