Use Mobile Notetaker to record meetings with the HubSpot mobile app

If you're recording meetings with the HubSpot mobile app, you can start recording with a single tap from the home screen, or from existing meeting engagements. Users can record when they're offline and associate the recording with the corresponding meeting and CRM record when they're back online. After recording, you can review transcripts, AI summaries, and next step recommendations directly in the mobile app.

Please note: Notetaker is not a Sensitive Data-covered service and cannot support Protected Health Information (PHI). If you are interested in handling PHI, opt into the Notetaker Bot for HIPAA beta.

Set up one-tap recording for the HubSpot mobile app

In order to record in-person meetings with the HubSpot mobile app, take the following steps from your HubSpot desktop view:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. On the left, click Notetaker under Tools.
   • Toggle the Conversation recording switch on.
   • Toggle the Transcription and analysis switch on.
3. On the left, click AI under Account Management.
   • Toggle the Give users access to generative AI tools and features switch on.
   • Toggle the CRM data switch on.
   • Toggle the Customer conversation data switch on.
4. On the left, click Data Capture under Data Management.
   • At the top, select the Use smart data capture checkbox.
   • Configure your automatic recommendation settings for Notetaker.

Record meetings

1. Open the HubSpot app on your mobile device.
2. To start recording from the Home screen:
   • If your Home screen is set to the Sales experience, tap the recordIcon microphone icon in the upper right.
   • If your Home screen is not set to the Sales experience:
     • In the top left, tap the  horizontalMMenu icon.
     • At the top, tap Selected Experience. Then, tap Sales.
     • On the Home screen, tap the recordIcon microphone icon in the upper right.
3. To start recording from an existing meeting engagement:
   • On the Home screen, tap the  Menu icon at the top left.
   • On the left sidebar, tap  Meetings.
   • Tap the meeting name.
   • On the meeting record, tap Record next to Mobile Notetaker.
4. To start recording from an associated CRM record:
   • On the Home screen, tap the  Menu icon at the top left.
   • On the left sidebar, tap the object type (e.g., Contacts).
   • Use the search bar to find the record, and then tap the record name.
   • On the record, locate the meeting engagement under the Activity tab. Then, tap Record next to Mobile Notetaker.
5. If this is your first time recording a call, in the dialog box, tap Allow to allow HubSpot to access your microphone.
6. Notetaker will immediately start recording.

7. To choose whether to save the recording and generate a transcript for your meeting:
   • At the top, tap Save recording.
   • To log a meeting without saving the audio recording or generating a transcript, turn the Save recording switch off.
   • To save the audio recording and generate a transcript, turn the Save recording switch on.
   • Mobile Notetaker remembers your most recent choice for the Save recording option, and keeps that choice selected by default for future meetings.

Please note: when the Save recording switch is turned off, Mobile Notetaker will only generate an AI summary of the meeting. It will not save the audio recording, generate a transcript, recommend follow-up actions, or suggest CRM updates.

8. To pause the recording, tap the playerPauseIcon Pause button at the bottom.
9. To resume recording, tap the recordIcon Resume button at the bottom.
10. To delete the recording, tap the deleteIcon Delete button at the bottom. Then, in the dialog box, tap Delete.
11. To finish recording, tap the successIcon Finish button at the bottom.

Edit recording details and associations

After a recording is finished, you can edit the name and other details for the meeting record, and associate it with CRM records.

Please note: if you recorded the meeting while offline, you can listen to the recording and edit the name of the meeting while still offline. You'll need to connect to the internet before you can associate the meeting with any CRM records.

1. To listen to the recording, tap the playerPlay Play button.
2. To edit the recording name:
   • Tap the verticalMenu three vertical dots icon to the right of the recording.
   • Then, in the dialog box, enter a name and tap Save.
3. To associate the recording with an existing, scheduled meeting:
   • Tap the more icon at the bottom right. Then, tap Pick a scheduled meeting.
   • On the calendar, tap an existing scheduled meeting.
   • To be eligible for selection, the scheduled meeting must be created directly through HubSpot (i.e., not synced from a third-party calendar).
   • Edit the scheduled meeting record's details and associations.
4. To log the recording as a new meeting:
   • Tap the more icon at the bottom right. Then, tap Log a meeting.
   • Edit the new meeting record's details and associations.

Edit meeting details and associations

After associating a recording with a scheduled meeting or logging a new meeting, you can adjust that meeting record's details. For example, you can add a description, select a meeting outcome, or associate the meeting record to CRM records.

1. To add a meeting description, tap the Describe the meeting... field and enter text.
   • To add an image, tap the camera icon. Then, choose the source of the image and select the image.
   • To add an attachment, tap the attach attachment icon. Then, choose the source of the attachment and select the file.
   • To mention specific users, tap the mention ampersand icon and select a user.
2. To create a follow-up task for the meeting, tap the Follow up task button.
   • To adjust the timing of the follow-up, tap Follow up in, then make your selections.
   • Tap Save in the upper right.
3. Tap the Meeting Type and Meeting Outcome buttons to select a type and outcome for the recorded meeting.
4. Tap the Duration and Date / time buttons to adjust the specific timing details that will be saved for the recorded meeting.
5. To associate the meeting with CRM records:
   • Tap the Associate with button at the bottom.
   • Tap the type of record and then select the checkboxes next to any records you want to associate. Then, tap Done in the upper right.
   • You can associate the recording to multiple records of different types.
   • When you've finished selecting records to associate, tap Apply in the top right.
6. When you've finished editing the meeting details, tap Save in the top right.

Review existing recordings

To access the recordings you've taken with the mobile app:

1. Open the HubSpot app on your mobile device.
2. In the top left, tap the  Menu icon.
3. On the left, tap  Mobile Notetaker.
4. From the list of recordings, you can review and edit individual recordings by following the instructions above.

Review recordings and recommended actions

After you've logged the recording as a meeting, Mobile Notetaker will process the audio to generate a transcript and recommendations for next steps. When the meeting recap is ready, you can receive a push notification that links to the meeting's recap tab. Learn how to manage your mobile notifications.

To review the meeting, its transcript, and the generated recommendations for next steps:

1. Open the HubSpot app on your mobile device.
2. In the top left, tap the Menu icon.
3. On the left, tap  Mobile Notetaker.
4. At the bottom of the specific recording, tap Logged Meeting created.
5. From the recorded meeting engagement, you can:
   • Review and edit meeting details.
   • Review the meeting transcript.
   • Take recommended follow-up actions.
6. To edit the meeting description or adjust the meeting's associations:
   • At the top right, tap the verticalMenu three vertical dots icon. Then, tap Edit.
   • Adjust the meeting details as needed.
   • When you've finished editing the meeting details, tap Save at the top right.
7. To share the logged meeting record, tap the verticalMenu three vertical dots icon at the top right. Then, tap Share.
8. To delete the logged meeting record:
   • Tap the verticalMenu three vertical dots icon at the top right. Then, tap Delete.
   • In the dialog box, tap Delete.

Review and edit meeting details

1. On the logged meeting, tap Details at the top.

2. To adjust the meeting type or meeting outcome, tap Meeting Type or Meeting Outcome and then tap the desired value.
3. To review the details of an associated record:
   • Under Associations, tap the record.
   • To return to the logged meeting, tap Close at the top left.
4. To add internal comments to the meeting record:
   • Tap Add a comment at the bottom.
   • In the text box, enter your comment. Tap the mentionIcon ampersand icon and tap a user to mention a user. Tap the sendIcon send icon to add your comment.
   • When you've finished adding comments, tap Close at the top left.

Review recording and transcript

1. On the logged meeting, tap Review at the top.

2. At the top, use the playback controls to listen to the recorded meeting.
3. Review an AI-generated meeting summary under Meeting notes. While viewing the summary, you can share it via email, or by copying it:
   • To share the summary via email, tap Email. The summary will be added to the body of the email.
   • To copy the text of the summary, tap Copy.
4. Review the transcript under Transcript.

Take recommended follow-up actions

1. On the logged meeting, tap Actions at the top.

2. Under Review action items, review suggested follow-up tasks.
3. Under Update CRM properties, review suggested updates to CRM properties on relevant associated records. Learn how to configure your automatic recommendation settings for Notetaker.

Please note: CRM property update suggestions will only appear for recordings that are longer than ten seconds.