Sync conversation transcripts into HubSpot

Summary

Configure how conversations are recorded and transcribed in HubSpot using HubSpot notetaker or a third-party integration. Transcripts are synced to customer records and can support CRM updates, AI-generated summaries, next steps, follow-up recommendations, and other conversation intelligence experiences, depending on your products and access.

Please note: as of August 31, 2026, meetings recorded with Notetaker or synced from a video conferencing integration will only create meeting records. Recordings made through HubSpot's calling feature will still create call records.

Before you get started

Before you begin, make sure to understand the following requirements and considerations.

Understand requirements

• To manage recording and transcription settings, you must have Super Admin permissions.
• 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.

Understand limitations & considerations

• Connected video conferencing 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.

Manage recording and transcription settings

To manage recording and transcription settings:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Notetaker.
3. Under Transcription and analysis, the Conversation recording and Transcription and analysis switches are turned on by default:
   • To prevent conversations from being recorded in the account, turn the Conversation recording switch off.
   • To prevent transcription and analysis of conversations, turn the Transcription and analysis switch off.

Transcription and analysis setting behavior

When you turn the Transcription and analysis switch off:

• HubSpot stops generating transcripts, summaries, and AI insights for any new meetings, calls, or in-person conversations.
• Notetaker features are also turned off.
• Existing recordings and transcripts aren't deleted. You can continue to view and access them in your CRM.

When you turn the Transcription and analysis switch back on:

• HubSpot will automatically transcribe recordings from the past seven days, as long as a valid recording is available.
• Recordings older than seven days won't be transcribed retroactively.

Impact on integrations

When you turn the Transcription and analysis switch off, the effect on integrations depends on how they provide call data:

• Integrations that send recording URLs (e.g., Zoom, Google Meet): recordings won't be transcribed while the setting is turned off.
• Integrations that send completed transcripts directly: transcripts may still appear in HubSpot, even if Transcription and analysis is turned off.

Compare recording and transcription options

Conversations can be recorded and transcribed with notetaker or with third-party integrations. The method you choose depends on the type of conversation you want to capture, your HubSpot subscription, and each method's requirements. You can also use both methods if different teams have different capture needs.

Turn on notetaker

After conversation recording is turned on for the account, you can control which types of conversations generate recordings and transcripts.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Notetaker.
3. Under Transcription and analysis, turn on the switch for each conversation type you want to capture:
   • Meetings (BETA): ensure your account has joined the Meeting Notetaker with Smart Deal Progression beta, then turn the Meetings switch on. Learn how to use notetaker.
   • Phone calls: turn the Phone calls switch on. Learn how to review call recordings and transcripts.
   • In-person conversations (BETA): ensure your account has joined the In-Person Meeting Notetaker [iOS only] beta, then turn the In-person conversations switch on. Learn how to use notetaker for in-person meetings.
4. Confirm the following settings are also turned on under General settings:
   • Transcription and analysis
   • Conversation recording

After these settings are turned on, HubSpot captures supported conversations and adds transcript data to the associated record. 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 the app—HubSpot notetaker doesn't need to join the meeting.

Connect a video conferencing app

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 Notetaker.
3. Scroll to the Integrations section.
4. Click the app you want to connect (e.g., 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.

Turn on meeting sync

To turn on meeting sync:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Notetaker.
3. Under Integrations, click the three vertical dots icon on the integration you want to edit, and click Open in new tab.
4. Click the Settings tab at the top, then click the Global settings tab.
5. Toggle the Sync and record meeting data switch on.

After meeting sync is turned on, HubSpot syncs 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.

Manage third-party integration settings

To manage third-party integration settings:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Notetaker.
3. Under Integrations, click the three vertical dots icon on the integration you want to edit, and click Open in new tab.
4. Click the Settings tab at the top.
5. On the integration's settings page, adjust the integration options as needed.

Learn how to connect and configure the Google Meet, Microsoft Teams, and Zoom integrations.