missionEN

Turn your HubSpot numbers into a weekly team update

Every Monday, your HubSpot numbers land in the team chat, with what changed and what deserves a look.

Le contexte

BRIEFING

Every week someone opens HubSpot, looks at the same dashboard, and tries to tell the team what moved. It takes time, and when that person is busy, nobody hears about the deal that has been stuck for a month.

In this mission you build a Workspace Studio flow that does it for you. HubSpot does the counting, Gemini writes the comment, Studio posts it in your team's Chat space. Each tool does what it does best: the figures come from the source, the AI only explains them.

There are three ways to get there. Your organisation's setup decides which one you can use, so start by checking which path is open to you.

OBJECTIVES

Mission brief and checklist

Your mission, should you choose to accept it, is to get a weekly HubSpot update posted in your team's Chat space, with a short comment on what changed, without anyone opening HubSpot.

The mission is complete when…

The update arrives on its own, on a fixed day and time, with nobody clicking anything.
Every figure in the Chat post matches the HubSpot dashboard: you checked them one by one.
The comment names what changed and what deserves a look, and invents nothing it could not see.

Going further

Add a « Check if » step so the flow posts only when something important moved, for example a deal stuck in the same stage for more than 30 days.
Send the report as a CSV attachment, save it to Drive with « Add email attachments to Drive », and compare what Gemini can say from the file versus the image.
Path C: if you have a Claude seat, ask Claude with the HubSpot connector for the same update. Claude counts the records itself and can add a task on each stuck deal. Compare the two results.

STEPS

The mission is broken down into progressive steps.

Step 0 · Which path is open to you?

In Workspace Studio, start a new flow and open the list of steps. If you see HubSpot steps, take path A. If you don't, take path B: it works with Google tools only. Path C (Claude) is in « Going further ».

Path A · Studio reads HubSpot

1
In HubSpot, note what you want to follow each week: for example deals created, deals won, and deals with no activity for 30 days.
2
In Workspace Studio, create a flow that starts « On a schedule », every Monday at 8 am.
3
Add the HubSpot step that lists records, connect your HubSpot account, and ask for the deals you noted. The exact step names depend on what your organisation enabled.
4
Add an « Ask Gemini » step, paste the comment prompt from the template below, and insert the output of the HubSpot step.
5
Add a « Post in a space » step to your team's Chat space with Gemini's comment.
6
Run the flow once, then compare every figure with HubSpot. If the step only lists a few records and cannot give totals, switch to path B: the totals must come from HubSpot.

Path B · HubSpot sends, Studio comments

1
In HubSpot, build or open a dashboard with the figures you want to follow each week.
2
Share it by email to yourself as a recurring email, every Monday at 7 am, with « No attachment »: HubSpot then sends a visual of the dashboard.
3
In Workspace Studio, create a flow that starts « When I get an email », filtered on the HubSpot sender and the subject of that email.
4
Add an « Ask Gemini » step, paste the comment prompt from the template, and insert the email from the starter.
5
Add a « Post in a space » step to your team's Chat space with Gemini's comment.
6
Use HubSpot's option to send the email now, wait for the post, then compare every figure with the dashboard. Note what Gemini read correctly and what it missed.

Le kit prêt à l'emploi

Documentation & Template

Prerequisites

Build your first Workspace Studio flow and a HubSpot user account: recurring report emails only go to HubSpot users.

Documentation

Workspace Studio guide to starters and steps: https://support.google.com/workspace-studio/table/17176961
Emailing HubSpot reports and dashboards: https://knowledge.hubspot.com/dashboard/email-or-export-reports-and-dashboards
Things to watch: HubSpot integrations in Workspace Studio are in beta and switched off by default, so path A depends on your administrator. HubSpot captures the report data two hours before the email is sent. Gemini may not read every figure in an image: that is why you check them.

Template to duplicate / Content to use

Copy the prompt into the « Ask Gemini » step, then replace the words in braces with the variables from your flow.

Comment prompt (Ask Gemini step)

CODE

You write the weekly HubSpot update for a team chat.
Use only the figures in the content below. Never compute a new total and never invent a figure. If a figure is unreadable or missing, write [NOT READ].
Format: one line with the 3 key figures, then 3 short bullets: what went up, what went down, and one thing that deserves a look this week (a stuck deal, a drop, a spike).
Max 80 words. Plain language, no jargon.

Content:
{HubSpot email or HubSpot step output}

The flow sheet to fill in (same as in the first mission)

CODE

Starter: 
Data it uses: 
Steps: 
Result: 
Time saved per week: 
Where it got stuck: 
Path used (A, B or C):