BetaRecord 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 joins any meeting booked from connected calendars, scheduling pages, proposed times, or in a record.

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

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 and Transcription and Analysis.
• You don't need to install any apps.
• If you're using Zoom, the meeting host must have local recording turned on. Learn more about setting up Notetaker with Zoom. Any connected app settings (for e.g. Zoom) across your account won't apply to your use of this feature.

• 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.
• To have Notetaker join recurring meetings, you must opt into the Sync Recurring Meetings to HubSpot beta.

Set up 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 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, navigate to Meetings.
3. Click the Notetaker tab.
4. Turn the Notetaker switch on.
   • If you'd like the 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 the notetaker to meetings manually, clear the Notetaker auto-join checkbox.
   • To give access to all users with an assigned Sales or Service seat, under the Choose notetaker access method section, select Automatically grant eligible users 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. 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. 
5. Under the Preferences section, choose the name and the announcement method Notetaker uses when joining a meeting.
   • 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.
     • Use the Language and Voice dropdown menus to select the specific language and voice used.
     • 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.

Configure user-specific settings

If you’re a user with an assigned Sales 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 icon in the top navigation bar.
2. In the left sidebar menu, navigate to General.
3. Click the Calendar tab.
4. Under Meeting Notetaker Auto-Join, select or clear the Invite notetaker to join all 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 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 at the scheduled meeting 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 five minutes without being admitted to the meeting, it will leave.
• 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 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.
• Meeting recordings are stored for two years.

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 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 the message "Notetaker will join based on the host's default setting."

View and edit notetaker status for upcoming meetings

To see whether the 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, click More, then navigate to Sales > Sales Workspace. If More doesn't appear in your account, navigate to Sales > Sales Workspace directly. 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 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 join at the scheduled meeting 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 notetaker will join at the scheduled meeting 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 notetaker will join at the scheduled meeting 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.

Review recommended next steps after meetings

After completing a meeting, Notetaker generates recommendations to help you move deals through your pipeline more efficiently. Notetaker analyzes meeting and call transcripts and related deal information to suggest CRM updates, draft follow-up emails, and surface high-value next steps. Users can then review and apply these recommendations, making the movement of deals through their pipeline easier.

Please note: Please avoid sharing any sensitive information in your enabled data inputs for AI features, including your prompts. Admins can configure generative AI features in account management settings. For information on how HubSpot AI uses your data to provide trustworthy AI, with you in control of your data, you can refer to our HubSpot AI Trust & Safety information.

HubSpot Credits

Starting April 14, 2026, custom properties in your smart data capture settings consume 10 credits per custom property per transcript run, powered by Data Agent. For example:

• If one transcript runs on one custom property, 10 credits are consumed.
• If five transcripts each run on five custom properties, 250 credits are consumed.

Standard properties used in smart data capture settings do not consume credits. 

Configure automatic recommendation settings

Super Admins can set which properties are eligible for 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.

6. • By default, the Automated 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, at the bottom, click Save.

View next step recommendations

Recommendations for next steps are available shortly after a meeting or call ends. You can find these recommendations from automatic notifications or by navigating to the associated deal.

CRM property 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 in-person mobile recordings.)

• There are at least two speakers on the recording. (Does not apply to in-person mobile recordings.)

Action items appear when a call or meeting has a duration of at least 30 seconds (except for in-person mobile recordings, which can have any duration).

Receive recommendation notifications

HubSpot automatically sends the following notifications to the activity owner with recommended next steps:

To review recommendations from these notifications:

• In the notification email, click Review 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 or Review updates.

View recommendations on the deal index page

• To view recommendations in bulk:
  • On the deals index page, at the top right, click Actions.
  • Then, click Review X data suggestions.
• To view recommendations for specific deals:
• On the deals index page, hover over the breezeSingleStar Breeze AI icon next to the deal name.
• In the pop-up box, click Review transcript and recording.

View recommendations on the deal record

If there are new recommendations related to a deal record, you can find a message in the top left record highlight card, stating artificialIntelligenceEnhanced X data changes found. To review those changes, click Review.

To view recommendations related to a single activity on a deal:

• From the deal record, at the top, click the Activities tab.
• In the activity timeline, under the activity name, click breezeSingleStar Review transcript and next steps.

Review and apply recommendations

For meetings, recommendations appear on the Recording & transcript tab of the meeting record, under the Next Steps section:

For calls, recommendations are restricted to CRM update suggestions.

Review action items after meetings

In the Review action items section, you can review, edit, approve, or reject the recommended action items.

For each recommended action item:

• Hover over Source to view the moment in the transcript that prompted the recommended action.
• Click the edit edit icon to edit the text for that item.
• Click the add add task icon to create a task for the item.
• Click the remove remove icon to reject a recommendation.

To save all action items as a single task, click Save as one task.

Send follow-up emails after meetings

To generate a follow-up email:

1. Under Review action items, click Generate follow-up email.
2. In the email editor pop-up window to the right, you can review the generated email and make any necessary changes to the:
   
   • Recipient address
   • CC and BCC addresses
   • Subject line
   • Body content
3. 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.
4. After reviewing and adjusting the content as needed, click breezeSingleStar Send to send the email.

Approve CRM update suggestions

After a meeting or call, you can review, edit, approve, or reject the suggested updates to CRM properties.

• Hover over Source to view the moment in the transcript that prompted the recommended update.
• To accept a suggestion, click the success approve icon.
• To reject a suggestion, click the remove reject icon.
• To edit the value of a property before approving, click the field under the property name and enter the desired value.

Next steps

Learn how to maximize your post-call routine with advice from HubSpot Academy.