Record and take notes in meetings with Notetaker

Use Notetaker in Google Meet, Microsoft Teams, or Zoom to automatically provide next steps, meeting notes, video recordings, and transcripts. Notetaker can join meetings booked from connected calendars, scheduling pages, or proposed times, as well as meetings created directly on CRM records.

This feature uses automatic language detection and will transcribe in the languages detected in the recording. Learn more about available call and meeting transcription languages.

Please note: as of August 31, 2026, meetings recorded with Notetaker or synced from a video conferencing integration will only create meeting records.

Before you get started

Before you begin working with this feature, make sure to fully understand what steps should be taken ahead of time.

Please note: Notetaker is not a Sensitive Data-covered service and cannot support Protected Health Information (PHI).

Understand requirements

• You must connect your calendar.
• You must turn on Call Recording and Transcription and Analysis.
• If you're using Zoom, the meeting host must have local recording turned on. Learn more about setting up Notetaker with Zoom.
• If you're using Google Meet, you must do either of the following:
  • The meeting host must be signed in to their Google meeting to admit Notetaker into the meeting.
  • In Google Meet, manage meeting access for users to allow meeting participants to join before the host.

Understand limitations & considerations

• Each HubSpot user can invite the Notetaker bot to join up to 40 meetings per day.
• To have Notetaker join recurring meetings, you must opt into the Sync Recurring Meetings to HubSpot beta.

Set up Notetaker

Before users can include 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 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 Notetaker from any meeting happening in the next 30 minutes after making that change.

Configure default settings

To set up Notetaker for the account, if you're a Super Admin:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, click Notetaker.
3. Under General settings:
   • Turn the Conversation recording switch on.
   • Turn the Transcription and analysis switch on.
   • Turn the Meetings switch on.
4. To set the Notetaker bot's default options, click HubSpot's Notetaker bot settings under Meetings. The Notetaker bot's settings page will open in a new tab.
   • If you'd like Notetaker to join all eligible meetings automatically, select the Notetaker auto-join checkbox. (This checkbox is selected by default when you turn on Notetaker.)
   • If you'd like users to invite Notetaker to meetings manually, clear the Notetaker auto-join checkbox.
   • To give access to all users with an assigned Sales or Service seat, select Automatically grant eligible users notetaker access under Notetaker Access.
   • To give access to specific users:
     • Under the Choose notetaker access method section, select Manually grant users with sales or service seats notetaker access.
     • Click Select users.
     • In the right panel, select the checkboxes for the users, and then click Save selections.
     • At the bottom, click Save. 
   • By default, Notetaker will join meetings as "[Your brand name]'s Notetaker." To use a custom name instead:
     • Under Notetaker name, select Custom notetaker name.
     • Enter a name in the text field.
     • At the bottom, click Save.
   • To have Notetaker use a verbal and chat announcement when joining meetings:
     • Under Announcement, select Verbal and chat announcement.
     • Click the Language and Voice dropdown menus, and then select the specific language and voice to use.
     • Click the playerPlayIcon play button to preview the selected language and voice.
     • At the bottom, click Save.
   • To have Notetaker only use a chat announcement when joining meetings:
     • Under Announcement, select Chat message announcement only.
     • At the bottom, click Save.
   • To set how soon before a meeting starts Notetaker joins meetings:
     • Click the Join before meeting start dropdown menu and select a time.
     • At the bottom, click Save.
   • To require explicit consent for Notetaker to record conversations:
     • Under Explicit consent, turn the Require explicit consent switch on.
     • When this setting is turned on, consent will be requested by email before the meeting.
     • If any meeting participant does not consent, or does not respond to the email, the meeting will not be recorded.

Learn about the different methods for recording and transcription, and how to configure their settings.

Configure user-specific settings

If you’re a user with an assigned Sales or Service seat and you've been granted access to the Notetaker bot, you can adjust your individual Notetaker settings.

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

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

Configure smart data capture settings

HubSpot can use a conversation's transcript to recommend CRM updates to deals, calls, and meetings related to that conversation. Super Admins can set which properties are eligible for these types of CRM property update suggestions.

1. In your HubSpot account, click the settings icon in the top navigation bar. Then, in the left sidebar under Data Management, click Data Capture.
2. Select the Use smart data capture checkbox.
3. To add or remove eligible properties, use the dropdown menu to select the desired object type.

4. To add a property, click the Add [object] property dropdown menu in the top right, then select the property.
5. For each property, you can choose to have smart data capture suggestions approved automatically, or require manual review for approval.
   • To automatically approve suggestions for a property, select the Automated checkbox next to that property.
   • To require a manual review of suggestions for a property, clear the Automated checkbox next to that property.
   • By default, the checkbox is selected for the Call outcome and Meeting outcome properties. To require manual approval for these properties, clear the Automated checkbox.

6. To remove a property, click Remove to the right of the property name.
7. After making your changes, click Save at the bottom.

Understand meeting eligibility and Notetaker behavior

A meeting is eligible for 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 Notetaker has been invited to an eligible meeting, across all video conference providers:

• Notetaker will join at the scheduled meeting time.
• An audio message, chat message, and pop-up will announce that Notetaker is in the meeting and recording. In the dialog box, click Approve to continue using Notetaker.
• If you have a waiting room set up, the host of the video conference needs to accept Notetaker into the meeting. If the host denies access, Notetaker will not join. If Notetaker sits in the waiting room for more than five minutes without being admitted to the meeting, it will leave.
• If all of the participants exit without ending the meeting, Notetaker will also leave the meeting three seconds later.
• Notetaker can record meetings for up to three hours. If a meeting continues beyond three hours, Notetaker will automatically leave the meeting. The recording, transcript, and insights captured before Notetaker leaves will still be available in HubSpot.
• Recordings are stored for two years.

Learn provider-specific expectations for Notetaker.

Use Notetaker

Learn how to manage Notetaker's attendance for individual meetings and what to expect when Notetaker attends a meeting.

Manually add or remove Notetaker when scheduling meetings

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

1. Under the 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 Notetaker section, you'll see a message stating Notetaker will join based on the host's default setting.

View and edit Notetaker status for existing meetings

To see whether 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, etc.).
2. Click the name of the record.
3. In the Activity timeline, click the meeting name to expand the meeting activity.
4. If Notetaker is set to join the meeting, there will be a green dot with the name of the Notetaker bot at the top of the meeting activity. If Notetaker is not set to join the meeting, no visual indicator appears at the top of the meeting activity.

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

1. In your HubSpot account, navigate to CRM > [object] (e.g., Contacts, Companies, etc.).
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 Invite notetaker to meeting checkbox.
6. Click Save.

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

1. In your HubSpot account, click Sales > Calendar.
2. On the left, click Upcoming meetings.
3. Click the meeting name.
4. On the top right, turn the Invite Notetaker switch on. Turn the switch off to disinvite Notetaker.

Control Notetaker during meetings

Once you've set up Notetaker, you should expect the following when it's scheduled to join a meeting:

• For Google Meet and Microsoft Teams meetings:
  • Notetaker will automatically receive recording permission as soon as it joins the meeting.
  • After a few seconds, it will play an audio message stating that the meeting is being recorded, and will send a chat message letting participants know it is recording.
  • The chat message will only send once when Notetaker starts recording. Unless you choose to manually pin the message in the chat, participants that join the meeting after the message sends will not see it.
• For Zoom meetings:
  • As soon as the Zoom host joins the meeting, they will receive a pop-up message asking for permission for Notetaker to record.
  • The host must click Approve to this message in order for Notetaker to record the meeting.
  • Once recording is approved, an audio message will play, stating that the meeting is being recorded.
  • Each participant that joins the meeting will receive a chat message from Notetaker, letting them know that Notetaker is recording and to tell the host if they do not want to be recorded.
• If you do not want Notetaker to automatically join a meeting, you can choose to set up a waiting room.
  • If you have a waiting room set up, as soon as the host of the meeting joins, they will see a message letting them know that Notetaker is waiting to join the meeting.
  • The host must click Admit next to the Notetaker participant that is requesting access to join.
  • Allowing Notetaker to join the meeting will automatically grant it permission to record and will prompt the audio and chat messages described above.
• If the host would like to stop recording a meeting that has already been joined and approved to record, they can kick Notetaker out of the meeting by clicking on Notetaker’s participant tile and selecting Remove. The host can also remove Notetaker by clicking on their participant in the participants list and selecting Remove.

Review conversations and take follow-up actions

After completing a call or meeting, Notetaker analyzes the conversation transcript and related deal information to:

• Generate a conversation summary.
• Suggest CRM updates to deals, calls, and meetings.
• Surface high-value next steps.
• Draft follow-up emails.

Summaries and recommendations for next steps are available shortly after a call or meeting ends. You can find summaries and follow-ups on the call or meeting record, or from the automatic notification sent when next steps are ready for review.

By default, conversation summaries and suggested action items appear in the portal language. To translate this content into a different language:

1. Navigate to the call or meeting record.
2. On the Review tab, click the language selector dropdown menu on the top right and select a language.

Navigate to a call or meeting record

To navigate directly to a call or meeting record:

1. In your HubSpot account, navigate to CRM > Calls, or CRM > Meetings.
2. On the index page, click the call or meeting name.

To navigate to a call or meeting record from an associated CRM record (e.g., a contact who attended the meeting):

1. In your HubSpot account, navigate to CRM > [Object type] (e.g., Contacts, Deals, etc.).
2. At the top, click Activities.
3. On the activity timeline, scroll to the call or meeting.
4. On the call or meeting activity, click Review recording & follow up.

Review conversation summaries

When Notetaker has finished processing a recording, it generates a summary of the call or meeting. The summary includes key discussion points, topics discussed, decisions made, and next steps.

1. Navigate to the call or meeting record. Then, scroll to the Summary & notes section on the bottom left.
2. To choose a specific template for your summary, click the Auto dropdown menu and select either Support Rep or Sales Rep.
   • Support Rep: summaries are focused on case resolution, providing insight on the issue at hand, root causes/diagnostics, actions taken, the outcome, and customer sentiment.
   • Sales Rep: summaries are focused on deal/prospect insights, providing an overview of sales objectives and discussion points, coaching advice, and objections/concerns.

3. To edit the summary, click anywhere within the summary and enter text. Edits are saved automatically.
4. To copy the summary text, click Copy all in the top right.
5. To add internal notes, click Notes at the top, and then enter text. Edits are saved automatically.
6. To ask Breeze Assistant for more information about the conversation:
   • At the bottom, click the Ask me anything... text box.
   • Enter text (e.g., "Did the customer mention a budget?") and then press the Enter key on your keyboard.
   • Continue the conversation in the Breeze Assistant chat window.

Review CRM property update suggestions

CRM property update suggestions appear when a call or meeting meets all of the following criteria:

• The recording is not a voicemail.
• The recording has a duration of at least 60 seconds. (Does not apply to Mobile Notetaker recordings.)
• There are at least two speakers on the recording. (Does not apply to Mobile Notetaker recordings.)

To review and apply CRM property update recommendations on a call or meeting record:

1. Navigate to the call or meeting record.
2. In the Follow-ups section, for each suggestion under Update CRM properties:
   • Hover over Source to view the moment in the transcript that prompted the recommended update.
   • To accept a suggestion, click the approve icon.
   • To reject a suggestion, click the reject icon.
   • To edit the value of a property before approving, click the field under the property name and enter the desired value.

You can also review and apply CRM property update recommendations in bulk from the associated deal records.

1. In your HubSpot account, click More, then navigate to CRM > Deals. If More doesn't appear in your account, navigate to CRM > Deals directly.
2. To view all of the current recommendations across all of your deals:
   • On the deals index page, click the three vertical dots icon in the top right.
   • Then, click Review [X] data suggestions.
3. To view all of the recommendations for a specific deal record:
   • On the deals index page, click the deal name.
   • In the top left record highlight card, click Review next to the [X] data changes found message.
4. On the Review captured data page:
   • Hover over Source next to the suggested value to view the moment in the transcript that prompted the recommended update.
   • To approve a recommended property update, click the approve icon.
   • To reject a recommended property update suggestion, click the reject icon.
   • To edit a suggested value before approving it, click the edit icon next to the suggestion and edit the value as needed.
   • To approve all recommended property updates for a specific deal, click Approve all in the top right.

Review action items

After a conversation, Notetaker suggests potential action items to help you follow up. These suggested action items can be converted into HubSpot tasks. Action items appear when a call or meeting has a duration of at least 30 seconds (except for Mobile Notetaker recordings, which can have any duration).

1. Navigate to the call or meeting record.
2. In the Follow-ups section, suggestions appear under Review action items.
3. Hover over Source next to the action item to view the moment in the transcript that prompted the suggestion.
4. To create a task for an action item, hover over the item and click Create task. Then, edit the task as needed in the right sidebar.
5. To copy the text of an action item, hover over the item and click the copy icon.
6. To reject a suggested action item, hover over the item and click the remove icon.
7. To create a single task for multiple suggested action items:
   • Click Save as one task at the bottom.
   • In the dialog box, select the checkboxes for the action items you want to include in the task.
   • Click Save.

Send follow-up emails

From the call or meeting record, you can generate a follow-up email.

1. Navigate to the call or meeting record.
2. On the top right, click Generate follow-up email.
3. In the email editor pop-up window, review the generated email and make any necessary changes to the:
   • Recipients
   • CC and BCC addresses
   • Subject line
   • Body content
4. Click Insert at the bottom of the email body to insert the generated email content into the composer.
5. Optionally, click the Re-prompt button, enter text, and then click Regenerate to make changes and regenerate the email.

6. To associate the email with additional records:
   • At the bottom of the email editor, click the Associated with [X] records dropdown menu.
   • Select the checkboxes next to additional records.
7. After reviewing and adjusting the content as needed, click breezeSingleStar Send to send the email.

Receive recommendation notifications

After a conversation is captured with Notetaker, HubSpot automatically sends the following notifications to the activity owner:

To review recommendations from these notifications:

• In the notification email, click Review recording and next steps.
• From the in-app notification:
  • At the top right of your account, click the notification notification icon.
  • In your list of notifications, click the notification.
  • In the pop-up box, click Review next steps.

Next steps

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