Connect HubSpot

Your customer conversations happen in Tana; your customer record lives in HubSpot. Connect the two and the AI moves between them for you: it pulls the contact, company, and deal history into meeting prep, and pushes what the call produced, the notes, the new deal, the stage change, back to the CRM while the context is fresh. This guide covers the one-time setup, what to expect from the OAuth flow, and how to start using the integration.

What you can do with HubSpot in Tana

Once HubSpot is connected, ask the AI in chat to:

• Find contacts and companies: search by name, email, company, or domain
• Read deal context: list recent deals or pull a contact's deals into a meeting
• Log notes: drop meeting takeaways onto a contact, company, or deal as a HubSpot note
• Create deals: open a new deal and attach it to a contact or company
• Update lifecycle stage and properties: move a contact from Lead to MQL, set a lead status, or write to any contact or company property

You can also attach a skill to a type, so a HubSpot action like "log this to the deal" becomes one click on every item of that kind, the same for everyone on the team.

Connect HubSpot

You only need to do this once. The connection is per-account, not org-wide, so each teammate connects their own, and the AI acts in HubSpot with your access.

If you have access to more than one HubSpot account, you'll pick one while authorizing. You can disconnect and reconnect later to switch accounts.

Permissions Tana requests

Tana asks HubSpot for the access it needs to read and write the records the AI works with: contacts, companies, deals, and notes. Tana never reads or writes anything outside the scopes you grant during connect.

You can review or revoke Tana's access at any time from your HubSpot account under Settings → Integrations → Connected Apps.

Use it in chat

Once HubSpot is connected, the AI calls HubSpot tools whenever a prompt asks for it. Some prompts to try:

• "What's the latest on the Acme deal? Pull the contact details and the open deals."
• "Move Sarah Chen's lifecycle stage to MQL and set her lead status to Connected."
• "Log this meeting as a note on the Acme deal and tag it to Sarah."
• "Create a new deal called Acme expansion, attach it to Acme Corp, and set the stage to Discovery."

The AI picks the right HubSpot tool from your prompt and asks for clarification only when something is ambiguous (for example, which Sarah, or which pipeline).

Working with custom properties

HubSpot fields use internal property names like lifecyclestage and hs_lead_status, and the values for those fields come from how your HubSpot account is configured ("MQL", "Customer", "Opportunity", and so on).

If a prompt uses display names ("Marketing Qualified Lead"), the AI maps them to your account's values when it can, and asks if it can't. To update a custom property reliably, name the property and the value the way they're configured in HubSpot.

Disconnect HubSpot

To remove the connection from Tana:

1. Open Settings → Integrations.
2. Click Disconnect next to HubSpot.

Disconnecting stops the AI from reading or writing to HubSpot but does not delete any data already in HubSpot or in Tana. To fully revoke Tana's access from HubSpot's side, also remove the Tana app under Settings → Integrations → Connected Apps in HubSpot.

Troubleshooting

The AI says it can't reach HubSpot. The connection has likely expired or been revoked. Reconnect from Settings → Integrations.

The AI created a record but I can't find it. Records the AI creates are scoped to the HubSpot account you connected. If you have multiple HubSpot accounts, double-check you're looking at the right one.

A property update was rejected. HubSpot rejects property updates when the value isn't on the configured option list (for example, writing "MQL" to a lifecyclestage that only has lead, marketingqualifiedlead, etc.). Use the value as it's configured in your HubSpot account.