TanaOutliner
Log inDownload
Guide

Connect HubSpot

Set up the HubSpot integration so Chat can search contacts, companies, and deals, log notes to CRM records, and update lifecycle stages without leaving Tana.

Tana connects to your HubSpot account so the AI can pull customer context into meeting prep and push outcomes back to the CRM, without you switching tools. This guide walks through the one-time setup, what to expect from the OAuth flow, and how to start using the integration in Chat.

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 skills to Tana types that drive HubSpot actions one-click from your documents. See Skills for how that works.

Connect HubSpot

You only need to do this once. The connection is per-account, not org-wide.

  1. Open Settings with Cmd+,Ctrl+,, or from the account menu in the sidebar.

  2. Open Integrations.

  3. Find HubSpot in the list and click Connect.

  4. A HubSpot authorization window opens. Sign in (if you aren't already) and pick the HubSpot account you want to connect.

  5. Review the permissions HubSpot lists for Tana, then click Connect app.

  6. The popup closes and Tana shows Connected next to HubSpot, along with the account name.

If you have access to more than one HubSpot account, you'll be asked to pick one during step 4. 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 can call HubSpot tools when 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.

Something else? See Integrations for the broader integration overview, or reach out at support@tana.inc.

Connect HubSpot - Tana Learn