How to Use ChatSpot by HubSpot to Transform Your CRM and Marketing

HubSpot ChatSpot AI is transforming how businesses handle marketing, sales, and CRM operations. This powerful AI tool, integrated within HubSpot, allows users to automate tasks, generate content, and gain valuable insights through simple chat-based commands.

ChatSpot by HubSpot simplifies complex processes, making everything from creating blog posts to managing contacts more efficient. With its broad range of capabilities, ChatSpot by HubSpot AI helps teams streamline workflows and accomplish more with ease.

In this blog, we’ll explore what HubSpot ChatSpot AI is, how it works, its key features, and real-world use cases. We’ll also cover advanced tips for maximising its potential and discuss where ChatSpot is headed in the future.

What is HubSpot’s ChatSpot AI?

HubSpot’s ChatSpot AI is a tool designed to help users automate their workflows, whether they’re working in sales, marketing, or customer service. Introduced in 2023, this AI-powered assistant combines the capabilities of well-known tools like ChatGPT and DALL-E, along with the CRM expertise of HubSpot, to make tasks quicker and easier. From generating blog posts to organising contact details, ChatSpot brings a new level of efficiency to everyday tasks.

With ChatSpot, you don’t need to hop between different apps or platforms. You can get things done directly within HubSpot, which makes the entire process smooth and intuitive.

By understanding the data in your CRM, ChatSpot gives you useful insights and even helps you act on them right away. Whether it's creating a new contact, drafting an email, or analysing data, ChatSpot is there to assist.

Key Features that Make HubSpot ChatSpot AI a Game Changer

ChatSpot stands out due to its ability to streamline a variety of tasks, all within HubSpot. Here’s a closer look at the key features that make it a valuable tool for marketing, sales, and CRM management:

1. Collaborate Mode

ChatSpot’s Collaborate Mode allows users to interact with AI in a more personalised and conversational manner. Whether you’re starting from scratch or refining existing content, you can guide the AI with your own words. 

This feature replaces rigid, pre-set options with more flexible, open-ended prompts, meaning you can ask ChatSpot to draft, edit, or expand text based on specific needs.

It's especially useful for creating and editing blogs, email campaigns, or landing pages, giving you control over tone, style, and formatting. You can even apply specific brand voice guidelines directly to your content, ensuring everything stays on message.

How does it work?

To create text using the Collaborate Mode in ChatSpot for blogs or pages:

• Enter a "/" in a rich text module to view a list of text generation options. You can choose from:
  • Create a paragraph
  • Generate an outline
  • Write a conclusion
• After selecting an option, the ChatSpot side panel will open, where you can provide custom instructions.
• Review the generated content, then either insert it directly or make further adjustments.

For editing existing content:

• Highlight the desired text in the rich text module.
• A floating button will appear—click it and select from options such as:
  • Apply Brand Voice
  • Rewrite
  • Expand
  • Shorten
  • Adjust tone
  • Something else (for custom instructions)
• Review the suggested changes in the ChatSpot side panel and either replace the highlighted text or continue refining it.

2. Content and SEO Assistance

One of ChatSpot’s standout features is its ability to assist with content creation. It can generate:

• Blog posts: Easily draft long-form articles by simply providing a topic or outline.
• Social media posts: Create posts that align with your brand and target audience.
• Emails: Quickly generate email content for marketing or sales outreach.

For those focused on improving their online presence, ChatSpot offers SEO support. It suggests relevant keywords and helps analyse competitor data, providing insights that make it easier to optimise your content for better search rankings. This reduces the time spent on manual research and enables more effective content strategies.

3. Sales Automation

Sales teams can greatly benefit from ChatSpot’s automation capabilities. Some key features include:

• Prospecting: ChatSpot can find leads based on specific criteria, such as industry, location, or company size. It also assists in researching prospects, and helping you gather relevant details before your outreach.
• Follow-up Emails: After identifying prospects, ChatSpot can generate personalised follow-up emails, saving salespeople time while ensuring communication remains effective.
• Lead Management: ChatSpot can create and manage lead records within your CRM, updating them in real time based on new information or sales activities.

This automation frees up time for sales reps, allowing them to focus on closing deals rather than performing repetitive tasks.

4. CRM Integration

One of ChatSpot’s strongest features is its seamless integration with HubSpot’s CRM. With simple chat commands, you can:

• Create new contacts: Just instruct ChatSpot, and it will automatically create contact records, saving you from manual data entry.
• Summarise company or contact data: If you need a quick overview of a client’s interactions, ChatSpot can summarise all activities related to that contact or company.
• Manage CRM data: ChatSpot allows you to quickly update records, assign tasks, and generate reports, all within the same platform.

This tight integration with CRM data enables teams to operate with real-time insights and reduces the likelihood of data entry errors.

5. AI-Powered Visuals

Thanks to ChatSpot’s integration with DALL-E, you can generate AI-driven images to use in your marketing campaigns. Whether it’s a blog post or a social media update, you can create customised visuals with just a few prompts. This eliminates the need for additional graphic design tools and speeds up the content creation process.

While it’s still early for AI-generated images, especially for realistic visuals, this feature is constantly improving and adds creative flexibility to your toolkit.

Together, these features not only streamline processes but also allow teams to be more efficient, saving time and reducing the need for multiple tools. ChatSpot’s ability to bring AI-driven insights directly into HubSpot makes it a vital asset for any business.

Getting Started with ChatSpot within HubSpot

Using ChatSpot within HubSpot is easy, and getting started takes just a few simple steps. Here’s a quick guide on how to access it and make the most out of its features:

Step 1: Accessing ChatSpot

Where to find it: ChatSpot is built right into HubSpot’s main navigation bar. You’ll find a “ChatSpot” button, which opens up a side panel for all your AI interactions.

If you're using ChatSpot for the first time, a tutorial will appear on the right. To get started, click 'Exit tutorial' or choose a recommended prompt.

If you've used ChatSpot before, your most recent conversation or prompt will show up on the right.

Start a conversation: Once the panel opens, you can begin by typing in your first prompt, such as, "Create a blog outline on ‘topic’," or "Show me the latest sales data."

Step 2: Using Templates and Prompts

• ChatSpot provides a wide range of pre-built templates that can help you perform various tasks faster. These templates are perfect for users who want quick results but don’t know how to phrase a request.
• Some common prompt templates you can use right away include:
  • "Generate a social media post for [product]"
  • "Summarise company data for [client]"
  • "Create a report of leads added last quarter."

• If you're unsure where to begin, you can ask ChatSpot to suggest a prompt, and it will provide useful starting points for different tasks.

Step 3: Customising Your Commands

• While templates are great for beginners, one of the biggest strengths of ChatSpot is the ability to customise your commands. You can provide specific instructions based on your needs, such as:
  • "Create a follow-up email using a casual tone."
  • "Generate a blog post about SEO strategies for eCommerce."
• This flexibility allows you to tailor ChatSpot’s outputs to suit your style, audience, and goals.

Step 4: Review and Edit

• Once ChatSpot generates content or data, it’s easy to review the results within the panel. You can either insert the content directly into your HubSpot tools or refine it further using additional prompts.
• The Collaborate Mode feature also allows you to edit content seamlessly. For example, if ChatSpot generates a blog post, you can ask it to change the tone, expand a section, or apply your brand voice.

Step 5: Integrating ChatSpot into Your Workflow

• After experimenting with different features, it’s important to incorporate ChatSpot into your daily routine. Whether it's managing contacts, generating content, or creating reports, ChatSpot becomes even more effective as you continue to use it regularly.
• To streamline your experience, use the favourites tab to save frequently used prompts so they’re always easy to access.

By following these simple steps, you’ll be able to unlock ChatSpot’s full potential, automating tasks and improving productivity across your sales, marketing, and CRM efforts.

Common Use Cases: Real-Life Examples

ChatSpot excels at handling tasks across sales, marketing, and CRM, making it a versatile tool for improving efficiency. Here are some common use cases that illustrate how you can use ChatSpot in your daily workflows:

1. Creating New Records in Real-Time

Imagine you're in a meeting with a potential client who’s interested in your product. Instead of taking manual notes and updating the CRM later, you can ask ChatSpot to instantly create a new deal with all the relevant information.

Example prompt: "Create a new deal for [company name] with a value of $15,000."

ChatSpot will not only create the deal but also allow you to assign it to yourself or update details immediately.

2. Adding and Reviewing Meeting Notes

If you’re taking notes during a meeting, ChatSpot can save you time by allowing you to directly log notes into the CRM. After the meeting, you can also review all notes related to the contact or company without having to manually navigate through each record.

Example prompt: "Add a note to [contact name] summarising today's discussion."

Example prompt: "Review notes for [contact name] from the past six months."

3. Listing Records with Specific Criteria

As a sales manager, keeping track of deals can be a challenge. ChatSpot helps by pulling up lists of deals that match specific criteria, such as those set to close in a certain time frame.

Example prompt: "Find deals with a close date in September 2024."

This allows you to easily track upcoming opportunities and make informed decisions on which leads to prioritise.

4. Summarising Records for Easy Insights

Instead of scrolling through endless activities logged in your CRM, you can ask ChatSpot to provide a quick summary of a company’s activity. This is especially helpful when you need an overview of client interactions.

Example prompt: "Summarise company [company domain name] activities."

You’ll receive an overview of logged notes, property values, and important updates in seconds.

5. Generating Content for Blogs and Marketing

Writing a blog post from scratch can be time-consuming. ChatSpot simplifies this by generating a blog draft based on your topic and audience. This allows you to get started quickly, especially for content-heavy tasks.

Example prompt: "Generate a blog post about increasing social media engagement."

ChatSpot can also integrate with your HubSpot account, so you can directly create a blog draft within HubSpot once the content is generated.

6. Creating AI-Generated Images

For marketers looking to create visuals, ChatSpot’s integration with DALL-E can generate images on demand. Whether for a blog or social media post, you can use simple prompts to create unique visuals.

Example prompt: "Generate an image of a dog and its owner in watercolour style."

Once generated, the image can be saved directly into your HubSpot files for easy use.

7. Drafting Personalised Sales Emails

ChatSpot can help sales representatives generate personalised emails for various stages of the sales funnel, saving time and ensuring consistent messaging. Whether it’s an initial outreach email or a follow-up, ChatSpot handles it quickly.

Example prompt: "Generate a re-engagement email for a lead who hasn't responded in two weeks."

ChatSpot’s email prompts cover a range of scenarios, making it easier to maintain client engagement.

8. Automating Sales Workflows

You can use ChatSpot to set up automated workflows for managing leads. For instance, when a new lead enters the system, you can automate the process of assigning it to a sales rep.

Example prompt: "Create a workflow to assign new leads to [sales rep name] when they are added to the CRM."

This automation frees up time for your team to focus on more high-value tasks.

9. Conducting Prospect Research

If you’re researching a potential client or competitor, ChatSpot can quickly pull up useful information about their technology, news, and business activity.

Example prompt: "Research technology used by [company name]."

This allows you to get a detailed view of their operations, helping you tailor your pitch or marketing strategy.

These use cases illustrate how ChatSpot can enhance your workflows by making processes faster and more efficient while reducing the need for manual tasks.

The Future of HubSpot’s ChatSpot AI

As AI technology evolves, ChatSpot is set to become even more powerful and intuitive. Here are some potential advancements:

• Natural Conversations: ChatSpot’s interactions will likely become more human-like, improving its ability to understand context and respond accurately.
• Predictive Customer Service: ChatSpot could anticipate customer needs, offering proactive solutions and recommendations based on CRM data.
• Voice Command Integration: In the future, voice commands may allow users to control ChatSpot hands-free, expanding its functionality across mobile devices and smart speakers.
• Enhanced Personalisation: With more data, ChatSpot could offer deeper personalisation, creating content that matches your company’s tone and style automatically.
• Emerging Technologies: ChatSpot might integrate with AR and VR to create immersive customer experiences, pushing the boundaries of digital engagement.

These potential developments will make ChatSpot an even more essential tool for businesses looking to leverage AI for efficiency and growth.

Partner with ScaleStation to Unlock the Full Potential of HubSpot

At ScaleStation, we help businesses harness the full potential of HubSpot, ensuring every feature is working to drive success. Whether you need a comprehensive HubSpot audit to optimise your system, guidance through seamless onboarding, or support with HubSpot CMS to build a dynamic website, our team is ready to assist. 

We also specialise in CRM optimisation, improving your lead management and sales tracking, as well as marketing automation that helps you streamline your marketing efforts across channels. With ScaleStation, you’ll unlock the full power of HubSpot and transform the way your business operates.

Connect with ScaleStation today and let our experts guide you in maximising HubSpot’s full potential. From optimising your CRM to automating marketing tasks, we’ll ensure you get the most out of every feature. 

Final Thoughts: Why You Should Start Using ChatSpot Today

ChatSpot offers a practical AI-driven solution for managing marketing, sales, and CRM tasks within HubSpot. Its ability to streamline workflows, automate repetitive tasks, and create personalised content makes it an essential tool for businesses looking to improve efficiency.

ChatSpot’s evolving features continue to provide valuable insights and flexible functionality, making it a smart choice for companies ready to embrace AI tools for growth and productivity.