Work a Prospect

1. 1Use the search bar at the top of HubSpot and type the prospect's name, email or phone number.
2. 2Alternatively go to CRM > Contacts and use the saved views for your assigned prospects.
3. 3Open the contact record and review the left panel — name, contact details, lifecycle stage and owner.
4. 4Check the right panel for associated deals, upcoming meetings and open tasks.
5. 5Confirm you are the assigned owner before reaching out.

The activity timeline shows every email, call, note, meeting and task on the record, newest first. Read it before every conversation so you never ask a prospect something they have already told the team.

• Use the filter above the timeline to show only emails, calls, notes or meetings.
• Expand a logged email to read the exact wording that was sent.
• Look for the last outbound touch and the prospect's last reply to judge momentum.
• Check for a next scheduled activity — if there is none, that is the first thing to fix.

1. 1On the contact record, click Email in the activity composer.
2. 2Write your message, or click Templates to insert an approved Red Door Homes template.
3. 3Personalise the opening line — templates are a starting point, never a substitute for relevance.
4. 4Use Snippets for short reusable answers such as directions, hours or financing basics.
5. 5Insert personalisation tokens such as first name and community so the message reads naturally.
6. 6Send, and confirm the email now appears on the timeline.

1. 1On the contact record, click Call to place or log a call.
2. 2Choose the call outcome — Connected, Left voicemail, No answer, Wrong number or Busy.
3. 3Write a short summary of what was discussed and what was agreed.
4. 4Click Log activity, or Log and schedule to create the follow-up in the same step.

What makes a useful note

• Budget, timeline and financing status.
• The communities, plans or lots they are considering.
• Who else is involved in the decision.
• Objections raised and how you responded.
• The specific next step you both agreed to.

1. 1On the contact record, click Meeting to book an appointment on your connected calendar.
2. 2Add a Microsoft Teams link for virtual appointments, or the community address for on-site visits.
3. 3Send a HubSpot meeting link when you want the prospect to choose a time themselves.
4. 4Click Task to create the next follow-up, set a due date and add a clear title such as 'Call about lot 42 pricing'.
5. 5Assign the task to yourself and set a reminder.

Breeze is the AI built into HubSpot. It reads the records you already have access to and helps you prepare faster, write better and never lose the thread on a buyer. You do not need any technical skill — you type or click in plain English.

Breeze Assistant (the sparkle icon)

1. 1Open the prospect's contact record.
2. 2Click the Breeze sparkle icon in the top right of HubSpot to open the assistant.
3. 3Ask for a summary: “Summarise everything we know about this contact and what we agreed last time.”
4. 4Ask for prep before an appointment: “What objections has this buyer raised and what should I bring to the meeting?”
5. 5Read the answer against the timeline before you act on it.

Drafting emails with Breeze

1. 1On the contact record, click Email to start a message.
2. 2Click the Breeze / AI icon in the email editor toolbar.
3. 3Choose Generate to draft from a short instruction, or Rewrite, Shorten, Expand or Change tone on text you already wrote.
4. 4Give it context in one line, for example: “Follow up on Saturday's model home tour at Willow Creek, confirm the lot 42 pricing question and offer two times next week.”
5. 5Edit the draft in your own voice, check every fact, then send.

Call summaries and next steps

• Recorded or transcribed calls get a Breeze-generated summary and suggested next steps on the timeline.
• Open the call activity, read the summary and correct anything it misheard.
• Copy the agreed next step into a dated follow-up task so it is not buried in the transcript.

Prospecting agent and Breeze Intelligence

• The prospecting agent can research a contact and draft a sequence of personalised outreach for you to review — nothing sends until you approve it.
• Breeze Intelligence enriches contact and company records with public data, so fewer fields sit empty.
• Availability depends on your HubSpot seat and the features Red Door Homes has enabled. If you do not see an option, ask your HubSpot administrator rather than working around it.