Use meeting assistant in the sales workspace

Last updated: March 3, 2025

Available with any of the following subscriptions, except where noted:

Sales Hub Professional , Enterprise

The Schedule tab is a read-only view of your connected calendar events and all tasks in the sales workspace. This tab will help you plan your workload. For example, if you’re going to be out of the office for a week, but you have tasks or meetings scheduled that week, you'll be able to see the conflicts on the Schedule tab.

Sales reps can use meeting assistant on the Schedule tab to prepare for meetings and to follow up after meetings. Meeting assistant provides detailed information about your meeting attendees, suggests activities for you before and after meetings, and provides AI-generated summaries.

You can only prepare and recap for meetings scheduled with at least one (non-internal) contact. These meetings are orange.

View your schedule

In your HubSpot account, navigate to Workspaces > Sales.
Click the Schedule tab.
To change the view, in the top left, click Today to go to today's date. Click the Week dropdown menu to select Day, Week, or Month.
To change which calendar events are showing, in the top left click Key, then select the checkboxes next to the event types you want displayed.
To hide weekends on the schedule, click the checkbox next to Hide weekends.
To update the timezone, click the timezone, then select an option.

To view the full details of a meeting including virtual meeting links, click the event.

Review meeting actions

Review a list of meetings that are awaiting an action such as meeting outcomes and follow-up opportunities.

In your HubSpot account, navigate to Workspaces > Sales.
Click the Schedule tab.
On the left, click to expand each section.

In the Upcoming meetings section, click the meeting title to view details about your upcoming meetings so you can prepare for them.
In the Awaiting meeting outcomes section use the meeting outcome dropdown menu and select an outcome. After you set a meeting outcome, if there are any additional follow-up actions needed on the meeting, they’ll appear in the Follow-up Opportunities section.
In the Follow-up opportunities section, you can click the meeting outcome dropdown menu and select an outcome. You can also click the email email icon or the descriptiondescription icon, then you'll be redirected so you can follow up after meetings and complete the action.

meeting-assistant-followup-1

Prepare for meetings

To review suggested activities and review attendee information to prepare for a meeting:

In your HubSpot account, navigate to Workspaces > Sales.
Click the Schedule tab.
Click the upcoming meeting you'd like to prepare for. Then, in the pop-up box, click Prepare.

prepare-1

In the Information section, review your meeting attendees and any deals associated with those contacts.
- Click the contact name to review details about the meeting invitees.
- Click the deal name to review details about deals associated with a contact.
- Click the Team notes section to enter notes. To send a notification to another team member, type @ followed by the user's name. Enter your note, then click Save.
- Click Join meeting to launch your video conferencing link if one is included in the meeting.
In the Prepare for your meeting section, there will be a list of suggested activities for you to complete prior to your meeting such as reviewing records, conversations, and notes and following up with attendees that have not accepted the invite.
- To take action, hover over the activity, and click the action. For example, if the suggested activity says "Study your customer's company with Copilot" you should hover over the action and click Research company.
- To complete an activity, click the checkmark to the left of the suggested activity.
- To generate an overview of your prospect, click Insights. In the right panel, review summaries of recent communications like calls and emails, website visits, and company details. The Overview section will include suggested pain points and opportunities for you to consider before your meeting.

To exit the meeting preparation window and return to your schedule, click X.

Follow up after meetings

To follow up after a meeting:

In your HubSpot account, navigate to Workspaces > Sales.
Click the Schedule tab.
Click the past meeting you'd like to follow up on. Then, in the dialog box, click Follow-up.

In the Meeting information section, review your meeting attendees.
- Click to expand the Meeting summary section, which is available if you made the call from HubSpot or with Zoom if you are syncing Zoom recordings . This field isn't editable, but you can use the Notes text box below to add additional information. To review the full transcripts and the recording, click View transcripts or Review recording.
- If you click View transcripts, you can provide feedback on the call summary.

calls-summary-1

Please note: AI Assistant meeting summaries relies on AI Assistant call summaries. To use AI Assistant meeting summaries, you must:

Turn on AI Assistant and select the Customer analysis checkbox.
Turn on call recording in your account settings, turn on transcription and analysis, and select the Allow call recording checkbox.
Make a phone call from a HubSpot provided number within two minutes of the meeting start time. By default, automatic associations will be turned on in your call settings, and the phone call will automatically be associated with the meeting. If you turned off automatic associations, you can manually associate the call to the meeting.

- Click to expand the Team notes section to add notes. To send a notification to another team member, type @ followed by the user's name. Enter your note, then click Save.
In the Follow up on your meeting section, there will be a list of suggested activities for you to complete after your meeting such as sending a follow-up email and updating your meeting notes.
- To take action, click the link at the end of each suggested activity. For example, for an activity that's titled "Send a follow-up email to this contact," click Send a follow up email. A pop-up box will open for you to write your email. Alternatively, if you use meeting summaries, you can click Generate a follow-up email. A pop-up box will open with an AI-generated email for you to review.
- To complete an activity, click the checkmark to the left of the suggested activity.
- To generate an overview of your prospect, Click Insights. In the right panel, review summaries of recent communications like calls and emails, website visits, and company details. The Overview section will include suggested pain points and opportunities for you to consider before your meeting.
- To open a chat with Copilot, click Copilot.

On the right, view details about your prospect.
- Click View record to open the prospect's contact record
- Click the About, Notes, and Associations tabs to review more details about your prospect.

view-contact-follow-up

To exit the meeting preparation window and return to your schedule, click X in the top right.

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