Record and take notes in meetings with meeting notetaker

Users with an assigned Sales Hub Professional or Enterprise seat can use the sales meeting notetaker in Google Meet, Microsoft Teams, or Zoom. It automatically joins meetings and provides next steps, meeting notes, a video recording, and transcripts. The sales meeting notetaker joins any meeting booked from connected calendars, scheduling pages, proposed times, or in a record. If you're a Super Admin, learn how to opt your account into the beta.

Before you get started

In order to use sales meeting notetaker:

• You must connect your calendar.
• You must turn on call recording.
• You must turn on Conversation Intelligence.
• You don't need to install any apps.

If you're using Zoom, learn more about setting up your meeting notetaker with Zoom (article password: Meetings_208916). Any connected app settings (for e.g. Zoom) across your account won't apply to your use of this feature.

Set up HubSpot meeting notetaker

Before users can include the notetaker in their meetings, Super Admins must turn on the feature for the account. After a Super Admin configures the default settings for the account, users can adjust their personal notetaker settings.

Please note: the instruction for the notetaker to join a meeting is sent 30 minutes prior to the meeting start. Therefore, any changes made to user settings might not be taken into account for meetings starting in the next 30 minutes after the setting change. If you turn off notetaker access for a user, it is recommended that you manually remove the notetaker from any meeting happening in the next 30 minutes after making that change.

Configure default settings

To set up sales meeting notetaker for the account, if you're a Super Admin:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Meetings.
3. Click the Meeting Notetaker tab.
4. Toggle the Sales Meeting Notetaker switch on.
   • If you'd like the notetaker to join all eligible meetings automatically, select the Invite notetaker to all upcoming meetings checkbox. (This checkbox is selected by default when you turn on sales meeting notetaker.)
   • If you'd like users to invite the notetaker to meetings manually, clear the Invite notetaker to all upcoming meetings checkbox.
5. Under the Notetaker Access section, choose which users should receive access to the notetaker.
   • To give notetaker access to all users with an assigned Sales Hub Professional or Enterprise seat, under the Choose notetaker access section, select Automatically grant eligible users notetaker access.
   • To give notetaker access to specific users:
     • Under the Choose notetaker access section, select Manually grant users with sales seats notetaker access. Then, at the bottom, click Save.
     • Click Select users.
     • In the right panel, select the checkboxes for the users, and then click Save selections.
     • At the bottom, click Save.

Configure user-specific settings

If you’re a user with an assigned Sales Hub Professional or Enterprise seat and you've been granted access to the notetaker, you can adjust your individual notetaker settings.

To override the account default settings for whether the notetaker automatically joins your meetings:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to General.
3. Click the Calendar tab.
4. Under Sales Meeting Notetaker Join Settings, select or clear the Invite notetaker to your upcoming meetings automatically checkbox.
   • If the checkbox is selected, the notetaker will automatically join all of your eligible meetings.
   • If the checkbox is cleared, the notetaker will only join your meetings when you manually invite it.
5. At the bottom, click Save.

Use sales meeting notetaker

Learn how the notetaker joins meetings, how to review recordings and transcripts, and how to add or remove the notetaker to meetings.

Understand meeting eligibility and notetaker behavior

A meeting is eligible for the notetaker if it meets all of the following criteria:

• The meeting is stored in HubSpot.
• The meeting contains at least one CRM contact as an attendee, and that contact's email address does not use the same domain as the HubSpot account.
• The meeting's location is set to Google Meet, Microsoft Teams, or Zoom.

When the notetaker has been invited to an eligible meeting:

• The notetaker will join two minutes before the scheduled time.
• An audio message, chat message, and pop-up will announce that the notetaker is in the meeting and recording. In the dialog box, click Approve to continue using your notetaker.
• If you have a waiting room set up, the host of the video conference needs to accept the notetaker into the meeting. If the host denies access, the notetaker will not join. If the notetaker sits in the waiting room for more than 10 minutes without being admitted to the meeting, it will leave.
• The notetaker's name will be the name of your company followed by "Notetaker" (e.g., "[Company] Notetaker"). If you don't have a company name set for your account, it will be named "[Company domain] Notetaker." If you don't have a company name or a domain set for your account, it will be named "Notetaker."
• When you end the meeting, the notetaker creates a call object record in HubSpot and associates that call with the corresponding meeting. Creating the call record allows you to have easy access to the recording, transcript, and summary of the meeting. Learn how to review your recording and transcripts after the meeting.
• If all of the participants exit without ending the meeting, the notetaker will remain in the meeting until it detects 10 minutes of silence. At that point, the notetaker will leave the meeting and will create the call object record and add the recording and transcript to the meeting record in HubSpot.

Manually add or remove notetaker when scheduling meetings

When scheduling a meeting on a CRM record, you can manually override the notetaker's invite status. After clicking the Schedule a meeting button on a CRM record and entering in the meeting details:

1. Under the Sales Meeting Notetaker section, select or clear the Invite notetaker to meeting checkbox.
2. Click Save.

If you're booking a meeting on behalf of another user (i.e., you're selecting a different user as the host of the meeting), you cannot adjust the notetaker invitation. Instead, under the Sales Meeting Notetaker section, you'll see the message "Notetaker will join based on the host's default setting."

View and edit notetaker status for upcoming meetings

To see whether the sales meeting notetaker is set to join an upcoming meeting from a CRM record:

1. In your HubSpot account, navigate to CRM > [object] (e.g., contacts, companies, or deals).
2. Click the name of the record.
3. In the Activity timeline, click the meeting name to expand the meeting activity.
4. If the notetaker is set to join the meeting, there will be a green dot with the name of the notetaker at the top of the meeting activity. If the notetaker is not set to join the meeting, no visual indicator appears in the top of the meeting activity.

To change whether or not the notetaker is set to join the meeting:

1. In your HubSpot account, navigate to CRM > [object] (e.g., contacts, companies, or deals).
2. Click the name of the record.
3. In the Activity timeline, click the meeting name to expand the meeting activity.
4. At the top right of the activity record, click Actions > Edit.
5. Select or clear the [Company name] Notetaker checkbox.
6. Click Save.

To invite the notetaker to join an upcoming meeting from the meeting details page, if you're the host of the meeting:

1. In your HubSpot account, navigate to Sales > Sales Workspace. Then click the Schedule tab.
2. On the left, click Upcoming Meetings.
3. Click the meeting name.
4. On the top right, toggle the Invite Sales Meeting Notetaker switch on. Toggle the switch off to disinvite the notetaker.