Agent setup guide
Meeting Prep Brief
When someone books on Calendly, DMs you a one-page brief from their booking answers and HubSpot record.
What it does
When someone books on Calendly, DMs you a one-page brief from their booking answers and HubSpot record.
- Starts within seconds of each new Calendly booking (Calendly webhook), with the person's name, email, meeting time and answers to your booking questions.
- Looks them up in HubSpot by email (lifecycle stage, lead status, last contact) and, when they're already a contact, lists their linked deals.
- AI writes a one-page brief from that data only: who they are, what they said, where they are in your pipeline, talking points, questions to ask and watch-outs.
- Sends the brief to you as a Slack direct message, with the meeting link.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Calendly on a Standard plan or higher (the instant booking trigger uses a Calendly webhook), HubSpot and Slack, connected in Settings → Integrations.
What it doesn't do
- It doesn't research people on the web or LinkedIn; the brief uses only the booking and your HubSpot data.
- It doesn't create or update HubSpot records or log the meeting.
- It sends the brief when the booking is made, not as a reminder right before the meeting, and it doesn't react to cancellations (see Cancellation Win-Back).
Availability and plans
Coming soon — waiting for Calendly approval
The agent is built, but Calendly is still waiting for the vendor's approval. It becomes available on its own once that app is live; until then it can't be bought or set up.
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: Calendly, HubSpot and Slack.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 12 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 Calendly
Connect the Calendly account people book with (Settings → Integrations → Calendly). The instant trigger needs a Standard plan or higher.
3. Connect HubSpot
Connect the HubSpot account your contacts and deals live in (Settings → Integrations → HubSpot).
4. Connect Slack
Connect your Slack workspace (Settings → Integrations → Slack).
5. Pick your Calendly account
Open the trigger and pick the Calendly account whose bookings start the agent.
| Setting | What to enter | In step |
|---|---|---|
| Calendly account | The Calendly account whose bookings start the agent (Standard plan or higher). Pick your connected Calendly account. | “New Calendly booking” |
6. Describe your meetings
Open “Write the meeting brief” and replace the placeholder with what you sell and what you want to know before a call.
| Setting | What to enter | In step |
|---|---|---|
| What you sell and what you want to know | Replace the placeholder in “Write the meeting brief” with what your company does, who these meetings are with and what you like to know before a call. It starts as “[DESCRIBE WHAT YOU SELL, WHO YOUR MEETINGS ARE WITH AND WHAT YOU WANT TO KNOW BEFORE A CALL HERE]” until you replace it. | “Write the meeting brief” |
7. Pick your HubSpot account
Open “Find them in HubSpot” and “Find their deals” and pick your HubSpot account in each.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account (contact lookup) | The HubSpot account the person is looked up in. Pick your connected HubSpot account. | “Find them in HubSpot” |
| HubSpot account (deals) | The same HubSpot account, for their deals. Pick your connected HubSpot account. | “Find their deals” |
8. Tell it where to send the brief
Open “Find you in Slack” and enter your Slack email address, then pick your Slack account there and in “DM you the brief”.
| Setting | What to enter | In step |
|---|---|---|
| Slack account (find you) | The Slack workspace you use. Pick your connected Slack account. | “Find you in Slack” |
| Your email in Slack | The email address of your Slack account; the brief is sent to you as a direct message. | “Find you in Slack” |
| Slack account (send the brief) | The same Slack workspace, to send the direct message. Pick your connected Slack account. | “DM you the brief” |
9. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
10. Switch the trigger on
Open the trigger and click “Activate app trigger”: Calendly then sends every new booking to the agent.
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.
- New Calendly booking — Starts on “New booking (instant)” in Calendly (an app event). Starts within seconds of someone booking one of your Calendly events, with their name, email, the meeting time and their answers to your booking questions (Calendly webhook; needs a paid Calendly plan).
- Find them in HubSpot — HubSpot: Find records. Looks up the person who booked in HubSpot by their email address: name, company, job title, lifecycle stage, lead status and when they were last contacted.
- In your CRM? — Decision: picks the branch to follow. When the person is already a HubSpot contact, their deals are looked up too; a first-time contact goes straight to the brief.
- Find their deals — HubSpot: Find records. Branch: Known contact. Lists the HubSpot deals linked to that contact: name, amount, stage, close date and last update.
- Write the meeting brief — AI step (runs on your AI provider key). Branch: New to the CRM. AI combines the booking (time, answers to your booking questions) with the HubSpot contact and deals into a one-page brief: who they are, what they asked for, where they are in your pipeline, what to cover and what to find out.
- Find you in Slack — Slack: Find user by email. Looks up your Slack member account from your email address, so the brief arrives as a direct message from the Fluxo Flow app.
- DM you the brief — Slack: Post a message. Sends the brief to you as a Slack direct message from the Fluxo Flow app.
- Done — Kept in the run history. The run history keeps the booking, the CRM lookup and the brief.
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
event_uri, name, status, start_time, end_time, event_type, location, join_url, invitee_uri, invitee_name, invitee_email, timezone, questions_and_answers (a list), canceled_by, cancel_reason, rescheduled, created_at, invitee.
- 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”: Calendly then sends every new booking to the agent.
- 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
Does it research the person on the web or LinkedIn?
No. The brief uses only the booking (including answers to your Calendly booking questions) and what's in your HubSpot. Add good booking questions to get better briefs.
Why does it need a paid Calendly plan?
The instant “New booking” trigger uses a Calendly webhook, which Calendly offers on Standard plans and above.
Who gets the brief?
The Slack member whose email you enter in “Find you in Slack”. For a team, set up one copy per host, each with its own Calendly account.
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 .