Sync conversation transcripts into HubSpot

Sync transcripts into HubSpot to add conversation context to customer records. Transcripts can support CRM updates, summaries, next steps, follow-up recommendations, smart deal progression, and other conversation intelligence or AI experiences, depending on your products and access.

There are two ways to capture and sync transcripts:

• HubSpot notetaker: HubSpot captures the conversation from meetings, HubSpot calling, or the HubSpot mobile app.
• Video conferencing apps: your existing Zoom, Google Meet, or Microsoft Teams setup captures the meeting, then HubSpot syncs the resulting recording or transcript.

You only need to set up one of these methods to start bringing supported transcripts into HubSpot. You can also use both if different teams use different capture methods.

Before you get started

Before you set up transcript syncing, review the following:

• To manage recording and transcription settings, you must have access to account settings.
• To sync transcripts from a video conferencing app, the app must be connected to HubSpot.
• HubSpot notetaker requires the Transcription and analysis and Conversation recording settings to be turned on in HubSpot. Connected video conferencing app integrations can still sync audio and transcripts even when those HubSpot settings are turned off, based on the recording and transcription settings configured in the external app.

Choose a transcript capture method

HubSpot notetaker and video conferencing apps are alternative ways to bring transcripts into HubSpot. You do not need to set up both for transcription to work.

Turn on HubSpot notetaker

To use HubSpot notetaker to capture conversations and create transcripts:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Recording & Transcription.
3. Turn on the settings for the conversations you want HubSpot to capture:
   • Meetings
   • Phone calls
   • Mobile notetaker
4. Make sure the following settings are turned on:
   • Transcription and analysis
   • Conversation recording

After these settings are turned on, HubSpot can capture supported conversations and add transcript data to HubSpot. After your next supported conversation, open the associated meeting or call record in HubSpot to confirm the transcript was synced.

Sync transcripts from a video conferencing app

If your team already records or transcribes meetings in a supported video conferencing app, connect the app to HubSpot and turn on meeting sync. Meeting sync allows HubSpot to receive supported recordings and transcripts created by your video conferencing app. HubSpot notetaker does not need to join the meeting.

To connect a video conferencing app:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Recording & Transcription.
3. Scroll to the Integrations section.
4. Click the app you want to connect, such as Zoom, Google Meet, or Microsoft Teams.
5. Click Install.
6. Complete the app connection process.

After the app is connected, you'll be redirected to the connected app settings page.

To turn on meeting sync:

1. On the connected app settings page, click the Settings tab.
2. Click Global settings.
3. Turn on Sync and record meeting data.

After meeting sync is turned on, HubSpot will sync supported meeting recordings and transcripts from the connected app. After your next supported meeting, open the associated meeting record in HubSpot to confirm the transcript was synced.