Configure conversation recording and transcription options

If you're a Super Admin, you can control how conversations are recorded and transcribed in HubSpot, and can manage your usage of Notetaker. You can also manage the recording and transcription options for your third-party integrations.

Before you get started

To record and transcribe your calls and meetings, you can use:

• Notetaker
• Third-party integrations

If you want, you can even use both of these options together (some meetings captured by Notetaker and some captured by a third-party integration).

Compare the available options to figure out which recording and transcription methods are best for you.

Manage recording and transcription settings

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar, click Recording & Transcription.
3. Under General settings, 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 will stop generating transcripts, summaries, and AI insights for any new meetings, calls, or in-person conversations going forward.
• Notetaker features will also be turned off.
• Existing recordings and transcripts will not be 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 will not be transcribed retroactively.

Impact on integrations

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

• For integrations that send recording URLs (e.g., Zoom, Google Meet): recordings will not be transcribed while the setting is turned off.
• For 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 multiple factors, including the type of meeting you're looking to capture, your HubSpot subscription, and the method's specific requirements.

Notetaker for meetings (BETA)

Notetaker captures recordings and transcripts for video meetings.

• Requirements for using Notetaker for meetings:
  • Your account is opted into the Meeting Notetaker with Smart Deal Progression beta.
  • You have an assigned Sales or Service seat.
  • You have a connected calendar.
  • The meetings you're capturing are created in Google Meet, Microsoft Teams, or Zoom.
• Good fit criteria for choosing this option:
  • You want to capture video meetings without having to install a separate integration.
  • You want to take advantage of the automatic summaries generated by Notetaker and stored on the relevant CRM record in HubSpot.

Learn how to use Notetaker.

Notetaker for calls

Notetaker can also capture recordings and transcripts for phone calls.

• Requirements for using Notetaker for calls:
  • You have set up HubSpot Calling.
  • You meet the technical requirements for using the calling tool.
• Good fit criteria for choosing this option:
  •  You're already using HubSpot Calling to handle inbound and outbound phone calls.
  • You want to take advantage of the automatic summaries generated by Notetaker and stored on the relevant CRM record in HubSpot.

Learn how to review call recordings and transcripts.

Notetaker for in-person meetings (BETA)

Notetaker can generate transcripts for in-person meetings captured in the HubSpot iOS app.

• Requirements for using Notetaker for in-person meetings:
  • Your account is opted into the In-Person Meeting Notetaker [iOS only] beta.
  • You voice-capture the meeting from the HubSpot iOS app.
• Good fit criteria for choosing this option:
  • Your sales reps use Apple devices.
  • You want to record in-person meetings without having to juggle multiple apps (e.g., users can reference CRM data in the HubSpot iOS app and immediately start a recording without having to switch to a different app).

Learn how to use Notetaker for in-person meetings.

Third-party integrations

Various third-party integrations can sync conversation recordings and transcripts to HubSpot. You can find relevant apps in the App Marketplace.

• Requirements for using third-party integrations:
  • You must have the specific integration installed.
  • Depending on the specific integration, you may need to configure additional settings in the third-party software.
• Good fit criteria for choosing this option:
  • You already have an existing preferred software for capturing conversations and you want to bring these conversations into HubSpot.
  • Your conversation recordings need to sync to multiple destinations (i.e., your preferred software is integrated with HubSpot and with another software you use).

Turn on Notetaker

After turning on conversation recording 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, click Recording & Transcription.
3. To record and transcribe video meetings (BETA):
   • Ensure that your account has joined the Meeting Notetaker with Smart Deal Progression beta.
   • Under Notetaker options, turn the Meetings switch on.
   • Learn how to use Notetaker.
4. To record and transcribe phone calls:
   • Under Notetaker options, turn the Phone calls switch on.
   • Learn how to review call recordings and transcripts.
5. To record and transcribe in-person conversations using HubSpot's mobile iOS app (BETA):
   • Ensure that your account has joined the In-Person Meeting Notetaker [iOS only] beta.
   • Under Notetaker options, turn the In-person conversations switch on.
   • Learn how to use Notetaker for in-person meetings.

Manage third-party integration settings

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar, click Recording & Transcription.
3. Under Integrations, click the name of the integration whose settings you want to adjust.
4. In the dialog box, on the left, click Manage.
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.