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.

1. Export your workflows from HubSpot.

2. Document what each workflow does, when it’s triggered, and who it impacts.

3. 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:

• Trigger: Contact property = Lifecycle stage = MQL

• Action: Assign contact to SDR queue

• Notes: Runs only once per contact

The more specific, the better your Assistant will be.

Step 2: Create a Breeze Assistant

1. Navigate to Settings > AI Assistants > Breeze Assistants.

2. Click Create Assistant.

3. Name your Assistant (e.g., “Workflow Coach” or “Sales Pipeline Assistant”).

4. 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:

1. Upload or link your documentation.

2. Tag sections so the AI knows which processes belong to Sales, Marketing, or Service.

3. 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:

1. Export your workflows as a CSV.

2. Copy the Flow ID column.

3. Build links in this format: https://app.hubspot.com/workflows/[PortalID]/flow/[FlowID]

4. 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.

• Sales reps can ask: “Which workflows assign leads in this pipeline?”

• Marketers can ask: “What automation runs when someone fills out the demo form?”

• 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:

• Scalability – Knowledge isn’t locked in one person’s head.

• Efficiency – Answers are instant, not hidden in PDFs.

• 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.