> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://katalyz.crisp.help/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Working from HubSpot: the Katalyz card

Most reps live in the CRM, not in Katalyz. That's what the **Katalyz** card is for: it shows the rooms, recordings and signatures attached to a deal, company or contact — and lets you create, share and send without leaving HubSpot.

![A HubSpot deal record with the Katalyz card open on the Dealrooms list](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/hubspot-deal-katalyz-card_v4d46s.png)

## Putting the card on your record pages

Installing the app makes the **Katalyz** card *available* to your portal — it doesn't place it anywhere by itself. A **HubSpot admin** decides where it appears, from HubSpot's record customization settings, for each object you want it on: **deals**, **companies** and **contacts**.

The card is built for the **middle column** of the record page, where it has room to breathe. From there your admin has two options:

- **Add it to an existing tab**, alongside whatever is already there.
- **Give it a tab of its own** — **this is what we recommend**. The card is a workspace in its own right, and its own tab keeps it from competing with the rest of the record.

Because it's your admin's choice, **where the card sits differs from one portal to the next**. If you can't find it on a record, ask whoever administers your HubSpot which tab it went into.

Everything on the card is scoped to the record you're looking at.

## What's on the card

The card is split into three tabs of its own:

| Tab | What it lists | Header button |
|---|---|---|
| **Dealrooms** *(the default)* | The Katalyz rooms linked to this record | **+ New dealroom** |
| **Recordings** | Call recordings linked to this record | — |
| **Signatures** | Signature envelopes linked to this record | **+ New envelope** |

A couple of things worth knowing before you start:

- The card calls a Katalyz room a **dealroom**. It's the same object you'd see in the Katalyz app.
- While the room list is loading you'll see *Loading dealrooms…*. If it fails, **Could not load dealrooms** replaces the whole card with a **Retry** button — and the Recordings and Signatures tabs are out of reach until it recovers.
- Profile pictures generally can't render inside HubSpot, so people show up as **initials**. That's expected.

> All three tabs are always present, but two of them are **inactive** until your workspace has the matching module: **Signatures** needs [Katalyz Signature](https://katalyz.crisp.help/en/article/katalyz-signature-1otu0vp/) and **Recordings** needs [Katalyz Recording](https://katalyz.crisp.help/en/article/katalyz-recording-f11r0s/). Both modules are listed in **Settings → Plan & billing**, shown as chips on your plan card (e.g. "Recording · 25 €/user/month", "Signature · 20 €/user/month"). You don't switch them on yourself: use **Request a plan change** on that same card, and the tab comes to life once the module is added to your contract.

## The Dealrooms tab

### Reading a row

Each row packs the state of the room into four lines, so you can triage without opening anything:

- The room name, with a status tag on the right
- *Last activity on {date}*
- A meta line joining *owned by {name}* · *next due {date}* · *created {date}*
- **Mutual action plan · {n}% done**, then *{n} participants* with up to three avatars and a **+N** overflow

Clicking the title opens that room's detail view inside the card. There's no filtering, sorting or paging here — the list shows what's linked to the record, newest activity first.

If nothing is linked yet: **No dealroom yet** / *Create a dealroom to share content, track engagement and collect signatures on this record.* Use the header button to make one.

### Dealroom statuses

**The values you see depend on how your workspace is configured** — they come from the room fields your organization has set up, so your list may differ from the one below. These are the defaults Katalyz ships with:

| Status | What it means |
|---|---|
| **Not started** | Created, but nobody has done anything in it yet |
| **In progress** | Live and moving |
| **Late** | Something in the action plan is past its due date |
| **Closed** | The deal reached its end — won or lost |
| **Archived** | Kept for the record, out of the way |

A status the card doesn't recognize is shown as-is, exactly as your configuration names it.

### Creating a dealroom

Click **+ New dealroom**. The modal runs two steps, labelled *Step {n} of 2 — {name}*. You can step backwards through the dots, but not skip ahead.

**Step 1 — Starting point.** *Choose a starting point for your dealroom.* Pick a template from the grid (each card shows a preview, its name and *Updated {date}*) or take **Start from scratch**. **Search templates** narrows the grid; if nothing matches you'll get *No template matches that search.* Clicking a template both selects it and moves you on, so there's no button to press on this step.

**Step 2 — Details.** *Define the company, deal, title and status of your dealroom.* Most of this is already filled in from the record you started on:

| Field | Behavior |
|---|---|
| **Starting from** | Read-only — the template name, or *Starting from scratch* |
| **Company** | Read-only, taken from the record |
| **Deal** | Read-only. It only becomes a **Select a deal** dropdown when the card sits on a company that has several deals |
| **Dealroom title** | Required. Prefilled from the HubSpot deal name — once you type your own, Katalyz never overwrites it |

Under **Custom fields** you can attach your organization's own fields to the room. Click **Add a field**, pick one from **Choose a field** — it's a picker over your org's catalog, never free text — and fill in the value. The input matches the field's type: a **Select** dropdown, a date, a number, or a text **Value**. **Remove** takes a row back off, each field can only be added once, and any row you leave empty is simply dropped.

The footer puts **Back** and **Cancel** on the left and **Create** on the right. **Create** stays disabled until the title is filled, and reads *Creating…* while it works. When it's done the modal closes and the new room's detail view opens straight away.

![Step 2 of "New dealroom" with the prefilled Dealroom title and one custom field added](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/hubspot-new-dealroom-step2_1gnct2t.png)

> **AI generation isn't available from HubSpot.** A room created here is built from the template you picked, or empty if you started from scratch. To have Katalyz write the room for you, start from the Katalyz app instead — see [Generating a room with AI](https://katalyz.crisp.help/en/article/generating-a-room-with-ai-1m7d2kj/).

## Inside a dealroom

Opening a room replaces the card with its detail view — the three-tab strip disappears, and a back arrow takes you home. Four tiles, then the room's own recordings and signatures.

Each tile loads independently. If engagement data, recordings or contact suggestions can't be fetched, that block quietly falls back to its empty state instead of breaking the page.

### AI insights

A score circle from 0 to 100 with a plain-language band beside it — **At risk**, **Needs attention** or **Healthy** — and the executive summary written for the room. **Refresh** regenerates it (*Generating…* while it runs).

If nobody has asked for one yet: *No insight generated for this dealroom yet.* + **Generate insights**.

### Overview

Engagement over the **Last {n} days**, as five stats with trend arrows (no arrow when the change is 0%):

**Visitors** · **Page views** · **Avg. view time** · **Resource views** · **Comments**

Below them, **Most viewed** splits into **Pages** and **Resources**. A page links out to the room; a resource opens in an embedded Katalyz viewer inside HubSpot, so you stay on the record. Nothing yet reads *No engagement recorded yet.*

### Mutual action plan

*{n} open*, a green progress bar and *{done}/{total} tasks*. **Next steps** lists the open tasks with the section they belong to underneath, so you can see what the buyer is actually waiting on. Empty: *No task added to this dealroom yet.*

### Participants

People are grouped by team. Your internal groups are hidden here — the card is about the other side of the deal — and the buyer team is relabelled **External**.

Each row carries an avatar, the person's name (or their email if there's no name), their job position and an activity chip: *today*, *yesterday*, *3d ago*, *2w ago*, or *inactive* past 30 days. Those chips are always in English, whatever language your HubSpot is in. Someone invited but not yet in shows their email with an **Invited** tag.

The last group is the useful one: **Suggested from this record** lists the HubSpot contacts on the record who aren't in the room yet. **Add** next to a name opens **Share** with that address already staged.

> [SCREENSHOT: The Participants tile with an External group and "Suggested from this record" below it]

### The actions on a dealroom

| Action | What it does |
|---|---|
| **Open** | Opens the room in the Katalyz web app, in a new tab. Hidden if the room has no URL |
| **Share** | Opens the share modal — see below |
| **Delete dealroom** | *Delete "{title}"? Participants lose access immediately and this cannot be undone.* Confirm with **Keep it** / **Delete**. There's no typed confirmation and no undo |

## Sharing a dealroom

**Share** opens a modal with three views.

### Invite people

Type an email address **or a bare domain** into the field and press **Add** — *An email address or a domain. Press Add for each one.* Do that once per person. A domain invites anyone on it, which is the quick way to open a room to a whole buying team.

As you type, up to five suggestions appear under **Contacts on this record** and **Your organisation**. Anything that isn't an address or a domain is refused: *"{value}" is not a valid email or domain.* Everything you've staged sits as a removable chip.

**People with access** shows up to three avatars plus a text button that opens the full roster. Further down, **Access** is a set of radio buttons that saves the moment you pick one:

| Mode | Description |
|---|---|
| **Anyone with the link** | *Anyone can get access by entering their email.* |
| **Only authorised users** | *Only allowed emails and domains can open it.* |
| **Magic access code** | *Users receive a one-time code to sign in.* |

> ⚠️ The **Access** control always opens on **Anyone with the link**, whatever the room is really set to. Treat it as a way to *set* the mode, not to read it. To check a room's current access mode, open it in the Katalyz app.

The room's URL is printed at the bottom. The footer offers **Cancel**, **Copy link** (which flashes a green *Link copied*), and then either **Next** — when you have addresses staged — or **OK**.

### New invitation

The second view is one row per address, each with a **Role** dropdown — *Set what each person can do once they are in.*

| Role | What they can do |
|---|---|
| **Viewer** *(default)* | Read the room **and comment in it** — it maps to the **Commenter** role in Katalyz |
| **Editor** | Open the room and change its content |

**The card only offers these two**, and the naming is worth a second: the card's **Viewer** is Katalyz's **Commenter** role — someone invited this way can read *and* comment. Katalyz's own read-only **Viewer** role, and handing over ownership, are set in the Katalyz app. See [Room roles](https://katalyz.crisp.help/en/article/room-roles-owner-editor-viewer-1n8iz04/).

**Notify them by email** is on by default and reveals a **Message (optional)** box. Turn it off when you'd rather send the link yourself.

The footer has **Back**, **Copy link** and **Send invitations**. Addresses are checked server-side before anything goes out — if one of them is rejected you'll see the reasons listed as *address: reason · address: reason*, and **nothing is sent**. Fix the offending address and send again.

### People with access

The third view is a table of **Current participants** and their **Role**. The owner shows as a non-editable tag; everyone else gets the Viewer/Editor dropdown, which saves as soon as you change it.

> ⚠️ The trash icon removes a participant **immediately, with no confirmation step**. They lose access to the room straight away.

Pending invitations are listed underneath with an **Invited** tag and their own trash icon, which cancels the invitation.

## The Signatures tab

The list shows every envelope linked to the record: its title (click to open the status modal), *{recipient} · Updated {date}*, and a status tag. If nobody is on it yet, the row reads **No signer**.

A **Status** dropdown filters the list — **Pending**, **Completed** or **All**. It **defaults to All**, so you're looking at everything unless you narrow it.

Empty state: **Nothing here yet** / *Send a document for signature from a file attached to this record.*

### Envelope statuses

| Status | What it means | Counts as |
|---|---|---|
| **Draft** | Created but not sent — nothing has gone out | Pending |
| **Processing** | Katalyz is preparing the documents | Pending |
| **Awaiting signatures** | Sent; nobody has signed yet | Pending |
| **Partially signed** | Some signers are done, others aren't | Pending |
| **Signed** | Everyone has signed — the envelope is complete | Completed |
| **Expired** | The deadline passed before it was completed | Completed |
| **Cancelled** | Somebody cancelled it | Completed |
| **Declined** | A signer refused to sign | Completed |
| **Failed** | Something went wrong on the way out | Completed |

### Signer statuses

| Status | What it means |
|---|---|
| **Signed** | Done |
| **Viewed** | They opened the document but haven't signed |
| **Waiting** | Their turn hasn't come, or they haven't opened it |
| **Declined** | They refused to sign |

### Creating an envelope

**+ New envelope** opens on a **Starting point** step — *Two ways to send a document for signature from HubSpot.*

**A document on this record** (**Choose**) takes a file already attached to the HubSpot record. *The document must already carry its signature tags. Katalyz can take care of that (conditions apply).* An info panel spells out the limit — **Need to place fields?** / *In that case, create the envelope in the Katalyz app — you can link it straight to a HubSpot record.*

**Or a Katalyz template** lists your published templates with a *{n} published* count — *Templates authored and prepared in the Katalyz app: their fields, roles and variables are already in place.* Each card shows the template's name, a **Use** button, and a meta line with its description, *{n} role(s)*, *{n} variable(s)* and the file formats. **See more ({n})** reveals three more at a time, and a search box appears once you have more than three. See [Signature templates](https://katalyz.crisp.help/en/article/signature-templates-ybd6ym/).

> [SCREENSHOT: The "New envelope" starting point with the record-document card and the template list below it]

#### From a template — three steps

**Starting point → Details → Template.**

**Details** confirms what the envelope is attached to (*Linked to the deal* / *the company* / *the contact*, read-only), offers **Link to a dealroom (optional)** — *Not linked* by default — and a **Title**, which isn't required and falls back to the template's name. A summary line reads *{n} document(s) · {n} field(s) · {n}-day deadline*.

**Template** is where you turn roles into people:

- **Roles ({n})** — one dropdown per role, labelled with the role name and described as **Signer**, **Approver** or **Follower** (plus *optional* where it applies). The options are the contacts on this record, shown as *Name (email)*, plus **Enter an address** which reveals a Name and a required Email. Optional roles can be **Skip**ped and **Include**d again.
- **Variables ({n})** — text inputs. *Resolving values…* shows while Katalyz fetches them; the ones it finds are marked *Prefilled from the CRM · editable*. Every variable is editable, prefilled or not — so you can correct anything before it goes out. Anything the template marks as a custom field can't be filled from the CRM and is asked of you.

Anything missing is named at the bottom — *{role} needs a person*, *{label} is required* — and then **Create envelope** becomes available.

> ⚠️ **A template-created envelope is a Draft. It is not sent.** The flow closes without telling you so. Open the envelope from the **Signatures** list and press **Send** in its status modal, or it will sit there untouched.

#### From a document on this record — four steps

**Starting point → Documents → Signer → Review and send.**

1. **Documents** — a required checklist of the files attached to the HubSpot record. If there aren't any: *No file attached to this record yet.* — attach one in HubSpot first, there's no way forward from here.
2. **Signer** — a **Signer** dropdown offering *An associated contact* or *An email address*. From the card you can add **one signer only**, and their field is always a signature.
3. **Review and send** — a required **Title**, an optional **Message (optional)** and **Deadline (optional)**. **Send reminders** is off by default; switching it on reveals **First reminder (days)** (3) and **Repeat every (days)** (2).

**Send for signature** — and unlike the template branch, **this one goes out immediately**.

### The envelope status modal

Clicking an envelope opens its status: the title, *Sent {date}* with a status tag, and progress as *{n} of {n} signed* — green when it's complete, amber while it isn't. CC recipients aren't counted.

**Signers** lists each person with their own status tag and *Signed {date}* where relevant. **Documents** offers **Download**, but only once the envelope is **Signed** — before that it reads *Available once signed*.

The footer carries **Cancel envelope** for any open or failed envelope — *Cancel this envelope?* with **Keep it** / **Cancel envelope** — and **Send**, which only appears on a **Draft**.

## The Recordings tab

Every call recording linked to this record, newest first. If there are none: *No recording linked to this record.*

Each row shows a thumbnail, the title, a meta line of date · host · duration, and up to three attendee initials. A **Search recordings** box and a **Sort** dropdown — **Most recent**, **Oldest first**, **Longest first** — help when the list gets long.

Clicking a title opens the recording in a modal with four tabs:

| Tab | What's in it |
|---|---|
| **Recording** | The embedded player, with **Play recording** opening a larger overlay. *No recording available for this meeting.* when there's nothing to play |
| **AI summary** | A **Summary type** dropdown starting with **Default summary**, then your organization's own prompts. **Generate summary** writes one, **Refresh** rewrites it, **Edit** lets you correct it. *No summary for this prompt yet.* until you generate one |
| **Transcript** | The full transcript with **Copy** (*Transcript copied.*). *No transcript for this meeting.* if there isn't one |
| **Details** | Date, Length, Host, Description, Attendees — anything missing renders as *—* |

**One summary is kept per prompt type.** Switching **Summary type** switches between separate summaries rather than replacing one — so you can keep a default summary and, say, a MEDDIC one side by side on the same call, each generated from its own prompt.

## What you can't do from the card

The card is built for the things a rep does between calls. Anything that means *authoring* belongs in the Katalyz app:

| You want to… | Where |
|---|---|
| Place signature fields on a document | Katalyz app — the envelope editor. The card can only send a document that already carries its tags, or use a template |
| Give someone the strictly read-only **Viewer** role, or change who owns a room | Katalyz app — the card's **Viewer** is really the **Commenter** role |
| Add more than one signer to an envelope built from a record document | Katalyz app, or use a template with several roles |
| Build or publish a signature template | Katalyz app — the card only *uses* published templates |
| Have AI generate the room's content | Katalyz app — the card creates from a template or from scratch only |
| Edit the room's content, sections or widgets | Katalyz app — **Open** takes you there |
| Check a room's real access mode | Katalyz app — the card's **Access** control always opens on **Anyone with the link** |

Everything you create from the card is a normal Katalyz room, envelope or invitation. You can always open it in the app and carry on there.

## Related articles
- [Connecting HubSpot](https://katalyz.crisp.help/en/article/connecting-hubspot-160gs96/)
- [HubSpot: syncing rooms with deals, companies and contacts](https://katalyz.crisp.help/en/article/hubspot-syncing-rooms-with-deals-companies-and-contacts-mahadg/)
- [Room roles](https://katalyz.crisp.help/en/article/room-roles-owner-editor-viewer-1n8iz04/)
- [Signature templates](https://katalyz.crisp.help/en/article/signature-templates-ybd6ym/)
- [Mutual action plans](https://katalyz.crisp.help/en/article/turning-your-room-into-a-mutual-action-plan-u547xa/)