Increase sales leads from support ticketsMulti-product solution
Tables, Zaps
Automatic call prep
Help customer-facing teams prep faster and smarter.
Click and drag to move around the canvas and pinch to zoom.
Overview
__Created by Katie Huson, Sr. Revenue Operations Specialist @ Zapier. __
Automate meeting preparation with AI-powered briefs delivered to Slack
Sales reps often scramble to gather info before important calls, wasting time and potentially missing key details. This manual prep process can be inconsistent and inefficient.
The Automatic call prep template solves this by automating your entire meeting preparation workflow. It pulls data from your scheduling tool, CRM, and enrichment service, then uses AI to create a comprehensive brief delivered to Slack the day before each meeting. Your sales team can focus on building relationships and closing deals instead of tedious research.
Why build an automated call preparation system?
- Save time by eliminating manual research across multiple platforms
- Ensure consistent, thorough preparation for every client interaction
- Empower your team to enter meetings confidently and well-informed
What key features come with the automatic call prep template?
- Multi-source data integration — Combine contact info, customer history, and enriched company data from your preferred tools into a single brief
- AI-powered brief generation — Automatically synthesize gathered information into a concise, structured meeting brief highlighting the most relevant details
- Timely Slack delivery — Receive the complete brief in Slack one day before scheduled meetings, eliminating context switching. Receive the complete brief in Slack one day before scheduled meetings, eliminating context switching
- Fully customizable — Easily swap calendar tool, CRM, enrichment tool, AI provider, and notification app.
Who should use this template
A call preparation system is perfect for:
- Sales managers → Boost team efficiency by ensuring consistent, thorough preparation for every client interaction
- Sales representatives → Save time on pre-call research while still entering every meeting fully prepared with relevant customer and company information
- Customer success teams → Prepare for check-ins with comprehensive context about account history, usage patterns, and potential expansion opportunities
- Account executives → Focus energy on high-value activities by automating the gathering of prospect information before important sales conversations
How does this template work?
This template builds you an automated meeting preparation system that delivers comprehensive client briefs directly to your sales team. Here's how:
- When a new meeting is scheduled in your calendar app (ChiliPiper by default), the automation is triggered.
- The template retrieves contact and company information from your CRM (HubSpot by default).
- Optionally, additional company data is gathered from your enrichment tool (Clearbit by default) to provide deeper insights.
- All gathered information is passed to an AI service (ChatGPT by default), which generates a concise, well-structured call preparation brief.
- The generated brief is saved as a note in your CRM, creating a record of the pre-meeting insights.
- The brief is also stored in a Zapier Table for easy reference.
- One day before the scheduled meeting, the complete brief is delivered to the sales representative via Slack.
- The resulting brief typically includes sections covering attendee information, company background, meeting context, and potential use cases or talking points. This structured format ensures consistent preparation across your sales team and helps representatives quickly absorb the most relevant information before their calls.
By automating this entire workflow, you eliminate the need for manual research across multiple platforms, reduce the risk of overlooking important details, and free up significant time that your sales team can redirect toward more valuable activities.
The template is highly customizable, allowing you to: • Replace any of the default applications with alternatives that better fit your existing tech stack • Adjust the timing of brief delivery based on your team's preparation preferences • Modify the AI prompt to generate briefs tailored to your specific sales methodology • Add additional data sources for even more comprehensive meeting preparation
This sales automation solution will help your team show up well-prepared without the usual preparation overhead. The consistent, thorough preparation leads to more productive conversations, stronger client relationships, and ultimately, improved sales outcomes.
You'll find setup instructions inside the template. Scroll down for a preview.
Frequently asked questions
Do I need technical skills to set up this template?
The template is designed to be user-friendly, so you don't need to have technical skills to use it. However, being familiar with Zapier can be helpful. We provide step-by-step guides and support to help you set it up and customize the workflow to fit your needs.
Is it possible to customize the template further to fit my specific needs?
Yes, you can easily modify or add steps to the Zap to accommodate your unique workflow requirements. The template provides a solid foundation, but can be customized further to fit your specific needs.
How does this template handle data privacy and security?
The template uses Zapier's secure infrastructure. But to be safe, we recommend you check that you're following best practices for data handling and complying with relevant regulations, like GDPR or CCPA.
