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.

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:

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 and Recordings needs Katalyz Recording. 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:

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:

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.

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.

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

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:

⚠️ 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.

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.

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

Signer statuses

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.

[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 Skipped and Included 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:

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:

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
• HubSpot: syncing rooms with deals, companies and contacts
• Room roles
• Signature templates
• Mutual action plans

Updated on: 04/10/2026