Databases & CRM
Set up HubSpot (CRM)
Connect a HubSpot CRM portal with a private-app access token. It reads your companies, contacts, deals and tickets and how they relate, and turns each into a record the assistant reasons over alongside your documents — “what's the status of this account”, “which deals are open for them”, “what did we last discuss” — with the notes, emails, calls and meetings logged against each brought in as dated activity. Read-only: nothing is ever written back to HubSpot.
Before you start
- A private app in your HubSpot portal — Settings → Integrations → Private apps → Create a private app — with the READ scopes ticked for CRM objects (companies, contacts, deals, tickets) and files; a private app is HubSpot's own paste-a-token integration, nothing to approve outside your portal.
- The access token it shows once, when you create it (starts pat-) — it doesn't expire on its own; revoke or rotate it from the same screen any time.
- Documents → HubSpot: paste the token.
- Under Advanced: Include activity chooses whether logged notes, emails, calls, meetings and their attached files come in — on by default; Only these objects narrows which object types sync, custom objects included — blank syncs everything.
- Choose access groups, Test, then Sync.
What comes in
- Companies, contacts, deals and tickets — and any custom objects your portal defines — each one record, with its linked companies and contacts, and its figures (open pipeline, deal amounts) totalled, refreshed on every sync.
- Notes, emails, calls and meetings logged against those records, brought in as dated activity, with the products on a deal listed alongside it.
- Files attached to that activity, as documents of their own.
- HubSpot's own users, importable as accounts from this source (see “Import your team”).
| Include activity | Whether notes, emails, calls, meetings and their files become searchable, or just the records themselves. |
|---|---|
| Only these objects | Optional — object types to sync, one per line (companies, contacts, deals, tickets, or a custom object's name); blank syncs everything, custom objects included. |
Access
Each record is visible to the access groups you choose, plus — automatically — its HubSpot owner and their team: HubSpot has no way to say who else holds “see everything” rights, so owner/team visibility only ever adds to that access list, never narrows it.
Companies, contacts, deals, tickets, activity and files are each capped at 5,000. Test only proves the first configured object type is reachable — a scope missing on another object, or on activity or files, is caught during Sync instead: that part is skipped with a note rather than failing the whole source.
Last updated 20 Sep 2026