HubSpot

Introduction

The HubSpot integration connects your customer relationship management (CRM) system directly to AskElephant. This means your sales, success, and service teams can access, create, and update customer information without leaving AskElephant, all within your conversations and automated workflows.

Think of it as giving AskElephant direct access to your customer database. Your team stays in one place, information flows automatically, and nothing falls through the cracks.

Key Terms

CRM (Customer Relationship Management): A system that stores all your customer information: contacts, companies, deals, and communication history. HubSpot is a popular CRM platform.

Integration: A connection between two software tools that allows them to share information and work together.

Workflow: An automated sequence of actions triggered by a specific event (like when a new deal is created).

OAuth: A secure way for AskElephant to access your HubSpot account without storing your password.

HubSpot Agent: An AI assistant within AskElephant that understands natural language requests and performs actions in your HubSpot account.

Getting Connected: The Basics

Connecting HubSpot to AskElephant takes just a few minutes. It requires the workspace Owner role in AskElephant, plus basic permissions in your HubSpot account. Managers and Users can't open Workspace Settings, so they can't connect, reconnect, or disconnect HubSpot. See Roles & Permissions.

To connect:

1. Go to Workspace Settings → Integrations

2. Find HubSpot in the integrations list

3. Click Connect

4. You'll be taken to HubSpot's login page

5. Log in and approve the requested permissions

6. You're automatically redirected back to AskElephant. You're connected.

Now you can toggle the HubSpot Agent in any chat to automatically add CRM data and create HubSpot centric workflows!

What AskElephant Can and Cannot Do

AskElephant can:

• View all contacts, companies, and deals you have access to

• Create new records (contacts, companies, deals, notes, tasks)

• Update existing records

• Link records together (like connecting a contact to a company)

• Add notes and activity logs

AskElephant cannot:

• Delete records (this is intentional, a safety feature)

• Change your HubSpot account settings or user permissions

How to Use It: Real-World Examples

Example 1: After a Sales Meeting

You've just wrapped up a meeting with a prospect. Instead of manually logging everything into HubSpot later, you can ask AskElephant to:

• Create a new deal based on what you discussed

• Add all meeting attendees as contacts

• Associate everyone with the prospect's company

• Log detailed meeting notes automatically

You simply type: "Create a deal for Acme Corp based on this meeting and add all attendees as contacts."

AskElephant handles the rest.

Example 2: Automating Follow-ups

Set up a workflow so that whenever a deal moves to a specific stage (like "Proposal Sent"), AskElephant automatically:

• Creates a task for your team to follow up

• Sends a notification to Slack

• Adds a note to the deal in HubSpot

No manual work required.

Example 3: Finding Information Quickly

Instead of jumping between tabs, ask AskElephant directly in a conversation:

• "Show me all deals over $50,000 in proposal stage"

• "Find all VP-level contacts at tech companies"

• "What's the status of the Acme renewal deal?"

Two Ways to Use the Integration

1. Direct Conversations

Enable the HubSpot tool in any chat and ask questions or request actions in plain English. AskElephant understands what you need and executes it. You can ask it to create records and log activity without repeating information.

2. Automated Workflows

Set up triggers that fire when something happens in HubSpot (like a new contact created), then define actions AskElephant should take automatically.

Best Practices: Get the Most Out of It

Be specific with requests. Instead of "Find some VP contacts," try "Find all contacts where job title contains VP and lifecycle stage is customer." The more detail, the better the results.

Log everything. Use AskElephant to add meeting notes, call summaries, and decisions to your CRM immediately. This keeps your data fresh and your team informed.

Automate repetitive tasks. If your team does the same thing repeatedly (like creating tasks when deals move to a stage), set up a workflow to do it automatically.

Keep associations clean. Always link contacts to their companies and deals to relevant contacts. This creates a complete picture of your customer relationships.

Import from HubSpot

The HubSpot integration import feature allows you to import HubSpot call/meeting data directly into AskElephant. This is especially useful when you first connect the HubSpot integration to your workspace.

Importing is a workspace-level action, so it also requires the Owner role.

⚠️ Important. The import feature is managed by date. Using the import feature multiple times over the same period will generate duplicate calls.

Disconnecting (If Needed)

Disconnecting is an Owner action, and it affects the whole workspace: everyone loses HubSpot access, not just you.

1. Go to Workspace Settings → Integrations

2. Find the HubSpot integration

3. Click Disconnect

Your existing AskElephant data stays intact, but workflows using HubSpot will stop working. You can reconnect anytime to restore functionality.

Troubleshooting

Seeing Connect when HubSpot is already connected, workflow failures, or property-name errors? Start with a hard refresh (Cmd+Shift+R on Mac, Ctrl+Shift+R on Windows).

Next Steps

Ready to get started?

1. Connect your HubSpot account using the steps in "Getting Connected" above.

2. Try a simple request in a conversation, like searching for a contact or creating a quick note.

3. Set up one automation workflow based on a repetitive task your team does regularly.

4. Invite your team and show them how to use it in their daily work.

Have questions or run into issues? Reach out to the Herd in our community forum. They're great at helping with integration questions and sharing workflows that work well.

Need More Help?

Reach the AskElephant support team by:

• clicking the Support tab on the right side of your screen,

• emailing [email protected],

• or using @askelephant support in your dedicated Slack channel.