Set up HubSpot Work

Summary

Set up HubSpot Work to manage cross-functional projects and operational processes in one place. Create workspaces, configure projects and access levels, and use the AI assistant to generate the tables, documents, forms, and AI agents you need to collect information, coordinate work, and automate recurring actions.

Please note: you can manage AI feature access in your AI settings and configure what data is shared. Review HubSpot's AI Trust FAQs and AI Model Cards for detailed information on AI security controls, data use, and compliance.

Understand requirements

A Super Admin must:

• Enroll in the HubSpot Work public beta to use the features outlined below.

• Turn on the Give users access to generative AI tools and features setting in your AI settings.

Understand limitations & considerations

Set up a workspace

A workspace contains all of your projects and assets. Use a single workspace for cross-functional processes such as client onboarding. Use separate workspaces for compartmentalized processes or unrelated work such as IT management or marketing campaign operations. When you set up a workspace, you'll also configure the starting project that contains the assets for a specific goal (e.g., client onboarding).

1. In your HubSpot account, click More, then navigate to Work Management. If More doesn't appear in your account, navigate to Work Management directly.
2. Click Create your first workspace. If you already created a workspace, click the workspaces dropdown menu, then select Add workspace.
3. Enter a name for your workspace, then click Continue.
4. Click the Add people or teams dropdown menu, then select users and teams to grant access to the workspace.
5. In the People with access section, click the access dropdown menu, then select an option:
   • Admin: grants access to modify anything within the workspace. Learn more about access levels.
   • Member: grants access to view and contribute to projects and assets within the workspace. Members cannot modify the workspace configuration or share the workspace with other users. Learn more about access levels.
6. Click the General access dropdown menu, then select an option:
   • Private: only users or teams you've given access to can interact with the workspace.
   • Organization can view: all users in your account with Work permissions can view.
   • Organization can edit: all users in your account with Work permissions can view and edit.
7. Select a pre-defined workspace name (e.g., Client onboarding) or select Other to enter a custom name.
8. Click Next.
9. On the What kind of project do you want to create? page, select from the following to configure a project and assets:
   • Custom prompt: start from your own context.
     • In the How can I help text field, enter a prompt describing in detail what you want the project to accomplish.
     • To return a line, press and hold the Shift key, then simultaneously press the Enter key on your keyboard.
     • To add context the AI assistant should use, click Import files.
   • Template prompt: start from a project template.
     • Below the text field, select a HubSpot default prompt option. The prompt automatically fills the text field.
     • In the text field, navigate the prompt to review what will be built and best practices when submitting future prompts.
   • Start from scratch: start from a blank workspace. Learn how to set up a project from scratch.
10. When you're finished with your prompt or template prompt, press the Enter key on your keyboard.
11. If applicable, select answers to questions, then click Submit.
12. The AI assistant will generate a plan for you to review and edit before content is created.
13. Click Approve to allow the agent to build the listed content.
14. Click the X to minimize the conversation and keep the AI assistant running in the background.

After the AI assistant completes the build process, it will list the actions it took and display clickable links to each asset.

Manage access to HubSpot Work

By default, user access to projects and assets is inherited from workspace permissions. Customize access at a workspace, project, or asset level to restrict access on a large or granular scale. Use the table below to review inherited access defaults.

Manage user permissions for HubSpot Work 

Grant users HubSpot Work user permissions so they can access workspaces set to Organization can view/edit.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. In the user table, hover over a user's name, then click Edit permissions.
4. In the left sidebar menu, click Work Management.
5. Toggle the Work Management access switch on or off. 
6. In the upper right, click Save.

Set up a project

Projects track specific initiatives for a team to collaborate on within a workspace. Each project contains its own assets: tables, documents, forms, and AI agents. Set up multiple projects for organization, access management, and scope. For example, in a customer success workspace with a client onboarding project, create an onboarding operations project and add assets such as process playbooks and onboarding templates. 

Review the below questions to guide your prompt:

• What specific outcome should this project achieve?

• Who needs to own, contribute to, and use this project?

• What structure and process will the work in the project need?

To set up a project:

1. In your HubSpot account, click More, then navigate to Work Management. If More doesn't appear in your account, navigate to Work Management directly.
2. At the bottom of the screen, click the prompt bar.
3. In the prompt text field, enter your prompt.
4. The AI assistant will begin generating the project.

Configure project permissions

1. In your HubSpot account, click More, then navigate to Work Management. If More doesn't appear in your account, navigate to Work Management directly.
2. In the upper left, click the workspaces dropdown menu, then select a workspace.
3. In the left sidebar, click the name of a project.
4. In the upper right, click Share.
5. In the dialog box, manage the following:
   • Click the Add people or teams dropdown menu, then select users and teams to grant access to the project.
   • In the People with access section, click the access dropdown menu, then select an option:
     • Owner: grants access to modify the project configuration and all assets within it.
     • Contributor: grants access to create and edit assets, including agents.
     • Viewer: grants access to view the projects and assets within it. Viewers cannot modify the project or anything within it.
   • Click Save.

Create a table

Tables are the fundamental asset within a project. They contain the data needed to build other assets, run agents, and collaborate on work. 

Review the below questions to guide your prompt:

• What is the goal of the table, and how is each column defined?
• What rows should be present and how are they defined (e.g., enumeration, CRM lookup)? 
• Which teams or users should have access to the table?

To generate a table:

1. At the bottom of the screen, click the prompt bar.
2. In the prompt text field, enter your prompt.
3. Press the Enter key on your keyboard.
4. Enter additional prompts to refine the table's details.

After the AI assistant completes the build process, it will list the actions it took and display a clickable link to the table.

Create views in a table

Within a table, use views to keep track of item statuses and collaborate with users in your HubSpot account. For example, create a calendar view to track due dates for client onboarding deadlines.

Review the below questions to guide your prompt:

• Which table should the view be created in? (Use @ to reference it by name.)
• What type of visualization do you want (e.g., table, board, calendar), and what data should it display?
• What is the goal of the view (e.g., track all open items and sub-items)?

To set up a view:

1. At the bottom of the screen, click the prompt bar.
2. In the prompt text field, enter your prompt.
3. Press the Enter key on your keyboard.

To manually set up a view:

1. In the left sidebar, click the name of the table you want to create a view for.
2. Below the table name, click the add view icon, then select a visualization option (e.g., board).
3. Click the  configure view icon to customize the display of the view. Your changes are automatically saved.

Create a document

Create documents for information that doesn't fit into a table format, such as briefs, operational playbooks, or meeting recaps. You can also create summary documents that use tables as their sources. 

Review the below questions to guide your prompt:

• Who is the intended audience?
• What source material should be used to generate the document, if any?
• What format should the document follow (e.g., checklist, brief, proposal)?
• What tone or writing style should be used?
• Which teams or users should have access to the document?

To generate a document:

1. At the bottom of the screen, click the prompt bar.
2. In the prompt text field, enter your prompt.
3. Press the Enter key on your keyboard.
4. Enter additional prompts to refine the document's details.

After the AI assistant completes the build process, it will list the actions it took and display a clickable link to the document.

Create a form

Create a form to collect relevant information for a project goal and send the data to a specific table. Form submissions sync to one table only to keep the table rows consistent and optionally trigger automations. For example, create an intake form with a custom routing assignment rule that syncs to your client onboarding table.

Please note: HubSpot Work forms are displayed alongside other forms in the marketing form tool, but submission data is sent to the configured HubSpot Work table.

Review the below questions to guide your prompt:

• What is the goal of the form (e.g., onboarding questionnaire)?
• Which HubSpot Work table should receive the form submissions?
• What information should the form collect, and which fields are required?
• What should happen after the form is submitted (e.g., show a confirmation message, send a notification to a specific user)?

To generate a form:

1. At the bottom of the screen, click the prompt bar.
2. In the prompt text field, enter your prompt.
3. Press the Enter key on your keyboard.
4. Enter additional prompts to refine the form's details.

After the AI assistant completes the build process, it will list the actions it took and display a clickable link to the form.

Create an AI agent

Create an AI agent to automate actions for a specific goal. It's recommended to align each agent with a goal and create automations within the agent that represent the goal. For example, an onboarding status agent would monitor milestones, identify delays, and generate recurring status summaries.

Review the below questions to guide your prompt:

• What is the goal of the AI agent (e.g., keep onboarding requests moving)?
• What should trigger the AI agent, and how often should it run?
• What context should the AI agent consider before taking action?
• What must it never change?
• What should it create or modify?

To set up an AI agent with a template prompt:

1. At the bottom of the screen, click the prompt bar.
2. In the prompt text field, press the / key on your keyboard.
3. In the template prompts panel, navigate to the Agents section, then click the name of a prompt.
4. Press the Enter key on your keyboard.

To set up an agent with a custom prompt:

1. At the bottom of the screen, click the prompt bar.
2. In the prompt text field, enter your prompt.
3. Press the Enter key on your keyboard.
4. If desired, enter additional prompts to refine the agent's details.

After the AI assistant completes the build process, it will list the actions it took and display clickable links to each created asset.

Next steps

• Collaborate with your team in HubSpot Work.
• Manage your HubSpot work workspaces, projects, and assets.