Pipeline Gap Check

Step 2: Scan Gmail for deal signals (last 48 hours)

Call gmail_search_messages with query is:inbox newer_than:2d (optionally filtering out obvious noise like -category:promotions). Scan for:

• Prospects asking to reschedule — these need a same-day reply
• Meeting recaps (Fireflies, Granola, WingRep, Fathom) — a recap means a call happened; check if the deal exists and has a logged next step
• Calendly booking notifications — a new discovery call that likely has no CRM record yet
• Replies from known deal contacts — any domain matching a deal name in your CRM is a signal

Step 3: Check upcoming calendar for prospect meetings (next 7 days)

Call gcal_list_events with timeMin = today 00:00 and timeMax = 7 days out. Look for meetings whose titles or attendees match a deal name or company in the CRM. Cross-reference: if there's a meeting with a prospect but no next step logged on that deal, flag it — there's a clear next step waiting to be written down.

Step 4: Cross-reference and identify gaps

Combine the three signals into a unified gap list. Flag a deal as needing attention if any of these are true:

• hs_next_step is empty or missing
• notes_last_updated is more than 5 days ago
• A contact from that deal emailed in the last 48 hours
• A meeting with that prospect is on the calendar but no next step is logged
• A meeting recap arrived but no deal record exists (new opportunity)

Step 5: Produce the prioritized action list

Structure the output in this exact order — the rep should be able to read top-to-bottom and take action without re-sorting:

🔴 Urgent — Act Today Contacts who emailed asking to reschedule or follow up, and new Calendly bookings not yet in CRM. These cost the rep nothing to handle and lose deals if ignored.

🟠 High Priority — No Next Step, Stale Notes (>5 days) List each deal with: name, stage, days since last note, and a one-line recommended action. Leads with the most advanced deal stage (highest probability).

🟡 Moderate — Recent Activity, Next Step Not Logged Recent meetings or notes exist, but no formal next step. One-line recommendation per deal.

📥 New Opportunities — Create CRM Records Meeting recaps or Calendly bookings with no matching deal. List prospect name, signal source (e.g., "Fireflies recap"), and the meeting date.

Formatting guidance

• Include a direct HubSpot link for every deal: https://app.hubspot.com/contacts/{accountId}/record/0-3/{dealId} (get accountId from get_user_details)
• Keep each deal to 2–3 lines max — this is a morning action list, not a report
• If a deal has an upcoming calendar meeting, mention it inline (e.g., "GraphIQ Sync on Monday 9:30 AM — log this as the next step now")
• End with a one-line summary: total open deals, how many are missing next steps, and how many new opportunities were found
• Don't mention closed deals, internal meetings, newsletters, or event registrations