CRM
Voice note that routes follow-up tasks to the right tool
Transcribes a dictated note, classifies whether it is a CRM update, a task, or a meeting to book, then routes each item to HubSpot, Asana, or Google Calendar accordingly.
How it runs
The automated pipeline, trigger to output.
- TriggerVoice memo emailed to dedicated addressGmail
- ActionTranscribe attachment with ElevenLabsElevenLabs
- ActionSegment transcript into typed intentsOpenAI
- LogicRoute each item by type (CRM / task / meeting)
- ActionAppend note to HubSpot contact + create Asana taskHubSpot
- OutputCreate Google Calendar event for meetingsGoogle Calendar
What it does
Reps dictate a single mixed note like "log that call, remind me to send the deck Tuesday, and book a demo next week." The workflow transcribes it, splits it into discrete intents, and sends each one where it belongs: the CRM update to HubSpot, the reminder to Asana, and the meeting to Google Calendar. One voice note, three systems updated.
When to use it
Use it when reps think in run-on sentences and you don't want to force them into separate apps. Best for busy AEs who juggle CRM notes, personal tasks, and scheduling at once.
How it works
- 1The rep emails a voice memo to a dedicated address, triggering the run via Gmail.
- 2ElevenLabs transcribes the attached audio.
- 3OpenAI segments the transcript into typed items: CRM note, task, or meeting.
- 4A logic step routes each item by type.
- 5CRM notes are appended to the matching HubSpot contact, tasks are created in Asana with due dates, and meetings are added as Google Calendar events with invitees.
Set it up
What you configure once, before turning it on.
- 1Connect GmailRead, draft, send, label.
- 2Connect ElevenLabsText-to-speech, voice cloning.
- 3Connect OpenAIModels, embeddings, files.
- 4Connect HubSpotCRM, deals, marketing, support.
- 5Connect AsanaTasks, projects, milestones — everywhere.
- 6Connect Google CalendarEvents, attendees, availability.
- 7Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 8Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 9Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
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