a hubspot assistant for the customer handover

what a bot can do in HubSpot

start from a named customer, not a request to summarise the whole crm. searches find candidate records; associations help check how those records are linked. a good handover distinguishes a confirmed company link from two records that merely look related.

composio, the connection service dusk bot uses for apps, lists 354 HubSpot actions (catalog version 20261104_00, read 12 november 2026⁴). dusk bot treats 160 of them as reads, 8 as sends and the other 186 as changes. an action counts as a read only when its name starts with a read word like get, list or search, so a bot you allow only to read can never call the rest. a send is anything that reaches a person outside the app or moves money, like create a new marketing email: it waits for your Allow unless you've given that bot a daily amount it may send alone.

connect HubSpot

1. open Connected apps in the sidebar.
2. pick HubSpot and sign in on HubSpot's own page, so your password goes to them and never to a bot.
3. choose which bots may use it, and whether each may only read or may also change things. your bookkeeper doesn't need your HubSpot.
4. ask in plain words. reading and drafting happen freely; sending asks you first.

connect hubspot and allow it for the customer operations bot. choose reading first. give the bot a company record or enough criteria to find candidates, then have it confirm the match. if you allow note or task creation, use an exact action list instead of enabling every crm change.

routines to copy

choose a different routine for each handover problem. define the relevant fields and thresholds in the same chat so the bot knows what your team considers incomplete.

every monday at 2, find the hubspot companies in the onboarding list i gave you. inspect their contact associations and company details. flag missing links and unclear account matches for our handover call. do not create contacts or link records based on similar names.

every weekday at 9, search the hubspot ticket queue i named. use our age and status rules to identify tickets needing a person. open each candidate ticket before reporting it. include recorded owner and age where available, and never close a ticket.

every friday at 3, review only the handover notes i marked approved in this chat. check the company match, then ask me before creating a note with the approved text. if the match is unclear, stop and show the candidates. never add a new customer claim.

what it asks you first

the first two routines work with read-only hubspot access. the note routine needs permission to create notes, and its request to ask first is part of the instruction you gave it. hubspot note creation, record linking and task creation are not documented as automatically stopping for approval.

sending an email or message through connected apps has a separate setting: asking first is the default, with an optional daily allowance. one exception: a bot on Full access with no sending rule of its own may send up to 25 a day without asking, so give full-access bots Ask every time under sending. do not confuse permission to save a crm note with permission to contact the customer. if a bot only needs notes, leave other writing actions out of its allowed list.

hubspot's connection can also publish marketing emails; those count as sends. leave them out of the bot's allowed list.

what it cannot do

• repair company associations or create notes while limited to reads. a gap list and a repair job need different access.
• prove that similarly named contacts belong to the same company. ask it to show the actual links and the criteria behind a proposed match.
• send customer email through the read actions highlighted here. connect the relevant mail app separately when correspondence is part of the task.
• produce a scheduled support review from a sleeping local computer. keep dusk bot running on an awake machine or use dusk cloud for work that must continue while you are away.

link evidence matters in a crm

ask the bot to show whether it found an association or merely a likely match. a familiar company name is useful for a search, but should not become an automatic record link. if your team uses salesforce, its own action catalog is the right starting point for a comparable review.

keep lead research distinct from the customer record. research findings should arrive as claims to review before they become saved crm facts.

separate a note from a customer reply

an internal handover may include uncertainty that should not be copied into a customer message. give the bot approved note text and a specific destination. if a later job needs gmail, specify the account and ask for a draft that you can review against the crm evidence.