pipeline-gap-check - SKILL.md Agent Skill

name: pipeline-gap-check description: > Scans HubSpot CRM deals, Gmail inbox, and Google Calendar to surface open deals that are missing next steps and flags urgent follow-ups the rep needs to take action on. Use this skill whenever the user asks to check their pipeline, scan their deals, find missing next steps, or get a daily/morning pipeline briefing. Trigger phrases include: "check my pipeline", "what deals need attention", "scan my CRM", "pipeline gap check", "which deals don't have next steps", "what am I missing in my deals", "morning pipeline check", "what should I follow up on today", or any request that combines CRM + inbox scanning to prioritize sales actions. Also trigger proactively when the user asks what they should work on today from a sales perspective.

Pipeline Gap Check

Your job is to scan the user's HubSpot CRM, Gmail inbox, and Google Calendar, then deliver a concise, prioritized action list that surfaces deals with no next steps and flags anything that needs immediate attention.

Why this matters

Deals die not from bad pitches but from dropped follow-ups. Your job here isn't just to list deals — it's to cross-reference the CRM with what's actually happening in email and calendar, so the rep walks away knowing exactly what to do next and in what order.

Step 1: Identify the user and pull their open deals

Call get_user_details on HubSpot to get the user's userId (which is their hubspot_owner_id).

Then call search_crm_objects on objectType deals with:

Filter: hubspot_owner_id = {userId} AND pipeline = default
Exclude: dealstage = closedwon and dealstage = closedlost
Properties to request: dealname, dealstage, closedate, amount, hs_next_step, notes_last_updated, hs_lastmodifieddate, hs_deal_stage_probability
Sort by hs_deal_stage_probability descending so the most advanced deals come first

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