Busy season means an overflowing inbox, a calendar packed with meetings, and a to-do list that outpaces the day. A personal assistant would help, but hiring one isn't in most teams' budgets. HubSpot's Breeze Assistant is the more realistic option, and most teams are only using a fraction of what it can actually do.
Getting more out of Breeze Assistant comes down to two things:
- Using what's already built into the base assistant
- Building a custom assistant trained on your team's own process documents for the questions the base assistant can't answer on its own
The base assistant works well out of the box for CRM questions, meeting prep, and email drafts. A custom assistant, built through Breeze Projects with a knowledge vault attached, is what turns it into something that knows your specific processes instead of general HubSpot knowledge.
What the Base Breeze Assistant Already Handles Well
Every HubSpot portal comes with the base Breeze Assistant already turned on, no setup required. It's tied directly to your CRM, so it knows your records, your HubSpot data model, and how information moves through your system. A few places you can use it daily:
- Summarize: Select a contact, company, or deal and get an activity summary, suggested next steps, and a recap of any open deals tied to that record.
- Create: Draft emails and tasks that pull from CRM context, meeting transcripts, and past correspondence in one place. If you've got email templates preloaded, it fills them in rather than starting from a blank page. For recurring updates, it will even suggest who to CC or BCC based on who's been included in past versions.
- How Do I: Ask operational or technical questions about your own portal, not just general HubSpot questions. This is useful for more than day-to-day use. If a third-party integration starts overwriting contact records, for example, you can describe the pattern and ask the assistant to find every other record showing the same issue. It can comb through the data, spot the trend, and isolate the affected records far faster than doing it manually.
- Meetings: Generate an agenda based on past conversations with that contact, or draft your follow-up once the meeting wraps.
Building a Custom Assistant for Your Team's Actual Processes
The base assistant is strong on CRM knowledge, but it doesn't know your internal processes unless you teach it. That's what Breeze Projects are for: a named, custom version of the assistant with its own instructions, role, and knowledge base.
To set one up, you give it a name and a short description of its role, something like "a process compliance manager who supports frontline agents as they work with buyers and sellers." From there, you decide how to feed it your documentation.
You have two options:
- Upload a file directly to the project
- Build a knowledge vault and attach that instead
If a document is genuinely static, uploading it directly is fine. But if it's something you'll update periodically, like a training manual you revise every year, use a knowledge vault. Swap the file inside the vault, and every prompt or project referencing it updates automatically. Upload directly instead, and you'd have to track down and replace that file everywhere it's referenced.
Knowledge vaults accept most file types, and you can also pull in existing HubSpot content, like CRM records, or specific lists (a high-value customer list, for instance), rather than only outside documents.
One easy step to miss: a project is private to you by default. If you want your team to actually use it, click into the access field within the project, select who should have access (or open it to everyone in the portal), and leave their permission level set to use rather than edit unless you want them changing the setup itself. Then apply and create. Saved prompts have their own separate sharing toggle too, the pencil icon at the bottom of each prompt, so a prompt won't be visible to your team until you set that as well.
Saved Prompts Turn Repeat Questions Into a Shortcut
Once a custom assistant is built, saved prompts are what make it powerful on a daily basis. Any question your team asks repeatedly can be saved as a prompt so nobody has to retype it or dig through a shared drive to find the answer.
Saved prompts can also run on a schedule: daily, weekly, monthly, or annually, at whatever time you set. That's particularly useful for recurring work. A weekly status update prompt can run automatically before your day starts, so the draft is sitting there ready for you to review and send instead of something you have to remember to generate.
A few other details to know:
- Prompts can be shared with the whole team or kept private to you.
- Using the @ symbol inside a prompt lets you pull in a specific company or contact record directly, so a saved prompt can reference "this exact account" instead of staying generic.
- Editing a saved prompt, including who has access to it, takes one click on the prompt's settings.
You Don't Need Fully Built-Out Documentation to Start
If your processes are already well documented, setting this up is mostly a matter of organizing what you already have. If they're not, that's not a reason to skip it. Start with something as simple as an FAQ of the questions your team asks most often, and build the knowledge vault out from there. Any specificity is better than none, and the assistant gets more useful every time you add to it.
FAQ
What's the difference between the base Breeze Assistant and a custom one?
The base assistant comes standard in every portal and is built around your CRM data: records, deals, meetings, and general HubSpot questions. A custom assistant, created through Breeze Projects, is trained on your own instructions and documentation, so it can answer questions specific to your business that the base assistant has no way of knowing.
Should I upload a file directly to a Breeze project, or build a knowledge vault?
Upload directly for something static that won't change. Use a knowledge vault for anything you'll update periodically. Swapping a file in a vault updates every reference automatically, while a direct upload has to be replaced manually wherever it's used.
Can Breeze Assistant run on a schedule?
Yes. Saved prompts can be set to run daily, weekly, monthly, or annually at a specific time, which works well for recurring tasks like status updates or reports you'd otherwise have to remember to generate yourself.
Who can see and use a custom Breeze Assistant I build?
Only you, by default. You have to explicitly grant access to your team after creating the project, or you'll be the only one able to use it.
Want Help Setting This Up for Your Team?
A custom Breeze Assistant is only as good as the documentation behind it, and building that out, or figuring out what to document in the first place, is easier with someone who already knows your HubSpot setup. If you want help getting a custom assistant in place for your team, let’s talk.
