Agent setup guide
Closed-Won Handoff
When a HubSpot deal is won, writes the kickoff brief in Notion and alerts the delivery team.
What it does
When a HubSpot deal is won, writes the kickoff brief in Notion and alerts the delivery team.
- Starts when a HubSpot deal enters the stage you pick (your Closed won stage), checked on your plan's schedule interval.
- Reads the deal (description, next step, amount, dates, type), its associated contacts and its company from HubSpot.
- AI writes the kickoff brief: what was sold, stakeholders, commitments recorded in the sale (quoted), gaps to confirm and first steps.
- Creates the brief as a page in your Notion onboarding database.
- Alerts your delivery team in Slack with a short summary and the link to the page.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- HubSpot, Notion (with an onboarding database shared with Fluxo Flow) and Slack, connected in Settings → Integrations.
- Deals with a filled-in description and next step: the brief is only as good as the deal record.
What it doesn't do
- It doesn't read HubSpot notes, emails or call recordings, only deal, contact and company properties.
- It doesn't create projects, tasks or invoices, or contact the customer.
- It doesn't change the deal in HubSpot.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: HubSpot, Notion and Slack.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 20 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect HubSpot
Connect your HubSpot account (Settings → Integrations → HubSpot).
3. Connect Notion
Connect Notion and share your onboarding database with Fluxo Flow (Settings → Integrations → Notion).
4. Connect Slack
Connect the Slack workspace your delivery team uses (Settings → Integrations → Slack).
5. Pick the pipeline and Closed won stage
Open the trigger, pick your HubSpot account, the deal pipeline and the stage that means won.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account (deals) | The HubSpot account whose won deals are handed off. Pick your connected HubSpot account. | “Deal reaches Closed won” |
| Deal pipeline | The pipeline your deals are in (pick it on the trigger). | “Deal reaches Closed won” |
| Closed won stage | The stage that means the deal is won (usually “Closed won”). | “Deal reaches Closed won” |
6. Pick your HubSpot account in each step
Open “Read the deal”, “Read the deal's contacts” and “Read the customer's company” and pick your account.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account (deal) | The same HubSpot account. Pick your connected HubSpot account. | “Read the deal” |
| HubSpot account (contacts) | The same HubSpot account. Pick your connected HubSpot account. | “Read the deal's contacts” |
| HubSpot account (company) | The same HubSpot account. Pick your connected HubSpot account. | “Read the customer's company” |
7. Describe your services
Open “Write the kickoff brief” and replace the placeholder with your services and kickoff needs.
| Setting | What to enter | In step |
|---|---|---|
| Your services and kickoff needs | Replace the placeholder with what you sell, who delivers it and what a good kickoff needs (start date, access, success criteria, billing contact…). It starts as “[DESCRIBE WHAT YOU SELL, YOUR DELIVERY TEAM AND WHAT A GOOD KICKOFF NEEDS HERE]” until you replace it. | “Write the kickoff brief” |
8. Pick the Notion onboarding database
Open “Create the onboarding page in Notion” and pick your account and database.
| Setting | What to enter | In step |
|---|---|---|
| Notion account | The Notion workspace with your onboarding database. Pick your connected Notion account. | “Create the onboarding page in Notion” |
| Onboarding database | The database each kickoff brief becomes a page in (title property “Name”). Share it with Fluxo Flow first: ••• → Connections. | “Create the onboarding page in Notion” |
9. Pick the Slack account and channel
Open “Alert the delivery team” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace the delivery team uses. Pick your connected Slack account. | “Alert the delivery team” |
| Delivery team channel | The channel your delivery or onboarding team watches, e.g. #onboarding. | “Alert the delivery team” |
10. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
11. Switch the trigger on
Open the trigger and click “Activate app trigger”: deals entering the stage are picked up on your plan's schedule interval.
How it works
The agent is a normal workflow with 8 steps (1 AI step). You can open, edit and monitor it like any other workflow.
- Deal reaches Closed won — Starts on “Deal entered a stage” in HubSpot (an app event). Starts a run when a HubSpot deal enters the stage you pick (your Closed won stage). Checked on your plan's schedule interval.
- Read the deal — HubSpot: Find records. Reads the deal's description, next step, amount, dates and type from HubSpot.
- Read the deal's contacts — HubSpot: Find records. Finds the contacts associated with the deal (names, roles, emails, phones).
- Read the customer's company — HubSpot: Find records. Finds the company associated with the deal (name, domain, industry, size, location).
- Write the kickoff brief — AI step (runs on your AI provider key). AI turns the deal, contacts and company into a kickoff brief: scope, stakeholders, commitments made, gaps to confirm and first steps.
- Create the onboarding page in Notion — Notion: Create a page in a database. Creates a page in your onboarding database with the full kickoff brief.
- Alert the delivery team — Slack: Post a message. Posts the win, the short summary and the link to the kickoff page to your delivery channel.
- Handed off — Kept in the run history. The run history keeps the brief and the Notion page link.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. The sample has the same shape as a real event from the app.
Sample data fields
dealname, id, amount, pipeline, dealstage, closedate, owner_id, createdate, properties.dealname, properties.amount, properties.dealstage.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
Go live
- Open the trigger and click “Activate app trigger”: deals entering the stage are picked up on your plan's schedule interval.
- Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Where does the brief's content come from?
Only from HubSpot: the deal's fields (including its description and next step), its associated contacts and company. The fuller the deal record, the better the brief.
Does it read HubSpot notes or emails?
No. It reads deal, contact and company properties; anything only written in notes or emails won't be in the brief.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .