Recorded meetings will no longer create duplicate call records

Starting July 31, 2026, HubSpot will change how recorded meetings are logged. Today, meetings recorded with Notetaker (HubSpot's meeting notetaker, call dialer, and mobile iOS notetaker) or video conferencing integrations (Zoom, Microsoft Teams, Google Meet) create both a call record and a meeting record.

After the change on July 31, 2026:

• Recorded meetings will create only a meeting record.

• Transcripts, recordings, and summaries for meetings will live on the meeting record.

This change prevents duplicate records from being created and aligns with how users expect meetings to be tracked: one interaction leading to one CRM record.

Call objects will still exist for actual calling activity. This change only affects recorded meetings. Historical data will remain unchanged.

Who is impacted

You may be impacted if you:

• Use workflows triggered by call creation.
• Use call-based properties (i.e., Has transcript) as a way to represent recorded meetings in workflows, reports, or integrations. These properties will now be available on the meeting object and your workflows, reports, or integrations may require updates to continue working as expected.
• Have activity reports filtered on call or engagement objects.
• Access recordings or transcripts for meetings on the call index page.

What you need to do

If your account is affected, take the following steps to prepare for this change.

Update relevant workflows that rely on call records for meetings

Workflows triggered by call records will no longer fire for recorded meetings after July 31, 2026.

You only need to update workflows that were set up on the call object with the intent of triggering for recorded meetings (i.e., meetings captured via Notetaker or video conferencing integrations).

If a workflow is intended for actual phone calls, no changes are needed.

1. Identify workflows that use call-based triggers or properties and are intended to run for recorded meetings.
2. Recreate them using:
   • Meeting-based triggers (e.g., "Meeting is logged").
   • Meeting properties (e.g., transcript, recording, duration).

Please note: call-based workflows will no longer trigger for recorded meetings after July 31, 2026.

To create meeting-based workflows, you may need to opt into the Meetings in Workflows beta.

Update any reports that rely on call data for meetings

If your reports use call data for recorded meetings:

1. Review reports that filter on the call object or engagement object.
2. Update filters to use the meeting object instead.
3. Validate your activity counts.

Please note: you may see fewer call activities in the reports after this change, since duplicate records will no longer be created.

Update where you access recordings and transcripts

After this change, recordings and transcripts for meetings will only be available on the meeting record for those meetings.

• Previously: you could use the call index page to review recorded meetings.
• After July 31, 2026: use the meeting index page for all recorded meetings.

To continue accessing recordings and transcripts, use the meeting index page.

Finish preparing

Beginning July 1, 2026, key meeting properties will begin populating for newly-recorded meetings. This allows you to:

• Build and validate meeting-based workflows.
• Update reports to use meeting data.
• Confirm your setup is working before the July 31 transition.

Beginning July 1, you can:

• Validate updated reports against newly-recorded meetings using data on meeting records.
• Test meeting-based workflows using newly-recorded meetings.

New properties available on meetings

To support this transition, key properties previously available on call records will be available on meetings. Beginning July 1, these properties will start populating with data for newly recorded meetings, allowing you to validate workflows and reports before the July 31 transition.

Historical meeting data

To support a smoother transition, HubSpot will also backfill key properties from existing call records onto their associated meeting records where applicable. This includes properties like Has transcript, Transcript ID, and Duration for meetings captured via Notetaker or supported video conferencing integrations. Backfill will occur during July ahead of the July 31 transition, helping ensure meeting records can function as the primary source of truth for recorded meetings while preserving existing historical call records.

Existing historical call records will remain in HubSpot after this change and will not be deleted.

Before and after

Before July 31, 2026:

• A meeting is recorded, and HubSpot creates both a meeting record and a call record.
• Having duplicate records for a single interaction can lead to confusion.

After July 31, 2026:

• A meeting is recorded, and HubSpot creates a meeting record only.
• There's a single source of truth for recorded meetings.