How To Kill The "Next Steps" Email With AI-Powered Sales Rooms in HubSpot
A playbook for empowering your champion to sell when you’re not in the room.
👋 Hey, I’m Stuart, and welcome to ConnectedGTM. This edition has been made available for 💸 FREE 💸 by Arrows | The app built to help teams running on HubSpot win more deals & onboard customers faster.
The "next steps" email after a sales call is one of the most critical…
…yet most momentum killing parts of the sales process.
You get off a great demo. You’re excited, the prospect is excited.
But when you send next steps:
→ Your champion doesn't sell your product well internally
→ Important value props and attachments get buried in email threads
→ Stakeholders you've never met (or heard about) kill momentum
Today, we’re covering how to shift your post-demo follow-up from a source of deal friction to a powerful tool for helping champions sell your solution internally.
We'll also be exploring Arrows new AI-powered sales rooms, which connect natively to your sales deals in HubSpot to help reps give buyers everything they need to say yes, without having to spend time managing another tool or opening a new tab.
Highlights
→ Automatically create a single source of truth for every deal at the right time
→ See how Arrows Intelligence proactively suggests updates to move deals forward
→ Create a dashboard to measure the impact of sales rooms on revenue
The step-by-step playbook for building deal momentum with Arrows sales rooms in HubSpot can be found at the bottom of the post.
Arrows is one of the most deeply integrated apps available in the HubSpot marketplace with over 1,200 installs and a 4.9 star rating. While the platform also includes onboarding and customer portal tools, the new AI-powered sales rooms make it easy for sales reps to engage and enable buyers without leaving HubSpot.
"Deals that would take a long time and often got stuck are now moving faster as our champions can gather all the necessary information internally and secure buy-in to proceed."
- Harris Kenny, Founder at OutboundSync
Unlike traditional digital sales rooms that exist as standalone tools, with limited CRM integrations, Arrows provides a native HubSpot experience that enables:
Automated room creation using HubSpot workflow actions
AI-powered content suggestions from HubSpot data
Real-time engagement tracking in deal records
Seamless handoff to customer success
Complete visibility across the customer journey
Let's look at how Arrows features help turn post-demo follow-up into closed deals...
Arrows Features
AI-Powered Sales Room Suggestions
Most reps waste valuable time manually organizing follow-up materials and updating deals after calls. Arrows analyzes your HubSpot data to automate this process, and:
→ Extract next steps from call transcripts and emails
→ Suggest relevant content based on conversation context
→ Update milestones and value props automatically
→ Create personalized suggestions for each deal
→ Enable quick updating of key properties in HubSpot
One Link For Everything Buyers Need
Lengthy email threads and scattered attachments make it hard for champions to find everything they need to build a cohesive business case and sell internally. Arrows creates a centralized space for every deal to:
→ Organize all deal resources in one shareable link
→ Update content and milestones in real-time
→ Embed your existing enablement materials from your existing tools
→ Provide champions with everything they need to get buy in
→ No login required for prospects
Native HubSpot Integration
Sales tools that live outside your CRM create friction and get abandoned. Arrows lives where your team already works:
→ Create and manage rooms directly from HubSpot deals
→ Automate room creation with HubSpot workflows
→ Track engagement in deal activity timelines
→ Build reports on room performance using synced HubSpot properties
→ Connect the customer experience to HubSpot across the full customer journey with Arrows onboarding plans and customer portals
Track & drive deal momentum
Missing key stakeholders often kills deals in the final stages. Arrows provides complete visibility and tools to keep deals moving:
→ See which stakeholders viewed specific materials
→ Automatically display future meetings and next steps
→ Identify new decision makers automatically
→ Track engagement across buying teams
→ Update HubSpot contacts seamlessly
3 step-by-step playbooks for maintaining deal momentum with Arrows sales rooms in HubSpot
No matter how well your first demo lands, closing the deal relies on maintaining momentum and ensuring every new stakeholder involved clearly understands why you are the right solution to a meaningful problem for their business.
Use these Arrows powered playbooks in HubSpot to:
Automate sales room creation at the right point in the buying journey
Enable champions with context-aware content and resources
Track deal room impact with custom dashboards
Not only will you close deals faster, but you'll also gain visibility into how stakeholders engage with your materials - helping you identify and address objections before they derail deals. Here's how they work step-by-step:
Playbook #1: Automate Sales Room Creation in HubSpot
Converting a great first demo into a closed deal requires keeping your champion engaged and equipped with the right resources. By automatically creating a collaborative sales room when deals reach specific stages, you can ensure every prospect gets a consistent, personalized buying experience.
Step 1: Configure your Sales Room template
First, set up room templates in Arrows that align with your sales process and typical customer segments. For example a basic Arrows room template might include blocks for:
→ Core value proposition - tailored specifically to this prospect and the prior conversations.
→ Team - the participants on both sides of the deal who may be interacting in the sales room
→ Next Meeting - an indicator of the next meeting scheduled in HubSpot or an embedded calendar to book if needed.
→ Deal Milestones - a space to outline the steps in the buying process and align around what is needed from who and when.
→ Next Steps - The action that needs to happen to move the deal forward powered by Arrows Intelligence.
💡 Keep templates focused on essential content. Arrows Intelligence will suggest additional relevant resources based on actual conversations.Before you start:
📚 Beyond creating specific templates as a starting point for each room, you can also add content to your block library making it easy to add to an individual room as needed to move a deal forward.
💡 Before you begin, ensure your call recording tool is properly integrated with HubSpot. The quality of meeting summaries synced to HubSpot significantly impacts the AI suggestions you'll receive.
Some popular call recording options that work well with HubSpot include Fathom, Avoma, Fireflies, and Grain.
Step 2: Automated Arrows sales room creation in a HubSpot workflow
Here’s how it works step-by-step:
⚡️ Create a deal-based workflow in HubSpot:
Trigger Criteria: → Deal Stage is any of "Demo"
🤖 Action 1: Use Arrows "Create Sales Room" workflow action
→ Template: “Enterprise Deals” Template
→ Customer Name: {{ deal.dealname }} Sales Room
→ Customer Website: “Company Domain Name”
💡 You may need to add a new data source to your associated data in order to include company properties like “Company Domain Name”
✅ Action 2: Create a task for the sales rep to send a manual follow up email
→ Title: Follow up with { deal.dealname }
→ Type: Email
→ Due: Immediately
→ Notes: Instruct the rep to use the appropriate follow up template
→ Assign To: Deal owner
💡 Your introduction email should clearly communicate the value of the sales room and link to it directly (a visible link is easier to copy + paste to share across channels).
Here's a template you could use:
Playbook #2: Drive Deal Momentum with Deal Room Blocks and Intelligent Suggestions
Beyond a static sales room with content, Arrows Intelligence makes proactive suggestions for what to do next in your sales room based on all the activity and context that builds up in your HubSpot deals.
Let's look at how to use these suggestions to keep your sales rooms current and relevant to prospects at all times.
Step 1: Understanding Suggestion Types
Instead of having to pay attention to every deal all the time, or dig through call recordings and notes in the activity timeline in HubSpot to figure out the best action to take to move the deal forward, Arrows does that work automatically in the background.
Content Recommendations
→ New content blocks based on conversation topics
→ Resources mentioned in calls or emails
→ Case studies relevant to discussed use cases
Milestone Updates
→ Timeline changes from deal notes
→ Next steps from call recordings
→ Close date adjustments
Value Proposition Refinements
→ Updates based on discussed pain points
→ Specific features or benefits mentioned
→ Custom success metrics
💡 The more context you have in HubSpot (calls, emails, notes), the more accurate and helpful the suggestions will be.
Step 2: Make Deal Updates Fast With Intelligent Suggestions
Making sure your team know when and how to make suggested updates to the sales room for a deal is critical.
🛎️ Fortunately, Arrows sends helpful Slack notifications for:
→ New content suggestions
→ Milestone updates
→ New stakeholder engagements
👀 When a new notification is received it’s only a couple of clicks for the rep to:
→ Open the deal record in HubSpot
→ Check the Arrows CRM card
→ Review the suggested changes or updates
⚡️ Take Action:
→ One-click approve relevant suggestions
→ Customize content before adding to the room
→ Decline irrelevant recommendations
Instead of sales reps taking 20-30 minutes after each call to review notes and transcripts before sending a long “next steps” email, they can quickly add the suggested content to the room and send one-link that packages everything the buyer needs.
💡 You can provide Arrows Intelligence with business rules about when to suggest specific content as you add blocks to your library.
Playbook #3: Build a Sales Room Impact Dashboard in HubSpot
Understanding how sales rooms influence your deals is crucial for optimizing your process and accelerating your pipeline. Let's build a dashboard that shows exactly how Arrows sales rooms can impact deal velocity, engagement, and close rates.
Arrows syncs deal properties for:
Arrows room URL
Arrows room link (html)
Arrows room total views
Arrows room last viewed timestamp
We can use this data synced between Arrows sales rooms and the HubSpot deal to build reports that connect prospect engagement to revenue impact.
Step 1: Create a Sales Room Performance Dashboard
First, create a dedicated dashboard to track your sales room metrics:
Navigate to: Reports > Dashboards > Create Dashboard
Name: "Sales Room Performance"
Step 2: Build sales room performance reports in HubSpot
Report #1: Days to Close w/ Sales Rooms
📀 Data Sources of “Deals”
🎯 Chart Type: Summary
→ Displaying: “Average” Days to Close
→ Filter: Deal - “Arrows room URL” is known
→ Filter: Deal - “Is Open” is “0”
Report #2: Average Closed Revenue w/ Sales Rooms
📀 Data Sources of “Deals”
🎯 Chart Type: Summary
→ Displaying: “Average” Amount
→ Filter: Deal - “Arrows room URL” is known
→ Filter: Deal - “Is Open” is “0”
Report #3: Total Closed Revenue w/ Sales Rooms
📀 Data Sources of “Deals”
🎯 Chart Type: Summary
→ Displaying: “Sum” Amount
→ Filter: Deal - “Arrows room URL” is known
→ Filter: Deal - “Is Open” is “0”
Report #4: Sales Room Views by Open Deals
📀 Data Sources of “Deals”
📊 Chart Type: Horizontal Bar
→ Displaying: “Deal Name” measured by “Total” Arrows room total views
→ Filter: Deal - “Arrows room URL” is known
→ Filter: Deal - “Is Open” is “1”
Report #5: Sales Room Views by Sales Rep
📀 Data Sources of “Deals”
📊 Chart Type: Horizontal Bar
→ Displaying: “Deal Owner” measured by “Total” Arrows room total views
→ Filter: Deal - “Arrows room URL” is known
→ Filter: Deal - “Is Open” is “1”
Report #6: Sales Room Views by Pipeline Stage
📀 Data Sources of “Deals”
📊 Chart Type: Vertical Bar
→ Displaying: “Deal Stage” measured by “Total” Arrows room total views
→ Filter: Deal - “Arrows room URL” is known
→ Filter: Deal - “Is Open” is “1”
Report #7: Last Activity Date vs Last Room Activity
📀 Data Sources of “Deals”
🍴 Chart Type: Table (Unsummarized)
→ Displaying: “Last Activity Date” and “Arrows room last viewed timestamp”
→ Filter: Deal - “Arrows room URL” is known
→ Filter: Deal - “Is Open” is “1”
💡 Consider adding your sales room reports to your team's default dashboard view for easy access during pipeline reviews.
Keeping deals moving forward after a great first call shouldn't require your champion to dig through email threads or struggle to articulate value to their team. And your sales team shouldn't have to choose between updating the CRM and following up with prospects.
What stands out about Arrows approach is how they've applied AI not just as a flashy feature, but in a way that quietly does the heavy lifting in the background to help sellers do what they do best. The depth of the HubSpot integration also means your team gets intelligent suggestions without changing their workflow.
If you enjoyed these playbooks for Arrows Intelligence powered sales rooms, I'd definitely recommend checking out how teams like OutboundSync and Roobrik are using Arrows to close deals faster while keeping everything centralized in HubSpot.
If you want to try Arrows for yourself you can start a free 7-day trial or book time with the team to see a personalized demo (the Arrows team are all A+ humans).
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