Set up and use the HubSpot connector for ChatGPT

• Use chat to get quick, everyday questions answered about your customer context in HubSpot.
• Use deep research to apply powerful, doctorate-level research and analysis to your customer context for HubSpot records by using natural language prompts.
• Create and update HubSpot CRM records, including contacts and deals, from the ChatGPT chat window.
• Generate insights and take action based on your engagement history, including logging emails, calls, meetings, tasks, and notes. 
• Analyze HubSpot marketing campaign performance to track metrics, identify trends, and evaluate content across blog posts, landing pages, and website pages. 

Before you get started

Before you begin working with the connector, make sure to fully understand what steps should be taken ahead of time, as well as the potential consequences of using it.

• The HubSpot connector for ChatGPT is available to all HubSpot customers across all tiers with an OpenAI account.
• All interactions remain subject to HubSpot’s API usage limits.

• When creating or updating HubSpot records in bulk, you can only create or update 10 records at a time. 

• Custom validation rules (including pipeline stage validations and association label validations) aren't applied when creating or updating HubSpot records using the connector.
• When reviewing data for your website pages, landing pages, or blog posts:
  • Only data from published pages and posts will be available. For drafts, you'll only be able to access the page or post metadata.
  • To pull performance data for individual pages or posts, you must specify the campaign name and date range in your prompt.
• When prompting for data for your users and teams (e.g., user roles, team memberships, reporting structures), it is recommended to use use first-person language (e.g., my team, my direct reports) for personal context or organization-wide language (e.g., our sales team, all managers) for broader analysis.

Supported object types and permissions

The connector can create and update CRM records in HubSpot, as well as log activities. It can also access and analyze the full engagement history of HubSpot records, such as emails, calls, meetings, notes, and tasks. 

To grant additional access to new objects or new insights data through the connector, a Super Admin must update the connector's data permissions. After a Super Admin updates the data permissions, each user will need to reconnect the connector to gain access to the newly approved data. Users can access only the data allowed by their existing HubSpot user permissions.

Learn more about what access the ChatGPT connector has to HubSpot objects below. 

Approve the connector (Super Admins)

Before users can connect the HubSpot connector for ChatGPT, a Super Admin must approve it and configure its data permissions and install access. To approve the connector, follow the steps to review and approve apps. During the approval process, you can also select which optional data permissions the connector can access and who in the account is allowed to install it.

Set up the HubSpot connector for ChatGPT

Once a Super Admin has granted you access to install the connector, you can proceed to setup the connector.

1. In your ChatGPT chat window, select your profile icon in the bottom left.
2. Click Settings.
3. Click Apps.
4. Select HubSpot, and then click Connect.
5. In the dialog box, click Continue to HubSpot.
6. Authenticate using your HubSpot login credentials.
7. Select the HubSpot account you want to connect to.
8. On the Connecting HubSpot Connector for ChatGPT to HubSpot page, select the permissions that you want to allow for the connector. Then click Connect App. 
9. After connecting, you’ll be redirected back to the ChatGPT chat window. You can now use the connector. 

Best practices to use the HubSpot connector for ChatGPT

For best results:

• Include the term “HubSpot” in your prompts to improve accuracy and automatically trigger the connector.

• Keep your HubSpot data clean to ensure accurate and relevant responses. Clean data yields better insights. Learn more about the HubSpot data quality command center.
• Add context based on how you use HubSpot (e.g., custom properties, or specific object types, etc.) to make responses more tailored and actionable.
• Start small by updating a single record before making bulk changes. 
• Always review the changes proposed by ChatGPT before confirming them. 

Use the prompt library for inspiration and example prompts.

Use the HubSpot connector for ChatGPT

Use chat

1. In your ChatGPT window, click + icon > More.
   
2. Click HubSpot to turn on the connector. If your prompt includes the term "HubSpot", the connector will automatically be turned on. 
3. Add your prompt and press enter.
4. If you ask ChatGPT to create or update a record in HubSpot, ChatGPT may show you what the proposed changes are and ask for your confirmation before making any changes.

Please note: it is recommended that you configure the connector to always ask for approval before updates are made. To do this, navigate to the HubSpot connector tool settings in ChatGPT and set Write tools to Needs Approval.
If you set the connector to Always allow, edits may occur without asking for approval.

5. Review the proposed changes. Then type Yes to confirm them or type No to cancel. 

6. ChatGPT will confirm that the record has been created in HubSpot and will return a link to the record. Click the link to open the record in your HubSpot account.

Use deep research

1. In your ChatGPT window, click + icon > Deep research.
2. Click the Apps dropdown menu and toggle the HubSpot switch on. If your prompt includes the term "HubSpot", deep research will automatically be turned on. 
3. Add your deep research prompt and click enter.
4. Answer any clarifying questions asked during your deep research query. You can view the progress of the query and the research activity log.
   
   
   
5. Once the deep research report is available, view the report sources in the side panel. 
6. You can use the citation inside the report or sources to jump to HubSpot record pages from the deep research report, and continue taking actions inside HubSpot.

Disconnect the HubSpot connector for ChatGPT

1. In your ChatGPT chat window, click on your profile icon. Then, click Settings. 
2. In the left sidebar menu, navigate to Apps. 
3. In the Enabled apps section, click HubSpot. 
4. In the top right of the HubSpot connector for ChatGPT settings, click Disconnect. 

Frequently Asked Questions

How do admin controls work for the HubSpot connector for ChatGPT?

A Super Admin must approve the HubSpot connector for ChatGPT before users can connect it. During approval, Super Admins select which data permissions the connector can access and who in the account can install it. Learn more about managing access to apps. 

Is there a difference between the HubSpot App in ChatGPT and the HubSpot Connector for ChatGPT?

There’s no difference; they are the same. In ChatGPT, the HubSpot Connector may simply be listed as HubSpot App.

What HubSpot CRM data will the connector have access to?

When turned on for your organization, the connector gives ChatGPT access to your HubSpot contacts, companies, deals, tickets, users, line items, quotes, invoices, orders, carts, products, subscriptions, and object segments (lists), and their associations by using natural language prompts to glean meaningful insights from your customer data.

The connector also has access to engagement history, including emails, calls, meetings, tasks, and notes. This allows ChatGPT to provide richer, context-aware insights based on your actual customer communications.

Please note: associations are limited to the same set of objects listed above. Custom objects, unstructured data, and associated engagements are all not yet available.

Can ChatGPT update my HubSpot data on my behalf?

Yes, the HubSpot connector for ChatGPT can create and update CRM records and log activities directly from ChatGPT’s chat window. This includes:

• Creating new contacts and deals.
• Updating record properties (e.g., deal stages, contact information) and logging notes on records.
• Creating tasks and follow-ups.

When using these write capabilities, ChatGPT will show you the proposed changes before execution. All actions are attributed in your HubSpot account's Audit Log to both the user and the ChatGPT connector. Bulk Create and Update actions for a maximum of 10 records in a single request. Always review the proposed changes that ChatGPT shows before execution and take a moment to confirm them.

Will the HubSpot connector for ChatGPT respect my data localization preferences?

Yes. It will respect your data center location when data is routed through HubSpot servers. For example, accounts hosted in the EU will have requests routed through the EU data center.

Does OpenAI train on my data from the HubSpot connector?

OpenAI respects the training settings you have in your account.

• If you're using ChatGPT with an Enterprise, Business, or Education plan, your connector data is not used for training, consistent with their standard terms.
• If you're on a Free, Go, Pro, or Plus (consumer-tier) plan, you have the option to opt out of model training in your ChatGPT settings. If not, OpenAI may use connector data to improve connector performance (like better tool use and retrieval accuracy), but will not otherwise use it for general model training.

How does the HubSpot connector for ChatGPT handle user permissions?

The HubSpot connector for ChatGPT automatically respects the user permissions defined in HubSpot. This means users will only see in ChatGPT the CRM data they’re allowed to access in HubSpot. For example, individual sales reps will only see pipeline data for deals they have permission to view. Some CRM objects in HubSpot have customizable permissions. When access is limited to specific contacts, whether for individuals or teams, ChatGPT will only be able to view those same contacts. Learn more about user permissions in HubSpot.

How long does OpenAI retain data accessed through the connector?

OpenAI retains data accessed through the HubSpot connector to enable the connector to function within ChatGPT. Upon termination of your OpenAI account, some data may be retained to maintain your service history. For details on OpenAI's data retention practices, please refer to OpenAI's data controls FAQ and privacy policy. Learn more about enterprise privacy at OpenAI.

How long does ChatGPT retain or delete data?

When the HubSpot connector for ChatGPT is enabled by third party tools, the terms you have with those third party tools will govern data retention and deletion. To learn more about connectors in ChatGPT, please refer to OpenAI’s Connectors in ChatGPT article. For details on OpenAI's data retention practices, please refer to OpenAI's data controls FAQ and privacy policy.

What visibility into audit logs or real-time data do Super Admins have for the connector?

Super Admins can use audit logs to have visibility into which users have connected or reconnected the HubSpot connector for ChatGPT to the account, as well as the date and time of connection. Learn more about what audit logs are available from OpenAI.

How is HubSpot helping customers understand how these connectors work and what risks might be associated with third party connectors?

We encourage all of our customers to carefully read and understand both the terms that pertain to their HubSpot account as well as any connected third-party account, such as the terms of their plan with ChatGPT. We have provided information that we think will be useful and helpful in this knowledge base article, and in these FAQs. You should always carefully evaluate the benefits and risks of any tool you choose to use.

How is customer or CRM data kept secure with this connection?

You have control over what data you share, with what third party connectors, as well as the permissions and settings you’ve chosen in your HubSpot and third party accounts. You should always carefully evaluate the benefits and risks of any tool you choose to use. For more information on OpenAI’s security controls, see Admin Controls, Security, and Compliance in Connectors.

Can OpenAI copy my entire CRM or customer lists through the connector?

No, it does not have rights to copy CRM data or entire customer lists through the connector. For information on how the data that you choose to analyze within ChatGPT is used by OpenAI, please see above.

Could using this connector inadvertently enable competitors to gain insights into a company's CRM data or strategy?

To learn more about how OpenAI uses your data, check out OpenAI’s data controls FAQ and privacy policy. For details on OpenAI's data retention practices, please refer to OpenAI's data controls FAQ and privacy policy. Learn more about enterprise privacy at OpenAI. Like all third party tools, you should carefully evaluate the benefits and risks of use.

Can external agencies or consultants with Super Admin access connect CRM data directly to ChatGPT without additional oversight?

The HubSpot connector for ChatGPT respects the permission access you’ve granted in your HubSpot account. If external agencies or consultants in your HubSpot account have Super Admin access, they can connect the HubSpot connector for ChatGPT in your HubSpot account. Review connection attempts in audit logs.

Does this integration comply with strict privacy regulations, such as GDPR, particularly in the EU?

While HubSpot's products and tools can support your privacy compliance efforts, use of HubSpot products alone does not make you compliant. HubSpot’s Data Processing Agreement applies to your use of HubSpot Services, and we aim to be as transparent as possible regarding what our features are capable of and the protections we have in place. Ultimately, you are best placed to understand your data protection obligations and whether our Services meet your compliance needs.

Can ChatGPT hallucinate or provide inaccurate data? What can customers do to protect against that?

ChatGPT can make mistakes. We recommend a few techniques for ensuring that the results produced by the HubSpot connector for ChatGPT are accurate and reliable:

• Make sure your connected account data is up to date and accurate.
• Have a human in the loop to review, refine, and fact-check the output.
• Ask for citations and references for any important facts and assertions so that you can quickly and easily confirm them in your HubSpot account.
• Never indiscriminately rely on any AI output to make important decisions.

I've toggled on HubSpot as a tool for deep research, but it keeps creating fake sample data instead. Why's this happening?

• There could be different reasons you're seeing this, including that your account was flagged by OpenAI for violating their Terms of Use.
• Using another organization’s trademark in a GPT’s name or logo without clear authorization can lead to violations of OpenAI’s policies. OpenAI may remove or restrict these GPTs.
• Please reach out to OpenAI support (via the chat icon displayed in the bottom right) to identify and resolve your particular issue.

Will the HubSpot connector for ChatGPT have access to sensitive data?

The HubSpot connector for ChatGPT does not provide access to custom Sensitive Data Properties or sensitive content from other Sensitive Data Covered Services, including Personal Health Information and other forms of Highly Sensitive Data. It has read-only access to standard records such as contacts, companies, deals, tickets, and their associations.

What's the expected output when I ask ChatGPT to draft an email campaign or workflow? Will the HubSpot connector for ChatGPT build out the marketing emails and workflow? Or will ChatGPT suggest the copy, triggers, actions, etc., in the ChatGPT pane?

ChatGPT will provide the drafted content for you to implement in HubSpot.

I'm a HubSpot Partner who manages multiple HubSpot accounts. Can I connect a specific account to a ChatGPT project?

Currently you can only connect one HubSpot account at a time to a single ChatGPT account. To work with a different HubSpot account, you’ll need to disconnect the current one and reconnect the desired account from the ChatGPT side. While you can’t manage multiple connections simultaneously, you can manually switch between accounts.

Does the HubSpot connector for ChatGPT require impeccable data management (i.e. most of your database tagged by persona)?

While clean and well-organized data improves the quality of insights, the connector does not require perfectly tagged data.

What data does HubSpot collect about AI assistant conversations when using the HubSpot MCP server?

When using HubSpot's MCP server, HubSpot may collect summaries of tool calls, including the intent of the request and whether it succeeded. We take steps to anonymize names of people, companies or deals. This data is used to monitor connector performance and to help us improve your experience.