How to Use the Hubspot Meeting Notetaker and Call Recording

The Hubspot meeting notetaker and call recording features make it easier to capture conversations, create notes, and follow up with clear action items after every call.

This step-by-step guide walks you through enabling call recording, using the AI meeting notetaker, reviewing notes, and managing access so teams can collaborate efficiently.

Overview of the Hubspot Meeting Notetaker

The AI meeting notetaker in Hubspot automatically creates notes for supported meetings and calls. It can capture:

• Key discussion points
• Action items and owners
• Follow-up tasks
• Summaries that sync to records

Depending on your subscription and permissions, you can use the notetaker in calls, meetings hosted through scheduling pages, and integrated tools such as Zoom.

Prerequisites for Using Hubspot Meeting Notetaker

Before you use the AI meeting notetaker and call recording, confirm the following requirements:

• Correct subscription level that includes calling and conversation intelligence features
• Access to calling tools or connected calling provider
• Permissions to view and record calls where required
• Consent and legal compliance for call recording in your region

Check your calling and conversation settings in your account to make sure the features you need are turned on.

How to Enable Call Recording in Hubspot

To use the meeting notetaker effectively, you often start with call recording. Follow these steps to enable call recording:

Step 1: Open Calling Settings in Hubspot

1. Log in to your account.
2. Click the settings icon in the main navigation.
3. Navigate to the calling or conversation intelligence section.

Here you will find options to configure recording for outbound and inbound calls.

Step 2: Configure Call Recording Preferences

1. Locate the call recording toggle or similar option.
2. Choose which calls can be recorded (for example, inbound, outbound, or both).
3. Review any consent messaging or recording notifications that will play for participants.

Make sure your settings match your organization's policies and regional regulations.

Step 3: Test Recording from a Hubspot Record

1. Open a contact, company, deal, or ticket record.
2. Click the call icon to start a call.
3. Turn on recording when the option appears.
4. End the call and confirm that the recording and transcript, if available, appear in the record timeline.

Once recording is enabled, the meeting notetaker can use that audio to generate structured notes where supported.

How to Use the Hubspot Meeting Notetaker

After call recording is set up, you can start using the AI meeting notetaker on calls and meetings.

Starting a Meeting with the Hubspot Notetaker

1. Schedule a meeting using your scheduling page or connected calendar.
2. Send invites to attendees, making sure the event is associated with the right records.
3. If you use an integrated conferencing tool such as Zoom, confirm that it is connected in your account.

When the meeting begins, the notetaker joins or activates based on your configuration and the tools you use.

Recording and Capturing Notes in Hubspot

1. Start the meeting from your calendar or directly from the relevant record.
2. Ensure call or meeting recording is enabled when prompted.
3. Allow the AI meeting notetaker to run for the duration of the conversation.
4. End the meeting or call when finished.

The notetaker processes the recording and automatically generates a summary with key points and action items.

Where to Find Your AI Notes in Hubspot

After the call or meeting ends, you can review the notes in several places:

• On the contact, company, deal, or ticket record timeline
• Inside the call record or activity log
• Within conversation intelligence views if available in your subscription

Notes are linked to the associated objects so teams can see the full context of every interaction.

Reviewing and Editing AI Meeting Notes in Hubspot

The AI meeting notetaker creates an initial draft of notes. You can refine this content to match your processes.

How to Edit Notes

1. Open the record where the call or meeting is logged.
2. Locate the call or meeting activity with generated notes.
3. Click to expand or open the detailed view.
4. Edit the note fields, action items, or summary text as needed.

Edits are saved to the activity so others see the most accurate version of the conversation.

Tagging and Assigning Action Items

Use the structured notes from Hubspot to keep work moving:

• Tag teammates in comments where relevant.
• Create follow-up tasks from action items.
• Associate the call with additional records if more stakeholders are involved.

Consistent use of AI-generated notes and tasks can improve your team's follow-through after each meeting.

Managing Access, Privacy, and Compliance in Hubspot

Because call recording and AI notes involve sensitive information, configure access carefully.

Control Who Can View Recordings and Notes

1. Go to your user and team permissions settings.
2. Adjust conversation intelligence or calling access by role.
3. Decide who can listen to recordings and who can only see summaries or notes.

Limiting access ensures that only appropriate team members can review full conversations.

Handle Consent and Regional Rules

When using Hubspot call recording and the meeting notetaker, consider:

• Local laws for call recording and consent
• Scripts or banners that notify participants about recording
• Internal policies for storing and deleting recordings

Review the full product documentation at this Hubspot knowledge base article for the latest legal and feature information.

Tips to Get the Most from Hubspot Meeting Notes

Once the AI meeting notetaker is live, a few best practices can help teams get better results.

• Speak clearly and minimize background noise during calls.
• Identify speakers and decisions explicitly.
• Summarize key outcomes at the end of each meeting.
• Review and correct AI notes shortly after each call.

These small habits improve the quality of generated notes and make them more useful for sales, service, and account teams.

Integrating Hubspot Meeting Notes into Your Workflow

AI notes become more powerful when you connect them to broader processes.

• Sync notes to deals to track sales momentum.
• Link follow-up tickets to service conversations.
• Use reporting tools to understand call volume and outcomes.

For help designing a complete CRM and meeting workflow, you can work with experts such as Consultevo to optimize your setup.

Conclusion: Streamline Meetings with Hubspot

The AI meeting notetaker and call recording tools in Hubspot help teams capture accurate records of every conversation without manual note-taking. By enabling recording, configuring the notetaker, reviewing AI summaries, and managing permissions, your organization can build a reliable history of customer interactions and keep everyone aligned on next steps.

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