Claude now reads the full transcript of every call and writes the summary and action items from it, rather than using Plaud's summary. The full transcript goes in the note underneath, so the whole call is on the record in HubSpot. Tasks go to Cammi. The schedule is now Monday to Friday 7am to 9pm Eastern, and Saturday 7am to 2pm.
Tom's calendar will also be connected. Each recording is matched to the meeting at that time. If Tom organised it, Claude reads everything and finds the candidate from the invite's email address, so generic recording names no longer matter. If Tom was only invited, it isn't a customer or prospect call and is skipped. Tom doesn't need to accept invites; the event only has to be on his calendar.
We now build this with Claude instead of Make. Plaud doesn't pass the candidate's email or any calendar details, so the call has to be read to know whose it is, and Claude does that better than Make's AI steps. No Make scenario, no Make operations, and the rules live in one skill file we can change any time.
Both sit on the candidate's contact and their open deal. The note also goes on their broker's contact when the deal has a broker linked. Each carries the Plaud recording ID, so the same call is never posted twice.
Note
The call date, a summary and the action items (Tom's and the candidate's) written from the transcript, then the full transcript. A call over about an hour continues in a second note.
A task per next step Tom owns
Titled with the candidate's name, with the detail from the call Cammi needs to act. Due on the date agreed on the call, or two working days out.
An email if Claude can't match
Nothing goes into HubSpot. Monique gets the drafted note by email, replies with the candidate's email, and the next run posts it. Nothing is posted to a guessed record.
Claude checks Tom's Plaud every hour, 7am to 9pm Eastern Monday to Friday and 7am to 2pm on Saturday, and works through any new recordings. Weekend calls after 2pm Saturday are posted by Monday's 7am run. Plaud can't start Claude when a note is ready, so the schedule does.
- 1PLAUDList Tom's recordings from the last 3 days
Three days, so a missed run catches up by itself.
- 2HUBSPOTSkip anything already done
Searches HubSpot for each recording ID. Also skips recordings Plaud is still processing, and calls that aren't with a candidate.
Check Tom's calendar. Finds the meeting at the time of the recording. Tom organised it: read everything. Tom was only invited: skip it. No meeting: judge from the recording. - 3CLAUDEHUBSPOTFind the candidate's contact
By the email on the calendar invite first, then an email in the recording, then full name, then from the transcript for untitled or generic recordings.
Not exactly one match? An email to Monique with the drafted note. She replies with the candidate's email and the next run posts it. Nothing goes into HubSpot until then. - 4CLAUDEHUBSPOTFind their open deal
See the deal rules below.
- 5HUBSPOTPost the note, owner Tom
Summary and action items written from the transcript, with the full transcript underneath. Dated the time of the call, on the contact and deal. The call is also logged as a meeting, owner Tom.
- 6HUBSPOTOne task for Cammi per next step Tom owns
Action items are pulled straight from the transcript. The candidate's own next steps are dot points in the note, for reference only, never tasks.
- 7CLAUDECheck, then report to Monique
Reads every record back. At the last run of the day (9pm weekdays, 2pm Saturday) it catches anything missed and emails Monique a daily check: what was posted, what's waiting for her and what was skipped.
Their one open deal
Only deals where the contact is the candidate count (the deal name starts with their Last First). Broker and co-applicant links are ignored.
The brand on the call
Another Nine or Menchies, from the recording name or summary. If both are the same brand, the latest inquiry date on or before the call.
Contact only
The note and tasks go on the contact, and the report says so.
Decided
- Built as a Claude skill, not in Make
- No review step: notes, tasks and the heat index are created straight away
- Nothing made up: only what was said on the call or is on the record
- No duplicate tasks from the same call
- Call notes also go on the candidate's broker when the deal has one linked (Broker = Yes). Meetings Tom has with a broker alone get a note on the broker. No tasks or heat index for brokers
- Every candidate call gets a note, owner Tom, on the contact and open deal
- Tom's next steps become HubSpot tasks for Cammi. The candidate's next steps stay in the note as dot points, no tasks
- Unmatched calls go to Monique by email; she replies with who it was
- Runs on Alyssa's Claude while it's set up, then on Monique's Claude with her direct HubSpot integration
- Every call is also logged as a meeting in HubSpot, owner Tom, for meeting reports
- Every one of Tom's next steps goes to Cammi as a task
- Run failed emails go to Monique with Alyssa copied, until Monique removes her
- Runs every hour, 7am to 9pm Eastern Monday to Friday, and 7am to 2pm Saturday, with a daily check at the last run
- Summary and action items written from the full transcript, and the full transcript goes in the note
- Discovery Day Heat Index updated on the candidate's contact once a day (8pm Eastern weekdays, 2pm Saturday), only after their FDD Review meeting
- Tom's calendar connected: only meetings Tom organised are logged, matched by the invite's email. Tom sends the invite for almost every candidate call; a rare exception shows in the daily check and can be logged by hand
- Failures and the daily check go to Monique by email
- Tested on Tom's call with Cody Waring, 6 October: note and six tasks posted. That test used Plaud's own AI summary, not one written by Claude from the transcript
To confirm
- Tom's Google Calendar connected, with "Add invitations to my calendar" set to From everyone
Add it to Claude, or keep a copy
The full instructions Claude follows on every run, version of 13 October 2026. Download the zip and upload it in Claude under Settings, Capabilities, Skills. The zip includes the brand rule files (Another Nine, Menchie's) for the heat index. The Markdown file and PDF are the main skill file, for reading.