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, opt in to the Sales Meeting Notetaker beta. Learn how to manage beta enrollments.

Before you get started

Before you begin working with this feature, make sure to fully understand what steps should be taken ahead of time, as well as the limitations of the feature and potential consequences of using it.

Understand requirements

• 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. Any connected app settings (for e.g. Zoom) across your account won't apply to your use of this feature.

Understand limits & considerations

Meeting transcripts rely on your meeting software provider's caption settings. To get reliable transcripts, you should:

• Enable captions/live captions in your meeting software.
• Ensure the caption language matches the language used in the meeting.
• Use HubSpot’s Microsoft Teams or Zoom integrations where possible, since that can provide more stable transcript capture.

Please note: Google Meet currently only supports transcripts in English. Review additional provider-specific considerations for using the meeting notetaker with Google Meet, Microsoft Teams, and Zoom.

Set up sales 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. Turn 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, across all video conference providers:

• 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.
• The notetaker will not be able to retrieve a transcript of the meeting if the video conference provider has disabled captions on the account.

Learn provider-specific expectations for the notetaker when used with Google Meet, Microsoft Teams, and Zoom.

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, turn the Invite Sales Meeting Notetaker switch on. Turn the switch off to disinvite the notetaker.

Take notes in Google Meet

To use the notetaker with Google Meet meetings, you don’t need to install the Google Meet app. However, you do need to connect your calendar and follow the general set up instructions.

Once you've set up the notetaker, you should expect the following when the notetaker is scheduled to join a Google Meet meeting:

• The notetaker will only receive the transcript in English when joining Google Meet meetings. Captions must be turned on in Google Meet to receive a transcript.
• The notetaker will join the meeting 2 minutes prior to the scheduled start time.
• The 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 call is being recorded, and will send a chat message letting participants know it is recording.
• The chat message will only send once when the notetaker starts recording, but the message will be pinned in the chat so that any additional participants that join later can see the message.
• If you do not want the notetaker to automatically join Google Meet meetings, you can choose to set up a waiting room in Google Meet. If you have a waiting room set up in Google Meet, as soon as the host of the Google Meet meeting joins, they will see a message letting them know that the notetaker is waiting to join the call. The host must click Admit beside the notetaker participant that is requesting access to join. Allowing the 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 the notetaker participant out of the meeting by clicking on the notetaker’s participant tile and selecting Remove. The host can also remove the notetaker by clicking on their participant in the participants list and selecting Remove.

Take notes in Microsoft Teams

To use the notetaker with Microsoft Teams meetings, you don’t need to install the Microsoft Teams app. However, you do need to connect your calendar and follow the general set up instructions.

Once you've set up the notetaker, you should expect the following when the notetaker is scheduled to join a Microsoft Teams meeting:

• The language of the notetaker's transcript depends on the language that you're using for captions in Microsoft Teams. Captions must be turned on in Microsoft Teams to receive a transcript.
• The notetaker will join the meeting 2 minutes prior to the scheduled start time.
• The 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 call is being recorded, and will send a chat message letting participants know it is recording.
• The chat message will only send once when the 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.
• If you do not want the notetaker to automatically join Teams meetings, you can choose to set up a waiting room in Microsoft Teams. If you have a waiting room set up in Teams, as soon as the host of the Teams meeting joins, they will see a message letting them know that the notetaker is waiting to join the call. The host must click Admit beside the notetaker participant that is requesting access to join. Allowing the 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 the notetaker participant out of the meeting by clicking on the notetaker’s participant tile and selecting Remove. The host can also remove the notetaker by clicking on their participant in the participants list and selecting Remove.

Take notes in Zoom

To use the notetaker with Zoom meetings, you don’t need to install the Zoom app. However, you do need to connect your calendar and follow the general set up instructions.

Additionally, the host of the meeting must have the following settings turned on in their Zoom account: Record to computer files, internal meeting participants, external meeting participants.

Once you've set up the notetaker, you should expect the following when the notetaker is scheduled to join a Zoom meeting:

• The language of the notetaker's transcript depends on the language that you're using for captions in Zoom. Captions must be turned on in Zoom to receive a transcript.
• The notetaker will join the meeting 2 minutes prior to the scheduled start time.
• As soon as the Zoom host joins the meeting, they will receive a pop up message asking for permission for the notetaker to record. The host must click Approve to this message. Clicking Decline will cause the notetaker to not record. As soon as recording is approved, an audio message will play, stating that the call is being recorded.
• Each participant that joins the meeting will receive a chat message from the notetaker, letting them know that the notetaker is recording and to tell the host if they do not want to be recorded.
• If you do not want the notetaker to automatically join Zoom meetings, you can choose to set up a waiting room in Zoom. If you have a waiting room set up in Zoom, as soon as the host of the Zoom meeting joins the meeting, they will see a message letting them know that the notetaker is waiting to join the call. The host must click Admit beside the notetaker participant that is requesting access to join. Allowing the 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 the notetaker participant out of the meeting by clicking on the notetaker’s participant tile and selecting Remove. The host can also remove the notetaker by clicking on their participant in the participants list and selecting Remove.