HubSpot CRM Data

When you connect HubSpot, CoAgentor syncs your CRM records and makes them available as data source files that can be added to agent contexts. During a meeting, your agent can retrieve relevant CRM information through the same RAG pipeline used for uploaded files and Drive documents.

→ Connect HubSpot →

What gets synced#

CoAgentor pulls three object types from your HubSpot portal:

Contacts — name, email, phone, company, job title, lifecycle stage, lead status, and owner.

Companies — name, domain, industry, phone, location, employee count, annual revenue, lifecycle stage, and owner.

Deals — deal name, stage, pipeline, amount, close date, and owner.

Each object type is stored as a separate data source file (e.g. contacts.txt, companies.txt, deals.txt) and can be independently added to contexts.

Filtering what gets synced#

You don't have to sync everything. Click Filters on your HubSpot connection card to configure per-object-type filters — for example, only sync contacts with lifecycle stage "Customer", or only open deals in a specific pipeline.

Filters are applied at sync time. Only records matching your filter criteria are pulled from HubSpot and made available as context.

→ Learn more about sync filters →

How it appears in the context builder#

HubSpot data source files appear alongside your uploaded files, Drive files, and GitHub files in the context file picker. Select the ones you want your agent to have access to during meetings.

Files are labelled with "HubSpot CRM" so you can distinguish them from uploaded files.

Sync frequency#

Data syncs automatically every 6 hours. You can also trigger a manual sync from the Integrations page → by clicking the Sync button on your HubSpot connection.

After a sync, the files are re-processed and re-embedded automatically. The updated data will be available to your agents in their next meeting.

Record limits#

Your plan determines how many CRM records are synced. See HubSpot integration limits → for details.

If your CRM has more records than your plan allows, CoAgentor syncs records up to the limit.

Tips for best results#

• Use sync filters. If your agent is for sales calls, filter to only the relevant pipeline or lifecycle stages. Smaller, more targeted data produces better retrieval.
• Keep HubSpot data clean. Records with missing names or empty fields produce less useful context.
• Combine with other sources. HubSpot data works well alongside uploaded documents like pricing sheets, case studies, or product specs.