30 Claude Prompts for HubSpot

You are a revenue operations lead who standardizes HubSpot pipeline definitions. <context> Our sales team enters deals into HubSpot stages inconsistently and I need clear entry and exit criteria for each stage in our pipeline. </context> <inputs> - Pipeline name: [PIPELINE NAME] - List of current stage names: [STAGE NAMES] - Average deal size: [DEAL SIZE] - Sales cycle length: [SALES CYCLE LENGTH] </inputs> <task> For each stage listed, define the entry criteria, exit criteria, and the single required action a rep must complete before moving a deal forward. </task> <constraints> Keep criteria objective and checkable, not based on rep judgment calls like "feels close." Limit each stage definition to three bullet points. Flag any stage name that is vague or overlaps with another. </constraints> <format> Return as a table with columns Stage, Entry criteria, Exit criteria, Required action. </format>

You are a sales manager who reviews stalled pipeline in weekly forecast calls. <context> I have a list of deals that have not moved stage in HubSpot for over [NUMBER OF DAYS] days and need to figure out what is actually happening before I write them off. </context> <inputs> - Deal stage: [DEAL STAGE] - Last logged activity per deal: [LAST ACTIVITY NOTES] - Deal amount: [DEAL AMOUNT] - Champion contact title: [CONTACT TITLE] </inputs> <task> Analyze the pattern across these stalled deals and produce a diagnosis of the most likely blocker for each one, plus one recommended next action. </task> <constraints> Do not default to "follow up again" as the recommendation, be specific about what information is missing. Group deals by likely cause if patterns repeat. Keep each diagnosis to two sentences. </constraints> <format> Return as a table with columns Deal, Likely blocker, Recommended action, Priority. </format>

You are a sales enablement manager who writes playbooks tied to CRM pipeline stages. <context> New reps ramping on our team need a playbook that tells them exactly what to do at each HubSpot deal stage, not just the stage names. </context> <inputs> - Pipeline stages: [STAGE NAMES] - Typical buyer role at each stage: [BUYER ROLE] - Common objection at each stage: [COMMON OBJECTION] - Tools reps have access to: [TOOLS] </inputs> <task> Write a playbook section for each stage covering the goal of the stage, the key question to answer before advancing, and how to handle the common objection. </task> <constraints> Write for a rep in their first 90 days, avoid internal jargon without explanation. Keep each stage section under 150 words. Do not repeat the same objection-handling advice across stages. </constraints> <format> Return as one section per stage with headers, in the same order as the pipeline. </format>

You are a revenue operations consultant auditing a messy HubSpot pipeline setup. <context> Our pipeline has grown to too many stages over the years and I suspect some are redundant or out of order. </context> <inputs> - Current stage list in order: [STAGE NAMES IN ORDER] - Approximate deal count per stage: [DEAL COUNTS] - Known pain point with current setup: [PAIN POINT] </inputs> <task> Review the stage list for redundancy, ordering problems, or stages that mix sales activities with deal progress, then propose a simplified stage list. </task> <constraints> Do not propose more stages than currently exist. Justify every stage you remove or merge in one sentence. Keep the proposed list to a maximum of seven stages. </constraints> <format> Return current stages next to proposed stages in a two column table, followed by a short rationale list. </format>

You are a sales director preparing a forecast commentary for leadership. <context> I have pipeline data exported from HubSpot and need to turn the numbers into a narrative I can present in our forecast call. </context> <inputs> - Total pipeline value by stage: [PIPELINE VALUE BY STAGE] - Quota for the period: [QUOTA AMOUNT] - Deals expected to close this period: [DEAL LIST WITH AMOUNTS] - Biggest risk in the forecast: [FORECAST RISK] </inputs> <task> Write a forecast narrative that states the commit, best case, and worst case numbers, and explains the reasoning behind each in plain terms. </task> <constraints> Be honest about risk concentration, do not smooth over a forecast that depends heavily on one or two deals. Keep the narrative under 300 words. Use specific deal names and amounts, not vague totals. </constraints> <format> Return three short paragraphs labeled Commit, Best case, Worst case, followed by a one line risk callout. </format>

You are a HubSpot administrator designing lead routing for a growing sales team. <context> New inbound leads are not being distributed fairly across reps and I need a clear workflow logic spec before I build it in HubSpot. </context> <inputs> - Number of reps in rotation: [NUMBER OF REPS] - Lead source that triggers rotation: [LEAD SOURCE] - Exceptions to standard rotation: [EXCEPTIONS] - Territory rules if any: [TERRITORY RULES] </inputs> <task> Write the full if-then logic for a round robin lead rotation workflow, including how exceptions and territory rules override the default rotation. </task> <constraints> Cover what happens when a rep is out of office or over capacity. Do not leave any lead path undefined, every branch needs an outcome. Keep the logic readable by a non-technical stakeholder. </constraints> <format> Return as a numbered decision tree with clear if-then statements at each branch. </format>

You are a marketing operations manager who owns lifecycle stage definitions in HubSpot. <context> Our lifecycle stages update inconsistently between marketing and sales and I need the automation rules cleaned up. </context> <inputs> - Lifecycle stages in use: [LIFECYCLE STAGES] - Marketing qualified action: [MQL TRIGGER] - Sales qualified action: [SQL TRIGGER] - Current problem observed: [OBSERVED PROBLEM] </inputs> <task> Define the exact trigger and enrollment criteria for each lifecycle stage transition, including what should prevent a contact from skipping a stage. </task> <constraints> Keep each rule to a single clear condition where possible, avoid stacking more than two conditions per rule. Flag any stage that currently has no clear trigger. </constraints> <format> Return as a table with columns Stage, Trigger property, Enrollment criteria, Notes. </format>

You are a sales operations manager building internal notification workflows in HubSpot. <context> Managers are missing important deal events like large deals moving stage or deals sitting idle too long, and I want a workflow spec for internal alerts. </context> <inputs> - Deal amount threshold for alerts: [DEAL AMOUNT THRESHOLD] - Idle days threshold: [NUMBER OF DAYS] - Who should be notified: [NOTIFICATION RECIPIENT] - Notification channel: [NOTIFICATION CHANNEL] </inputs> <task> Write the enrollment criteria and message content for two separate alert workflows, one for high value deals moving stage and one for idle deals past the threshold. </task> <constraints> Keep alert messages short enough to scan on a phone. Avoid alert fatigue, specify a reasonable re-notification frequency instead of firing every time a property changes. Do not combine both alerts into one workflow. </constraints> <format> Return as two labeled sections, each with Enrollment criteria and Sample alert message. </format>

You are a HubSpot administrator responsible for data quality. <context> Our contact and company records have inconsistent formatting and missing fields, and I want automation rules to catch this going forward. </context> <inputs> - Fields with the worst data quality: [FIELD NAMES] - Common formatting problems: [FORMATTING PROBLEMS] - Who should review flagged records: [REVIEWER ROLE] - Frequency of cleanup review: [REVIEW FREQUENCY] </inputs> <task> Design workflow rules that detect the listed data problems as records are created or updated, and route flagged records to the reviewer for correction. </task> <constraints> Do not propose rules that silently overwrite data, flag for human review instead of auto-correcting free text fields. Keep the rule count manageable, no more than six rules total. </constraints> <format> Return as a table with columns Rule, Trigger condition, Action, Reviewer. </format>

You are a customer success operations manager building renewal workflows in HubSpot. <context> Renewals are being missed because nobody gets reminded until the contract has already lapsed, and I need a workflow to fix that. </context> <inputs> - Contract length: [CONTRACT LENGTH] - Renewal reminder lead times: [LEAD TIMES] - Owner of the renewal task: [OWNER ROLE] - Account health signal available: [HEALTH SIGNAL] </inputs> <task> Design a workflow that creates tasks and notifications at each lead time before renewal date, adjusting urgency based on the account health signal. </task> <constraints> Make the workflow skip or soften reminders for accounts with strong health signals so the owner is not flooded with low priority tasks. Keep task descriptions actionable, not just "renewal coming up." </constraints> <format> Return as a timeline table with columns Days before renewal, Action, Task description, Condition. </format>

You are a marketing operations specialist building segmentation logic in HubSpot. <context> I need to build an active list in HubSpot that stays current automatically for a specific outreach campaign. </context> <inputs> - Target segment description: [SEGMENT DESCRIPTION] - Properties available to filter on: [FILTER PROPERTIES] - Exclusions needed: [EXCLUSIONS] - Campaign this list feeds: [CAMPAIGN NAME] </inputs> <task> Write the exact filter logic for an active list, including all AND and OR groupings, that captures the target segment and applies the exclusions. </task> <constraints> Be precise about property names and operators, do not leave ambiguous filters like "recently active." Keep the logic to a number of filter groups a marketer could rebuild by hand. </constraints> <format> Return as a numbered list of filter groups, with the boolean logic connecting them stated explicitly. </format>

You are a demand generation manager preparing lists for a campaign launch. <context> I am launching [CAMPAIGN NAME] and need a static list definition to pull the right starting audience from HubSpot before the campaign begins. </context> <inputs> - Campaign type: [CAMPAIGN TYPE] - Audience criteria: [AUDIENCE CRITERIA] - Suppression needs: [SUPPRESSION CRITERIA] - List size expectation: [EXPECTED SIZE] </inputs> <task> Define the pull criteria for the static list, note that it will be a point in time snapshot, and specify how it should be refreshed if the campaign runs more than once. </task> <constraints> Be explicit that this is static, not active, and state what manual step is needed to refresh it. Do not assume properties update automatically once pulled. </constraints> <format> Return as a short brief with sections Pull criteria, Suppression, Refresh instructions. </format>

You are an email deliverability specialist managing suppression rules in HubSpot. <context> We keep emailing contacts who should be excluded, like recent unsubscribes or bounced addresses, and I need a clean suppression list logic. </context> <inputs> - Types of contacts to suppress: [SUPPRESSION TYPES] - Current unsubscribe rate: [UNSUBSCRIBE RATE] - Sending frequency cap needed: [FREQUENCY CAP] - Domains to always exclude: [EXCLUDED DOMAINS] </inputs> <task> Build the complete suppression list criteria covering hard bounces, recent unsubscribes, excluded domains, and frequency cap logic, ready to apply to all marketing sends. </task> <constraints> Keep the suppression conservative, better to under-send than damage sender reputation. Explain briefly why each suppression rule matters for deliverability. </constraints> <format> Return as a table with columns Suppression rule, Filter logic, Reason. </format>

You are a marketing operations manager designing lead scoring bands in HubSpot. <context> We have raw lead scores in HubSpot but no clear segments tied to what sales should actually do with each score band. </context> <inputs> - Scoring range in use: [SCORE RANGE] - Behaviors that currently earn points: [SCORING BEHAVIORS] - Sales capacity for hot leads per week: [SALES CAPACITY] - Current biggest complaint from sales: [SALES COMPLAINT] </inputs> <task> Define score band segments such as hot, warm, and cold, the exact score range for each, and the required action sales or marketing should take for each band. </task> <constraints> Set the hot threshold realistically against the stated sales capacity, do not define a hot band that would overwhelm the team. Keep band definitions to three or four tiers maximum. </constraints> <format> Return as a table with columns Band name, Score range, Required action, Owner. </format>

You are a customer success operations manager building an upsell targeting list. <context> I want to identify existing customers in HubSpot who are good upsell candidates for [PRODUCT NAME OR TIER] based on usage and account data. </context> <inputs> - Signals that indicate upsell readiness: [READINESS SIGNALS] - Current plan or tier property: [PLAN PROPERTY] - Account age minimum: [ACCOUNT AGE MINIMUM] - Exclusions: [EXCLUSIONS] </inputs> <task> Define the segmentation criteria for the upsell list, combining the readiness signals with the plan and account age filters, and excluding accounts that should not be approached right now. </task> <constraints> Do not include accounts with active support escalations, this must be a hard exclusion, not a soft one. Rank the resulting segment by strength of signal if possible. </constraints> <format> Return as filter logic followed by a short prioritization note for how to work the resulting list. </format>

You are a sales operations analyst designing a rep performance report in HubSpot. <context> Leadership wants a report that shows how each rep is performing against quota, not just activity volume. </context> <inputs> - Metrics to include: [METRICS] - Reporting period: [REPORTING PERIOD] - Quota per rep: [QUOTA AMOUNT] - Team size: [NUMBER OF REPS] </inputs> <task> Define the report structure, including which HubSpot properties and objects feed each metric, and how quota attainment should be calculated and displayed. </task> <constraints> Balance activity metrics with outcome metrics, do not let the report reward busywork over results. Keep the report to a number of metrics a manager can scan in under a minute. </constraints> <format> Return as a table with columns Metric, Data source, Calculation, Display format. </format>

You are a revenue operations manager designing a pipeline health dashboard. <context> We need a dashboard that flags pipeline risk early instead of only showing totals at the end of the quarter. </context> <inputs> - Pipeline name: [PIPELINE NAME] - Historical average deal cycle length: [CYCLE LENGTH] - Key risk indicators to track: [RISK INDICATORS] - Audience for the dashboard: [DASHBOARD AUDIENCE] </inputs> <task> Design the dashboard layout with report modules that surface the risk indicators, including thresholds that should trigger a visual warning. </task> <constraints> Prioritize leading indicators over lagging ones, the dashboard should warn before deals are already lost. Limit the dashboard to a number of modules that fits on one screen. </constraints> <format> Return as a list of report modules, each with Purpose, Data shown, Warning threshold. </format>

You are a marketing analytics manager building an attribution report in HubSpot. <context> Marketing needs to show which channels are actually driving closed revenue, not just form fills. </context> <inputs> - Channels to compare: [CHANNELS] - Attribution model preferred: [ATTRIBUTION MODEL] - Time period: [TIME PERIOD] - Revenue goal for the period: [REVENUE GOAL] </inputs> <task> Define the report structure that ties each channel to influenced and closed revenue using the specified attribution model, and highlights which channels are over or under performing against the goal. </task> <constraints> Be clear about the limitations of the chosen attribution model so readers do not over trust the numbers. Keep the channel list focused, do not fragment into too many sub-channels to stay readable. </constraints> <format> Return as a table with columns Channel, Influenced revenue, Closed revenue, Performance vs goal, followed by a short caveat note. </format>

You are a sales operations analyst studying deal velocity in HubSpot. <context> We suspect deals are taking longer to close than they used to and I need a report to prove or disprove that. </context> <inputs> - Pipeline stages: [STAGE NAMES] - Time period to compare: [TIME PERIODS TO COMPARE] - Deal size segments if relevant: [DEAL SIZE SEGMENTS] - Suspected cause of slowdown: [SUSPECTED CAUSE] </inputs> <task> Design a report that measures average time spent per stage across the compared periods, and highlights which stage is contributing most to the slowdown. </task> <constraints> Control for deal size where possible, a slowdown driven by bigger deals is a different story than a slowdown across the board. State this distinction clearly in the report design. </constraints> <format> Return as a table with columns Stage, Avg days this period, Avg days last period, Change, followed by a one paragraph interpretation. </format>

You are a sales operations manager preparing a weekly executive summary from HubSpot data. <context> Our executive team wants a short weekly summary of sales performance instead of digging through dashboards themselves. </context> <inputs> - Key metrics leadership cares about: [KEY METRICS] - Notable wins this week: [NOTABLE WINS] - Notable risks this week: [NOTABLE RISKS] - Reporting cadence: [REPORTING CADENCE] </inputs> <task> Write a template for the weekly summary that pulls in the key metrics with week over week comparison, and leaves clear placeholders for the wins and risks sections. </task> <constraints> Keep the entire summary short enough to read in under two minutes. Lead with the number that matters most, do not bury it under narrative text. Avoid restating raw dashboard data without a takeaway sentence. </constraints> <format> Return as a template with headers Headline number, Metrics table, Wins, Risks, Next week focus. </format>

You are an enterprise account executive who logs qualification notes in HubSpot. <context> I just had a discovery call and need to turn my raw notes into a structured MEDDIC qualification summary for the deal record. </context> <inputs> - Raw call notes: [RAW NOTES] - Deal name: [DEAL NAME] - Contact name and title: [CONTACT NAME AND TITLE] - Deal amount if known: [DEAL AMOUNT] </inputs> <task> Convert the raw notes into a MEDDIC formatted summary covering metrics, economic buyer, decision criteria, decision process, identified pain, and champion. </task> <constraints> If a MEDDIC element was not covered on the call, mark it clearly as unknown rather than guessing or leaving it blank. Keep each section to two or three sentences. </constraints> <format> Return as six labeled sections, one per MEDDIC letter, ready to paste into the deal notes field. </format>

You are a HubSpot administrator resolving duplicate contact records. <context> I have a batch of possible duplicate contacts flagged in HubSpot and need clear criteria for which record to keep as primary before merging. </context> <inputs> - Duplicate contact details: [DUPLICATE RECORD DETAILS] - Fields that differ between records: [DIFFERING FIELDS] - Associated deals or tickets on either record: [ASSOCIATED RECORDS] - Data source of each record: [DATA SOURCE] </inputs> <task> Recommend which record should be the primary after merge, which fields to keep from each, and flag any associated deal or ticket that needs manual review before merging. </task> <constraints> Never recommend deleting a record with an open deal or ticket without a manual review flag. Be explicit about which specific field values would be lost in the merge. </constraints> <format> Return as a short decision summary with sections Primary record recommendation, Fields to keep, Manual review flags. </format>

You are a sales operations analyst mapping enrichment data into HubSpot. <context> We are adding a data enrichment source and need to map its fields into our existing HubSpot contact and company properties without creating duplicate properties. </context> <inputs> - Enrichment fields available: [ENRICHMENT FIELDS] - Existing HubSpot properties: [EXISTING PROPERTIES] - Fields with no current HubSpot equivalent: [NEW FIELDS] - Priority use case for this data: [USE CASE] </inputs> <task> Map each enrichment field to the closest existing HubSpot property, or recommend creating a new property when no good match exists, and flag any mapping that risks overwriting good existing data. </task> <constraints> Do not map a field into an existing property if the data types are incompatible, note that as a new property instead. Keep new property recommendations to only what the stated use case actually needs. </constraints> <format> Return as a table with columns Enrichment field, HubSpot property, Action, Risk note. </format>

You are an account manager who updates HubSpot immediately after client meetings. <context> I just finished a client meeting and need to turn my messy notes into a clean CRM update covering the deal record and next steps. </context> <inputs> - Raw meeting notes: [RAW MEETING NOTES] - Deal or account name: [DEAL OR ACCOUNT NAME] - Attendees: [ATTENDEES] - Next scheduled touchpoint: [NEXT TOUCHPOINT DATE] </inputs> <task> Turn the raw notes into a structured CRM update including a summary, key decisions made, open questions, and the next step with an owner and date. </task> <constraints> Separate facts from your own interpretation clearly, do not present a guess as a confirmed decision. Keep the summary to one short paragraph before the structured sections. </constraints> <format> Return with sections Summary, Key decisions, Open questions, Next step with owner and date. </format>

You are a sales development rep handing off a qualified lead to an account executive. <context> I just booked a meeting for an account executive and need to write handoff notes in HubSpot so they walk in prepared. </context> <inputs> - Prospect name and title: [PROSPECT NAME AND TITLE] - Qualification details gathered: [QUALIFICATION DETAILS] - Objections raised so far: [OBJECTIONS] - Meeting date and format: [MEETING DATE AND FORMAT] </inputs> <task> Write handoff notes that give the account executive everything needed to run the meeting without re-asking basic qualification questions, including a suggested opening line for the call. </task> <constraints> Keep the notes scannable in under a minute, use short bullet points rather than paragraphs. Flag any qualification gap the AE still needs to close on the call. </constraints> <format> Return with sections Prospect snapshot, Qualification summary, Objections to expect, Suggested opening line, Gaps to close. </format>