Notifications
Meeting Assistant posts to two channels depending on who attended. Meetings the principal joined post to the principal's meeting channel. Meetings the principal did not join post to the team channel. Both channels receive the same card formats.
Pre-Meeting Brief
When: Automatically ahead of each calendar event, at configured lead times (typically the evening before the next day's meetings, and again about two hours before each meeting starts), or immediately when you request one.
What it contains:
- Meeting title, time, and attendee count
- A one-line read on purpose and the outcome to drive toward
- Objectives for your side
- Open questions to put to the other participants
- Talking points to land
- Items to confirm during the call
- HubSpot context for each external attendee, where available (firm, role, deal stage, prior meeting history)
Action required: None. Review before the meeting starts.
Post-Meeting Report
When: After the meeting ends, once Fireflies has delivered a transcript.
What it contains:
- Meeting title, date, duration, and attendee list
- A one-line summary
- Narrative of what was discussed, in order
- Key decisions made during the meeting
- Action items as interactive checkboxes, each with an owner and a coarse timing hint
- Items still to confirm
- Next steps before the next interaction
Action required: Review the action item checkboxes. Tick any you want created as tasks in your project tool. Leave the rest unticked.
Follow-Up Draft Approval Card
When: After the post-meeting report is posted and follow-up drafts have been written. Each draft passes through Brand Guard before the card surfaces.
What it contains:
- The number of drafts ready and the recipients
- A preview of each draft (subject and opening lines)
- Approve, Redraft, and Skip buttons
Action required: Review each draft. Click Approve when you are ready to send from Gmail. Click Redraft with a short note if a draft needs changes. Click Skip to leave the draft in Gmail Drafts without further action.
Ambiguous Attendee or Missing Transcript Notice
When: When an external attendee cannot be matched to a HubSpot record (or has multiple partial matches), or when a transcript has not arrived within four hours of the meeting's end.
What it contains:
- For an unmatched attendee: the email or name that could not be resolved, and any candidate HubSpot matches the agent found
- For a missing transcript: the meeting title and time, and a note that the recording may not have been captured
Action required: For an unresolved attendee, reply in thread with the correct HubSpot contact. For a missing transcript, confirm that Fireflies was on the call. The agent does not retry past 24 hours.
Brand Guard Rejection Notice
When: Brand Guard reviews a follow-up draft and finds an issue: voice, compliance, off-tone phrasing.
What it contains:
- Which draft was flagged and the reason
- A Redraft button
Action required: Click Redraft to produce a revised version. If you think the review was off, contact support@alpheous.com.