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How to Create and Train Your Own HubSpot Breeze Assistant Step-by-Step
HubSpot’s new Breeze Assistants are one of the most powerful ways to put AI to work in your CRM. Instead of digging through a 50+ page manual, your team can ask questions and get instant answers trained on your processes.
Here’s a full walkthrough of how to create and train a Breeze Assistant for your HubSpot setup.
Step 1: Document Your Workflows and Processes
Before AI can help, you need the right foundation: documentation.
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Export your workflows from HubSpot.
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Document what each workflow does, when it’s triggered, and who it impacts.
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Store this documentation in HubSpot’s Knowledge Vault - this is the database the Assistant will reference.
- Example: Instead of writing “This workflow assigns leads,” document:
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Trigger: Contact property = Lifecycle stage = MQL
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Action: Assign contact to SDR queue
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Notes: Runs only once per contact
The more specific, the better your Assistant will be.
Step 2: Create a Breeze Assistant
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Navigate to Settings > AI Assistants > Breeze Assistants.
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Click Create Assistant.
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Name your Assistant (e.g., “Workflow Coach” or “Sales Pipeline Assistant”).
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Select the Knowledge Vault as its primary data source.
This ensures it uses your internal documentation instead of generic HubSpot help articles.
Step 3: Train the Assistant on Your Content
Once the Assistant is created:
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Upload or link your documentation.
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Tag sections so the AI knows which processes belong to Sales, Marketing, or Service.
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Test it with real questions your team would ask.
- Example question: “Which workflows will trigger when a Deal enters ‘Contract Sent’ in the Sales Pipeline?”
Instead of searching, the Assistant pulls a clear answer directly from your Knowledge Vault.
Step 4: Add Workflow Links for Faster Navigation
- Pro tip: When you export workflows, you can generate links using the Flow ID.
Here’s how:
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Export your workflows as a CSV.
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Copy the Flow ID column.
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Build links in this format:
https://app.hubspot.com/workflows/[PortalID]/flow/[FlowID]
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Insert those links into your Knowledge Vault docs.
Now, when the Assistant answers a question, it can include a clickable link to the exact workflow inside HubSpot.
Step 5: Roll It Out to Your Team
Give your team access to the Assistant and encourage them to use it in place of emailing the admin.
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Sales reps can ask: “Which workflows assign leads in this pipeline?”
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Marketers can ask: “What automation runs when someone fills out the demo form?”
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Ops teams can ask: “Which workflows enroll contacts when deal stage changes?”
Instead of memorizing processes or digging through a doc, they get answers in seconds.
Why This Works
Training a Breeze Assistant solves three admin headaches:
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Scalability – Knowledge isn’t locked in one person’s head.
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Efficiency – Answers are instant, not hidden in PDFs.
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Adoption – Teams actually use the documentation because it’s interactive.
This isn’t just a nice-to-have. It’s a sustainable way to scale HubSpot knowledge across growing teams.
Final Takeaway
Creating and training your own HubSpot Breeze Assistant transforms your documentation from static manuals into interactive AI-powered conversations.
Instead of wasting hours searching, your team can get direct answers - and even links - in seconds.
That’s the difference between documentation that collects dust and an Assistant that drives real adoption.