Route every meeting transcript to the right Bot with a webho

How this helps you

Every call's follow-up reaches the right Bot without you forwarding notes.

✦ Try it

When this webhook fires, read the meeting transcript in the request. Decide which Bot owns it: [routing rules]. Send it to that Bot with a 3 line summary and any action items, and file the transcript in [folder]. If it fits none of them, send it to me. Downstream Bots may draft but never send.

Fill in: [routing rules] is a list like 'deals and offers to TC Desk, marketing to Social, everything else to me'. [folder] is where transcripts are filed.

What they did

Mike Weisman runs a real estate team with a set of single-job Bots: Inbox, TC Desk (transaction coordination for 30 to 50 live deals), a social media manager, a Facebook ads manager, a YouTube Bot and others, all reporting through a Chief of Staff Bot he talks to all day. When a call, walkthrough or training recorded by Granola ends, Granola fires a webhook and his Chief of Staff catches it, reads the transcript, files it and sends it to the right Bot. A conversation about a potential offer goes to TC Desk, which knows the transaction and may draft an email or prepare a form such as an addendum when he asks.

Who it's for: Teams with many calls a day whose follow-up work is spread across several Bots.

Before you start

A note taker that can send a webhook when a recording finishes (Mike uses Granola).
A Chief of Staff or main Bot, plus the Bots that own each kind of work.
Each Bot's job written in its description, so routing has clear targets.

How to try it

Ask your Chief of Staff Bot to create a routine that starts from a webhook. Copy its webhook URL and key from the routine's details.
In your note taker, set up a webhook to that URL when a recording finishes (we haven't verified this step for Granola).
Paste the routing rules below into the routine.
Record a short test call and check where the transcript landed.
Review the routing log for a week before letting downstream Bots draft anything.

What to expect

A note in the Chief of Staff chat: 'Call with co-broker about 12 Main St sent to TC Desk with 2 action items. Transcript filed.'

Common mistakes

Routing to Bots without clear jobs. If two Bots could own it, it lands in the wrong place.
Letting downstream Bots send straight away. Keep drafts until you trust the routing.
Treating the webhook URL and key as public. Anyone with them can trigger the routine.

Related tips

Route Bird customer messages to a webhook routine: Bird's official plugin plus a Grok Bot webhook routine lets incoming Apple Messages or emails wake a Bot that drafts the reply for you to check.
Start with a chief of staff Bot: Talk to one coordinator Bot and let it hand work to your specialist Bots.
Have a Bot update your CRM after every call: Your Bot reads call notes, email and Slack for an account and proposes the CRM updates; you approve them instead of typing them.