Last updated: September 12, 2024
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ChatSpot is a conversational AI tool designed to assist with your business’ sales, marketing, and service goals. Powered by AI models from HubSpot, OpenAI, and Stability, ChatSpot can help you prospect companies, generate content, work with CRM data, and more. ChatSpot is free to use and connects with your HubSpot account, to provide insights and help you get tasks done faster.
In this article, learn how to use ChatSpot in HubSpot or on the ChatSpot website and review example use cases.
Please note: the following limitations apply:
- Results may vary depending on the prompt’s wording and language. English prompts currently produce the best results.
- ChatSpot cannot access all data in a connected HubSpot account, so certain prompts may be unsuccessful if they’re based on inaccessible data.
Manage ChatSpot access to your HubSpot account
By default, ChatSpot access is turned on for users in each HubSpot account. This allows ChatSpot to access and update data within your account and for users to access ChatSpot and use its features. Learn more about how ChatSpot uses your account data.
- To change these settings, you must have Super Admin permissions.
- If access is turned off, ChatSpot will be unavailable in your account.
To manage ChatSpot access:
- In your HubSpot account, click the settings icon in the top navigation bar.
- In the left sidebar menu, in the Account management section, navigate to AI.
- To turn off ChatSpot’s access to your account, click to toggle the Give users access to ChatSpot switch off.
- To turn access back on, click to toggle the switch on. To turn on ChatSpot access, you must also have turned on the Give users access to generative AI tools and features setting.
- Click Save to confirm.
Manage ChatSpot access for users
By default, ChatSpot access is turned on for individual users. If you’re a user with Super Admin or Add and edit users permissions, you can turn this access off.
- In your HubSpot account, click the settings icon in the top navigation bar.
- In the left sidebar menu, navigate to Users & Teams.
- In the user table, click a user record, then click the Access tab.
- Under Permissions, click Edit permissions.
- In the left panel, click Accounts > Settings access. Or search for ChatSpot in the search bar.
- In the ChatSpot section, click to toggle ChatSpot permissions on or off.
Use ChatSpot in your HubSpot account
To use ChatSpot within your HubSpot account:
- In the top navigation bar, click ChatSpot.
- If this is the first time you've used ChatSpot, the tutorial will appear in the right panel. To begin, click Exit tutorial or click a recommended prompt.
- If you've previously used ChatSpot, a new conversation or your last open prompt will appear in the right panel.
- To send a chat, enter a message, then click the send icon.
- To begin a new thread, click the + plus icon at the top of the panel.
- To view previous threads, click the message icon at the top of the panel. Select a thread to review its messages or restart the conversation.
- To use a prompt template, click See [more/suggested] prompts, then select a prompt. Enter the additional information required (e.g., the Company domain name of the company to summarize or the description of an image to generate), then click the send icon.
- In your response, there may be additional actions you can take, such as summarizing an associated activity. Click an action (e.g., Summarize) to send the prompt.
- To copy a response, below the message, click the clipboard icon.
- To provide feedback about a ChatSpot response, below the message, click the thumbs up icon if an answer was what you expected, or the thumbs down icon if an answer wasn’t what you expected. Feedback will be reviewed by the ChatSpot product team to continually improve the product.
- To close the chat, click the X in the top right.
Use ChatSpot on chatspot.ai
If you'd like to use ChatSpot outside of HubSpot, you can access the ChatSpot assistant on chatspot.ai. You can still work with data in your HubSpot account and complete actions connected to your CRM.
- Navigate to chatspot.ai and login to your account.
- To send a chat, navigate to the Chat tab, enter a message, then click Send Chat.
- To use a template, navigate to the Templates tab, then click a template.
- Browse available templates by clicking the topics in the left sidebar menu.
- To favorite a template, click the star icon.
- Click a template to view the information required to use the prompt.
- To use the template, enter the additional information required (e.g., the Company domain name of the company to summarize or the description of an image to generate).
- Click Send Chat.
- If you’ve connected a HubSpot account, for certain responses, you can open HubSpot to continue the action (e.g., create a blog post in HubSpot based on a blog draft, view a record in HubSpot).
- To copy a ChatSpot response, below the message, click the clipboard icon.
- To provide feedback about a ChatSpot response, below the message, click the thumbs up icon if an answer was what you expected, or the thumbs down icon if an answer wasn’t what you expected. Feedback will be reviewed by the ChatSpot product team to continually improve the product.
- While a chat is open, you can send additional messages, or use additional templates within the same chat. To start a new chat conversation, click + New in the left panel. The next prompt you send will open a blank conversation.
- To review or restart a conversation, click a thread in the left panel.
Example use cases
The following examples are based on common sales, marketing, and CRM database management goals.
- Create a new record: you're on a call with a company interested in buying your product. During the meeting, you can quickly create a new deal with relevant information using the Add deal prompt. Once created, you can then assign yourself to the deal or update additional details with ChatSpot (e.g., Assign [deal] to me), or edit property values in HubSpot.
- Create and review notes: you're the note taker during a company meeting. Instead of navigating to each contact to add notes about them, you can create notes with the Add note to a contact prompt. After the meeting, you can use the Review notes prompt to retrieve the logged notes.
- List records with specific criteria: you're a sales manager and want to monitor which deals are set to close in the next month. You can send a message Find deals with a close date in August 2024 to retrieve a list of deals with close dates in the next month.
- Summarize a record: your CRM includes a company with many activities, but you'd like to see an overview of logged notes rather than scrolling through all activities on the record. You can enter the prompt Summarize company [Company domain name] to retrieve certain company property values and summaries of the company's activities. Learn more about what's included in a record summary.
- Generate a blog post: you're writing a blog post about how to grow your social media following. You can use the Generate blog post prompt to help you get started with a draft written based on your company and audience. If you've connected your account to HubSpot, you can create a blog draft in HubSpot with the content.
- Generate an image: you're a marketer looking for images to include in blog and social media content for a skate park fundraiser for a dog shelter. You can use the Generate image prompt to create an image of a dog and his human best friend in a water color art style. After generating an image, click Save image to save your image directly to the files tool.
- Draft a sales email: you're a sales representative who wants email templates for different scenarios. You can use the various sales email prompts to help you generate emails to prospects in different lifecycle stages. Some sales email prompts include personalized initial outreach email, email to reactivate lead, and email to thought leader.
- Create a workflow: you're a sales manager and want to assign new leads to your sales reps. You can generate a workflow, including enrollment triggers and action, to automate this process. You can use the When [this happens], then [do this] structure when entering your prompt.
- Research a company: you're researching a prospect and want to learn more about their technology usage and keep track of news related to them. You can use the Research technology and Research company news prompts to gather the information.
Please note: searchable location and industry values for companies are based on Clearbit's standard attribute values.
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