HubSpot’s New Sales Meeting Notetaker: What It Is, When to Use It

HubSpot just released a new Sales Meeting Notetaker feature that’s built to automate capturing meeting notes, transcripts, summaries, and next steps - without burdening your reps mid-call.

But as with any new feature, questions immediately pop up:

• Should you use the notetaker if you already have HubSpot Calling enabled (which already records calls)?

• What exactly happens with meeting recordings once they’re captured?

• How do you make the recordings useful, not just another file in the system?

Let’s walk through what this new notetaker does (and doesn’t), how it plays with calling, and how to turn your meeting recordings into usable intelligence.

What Is the HubSpot Sales Meeting Notetaker?

Here’s a quick breakdown of what the Meeting Notetaker offers:

• For users with Sales Hub Professional or Enterprise seats, the notetaker can join Google Meet, Zoom, or Microsoft Teams meetings. 

• It automatically records, transcribes, and generates meeting summaries, key takeaways, and “next steps.” 

• After the meeting ends, it creates a call object in HubSpot associated with that meeting, embedding the transcript, summary, and recording.

• You can configure account defaults (auto-invite the notetaker to all your meetings) and user-level settings (opt in / out per user). 

It’s essentially a built-in AI that handles note-taking so your team can stay focused on the conversation, not their keyboard.

Should You Use the Notetaker If You Already Use HubSpot Calling?

Short answer: Maybe not always. The decision depends on your setup and the overlap of use cases.

What HubSpot Calling already does (and beyond)

• The HubSpot calling tool lets your team make outbound calls (or receive calls, depending on setup) directly from HubSpot. 

• Calls made via HubSpot Calling can be recorded, transcribed (if Conversation Intelligence is enabled), and surfaced in HubSpot automatically, with summaries, tracked terms, etc. 

• So for phone calls, you already have much of the same functionality baked in.

Given that, the Meeting Notetaker is more complementary than redundant:

• It shines when your conversations happen via video conferencing (Zoom, Google Meet, Teams) - not over the phone line.

• If your team’s calls are mostly “calls” (not meetings), then the calling tool suffices.

• But many B2B sales sequences include demo calls, discovery meetings, product walkthroughs, etc. That’s where the Meeting Notetaker adds value.

So, if your team does high-volume meeting calls over video, this is a compelling addition. If you're 100% on dialing from HubSpot, the benefit is less clear - you may already get most of the value from your calling + CI setup.

What Happens After Recording a Meeting

Recording is only part of the story. Here’s how HubSpot treats meeting recordings and what you can do with them:

1. Call Record Object & Association
   After the meeting, HubSpot creates a call record and links it to the meeting. 
   It’s associated with relevant contacts, companies, deals, or meetings on record. 

2. Transcripts, Summaries, and AI Insights

   • The notetaker also supplies a transcript of the meeting. 

   • It generates an AI summary with key points, decisions, next steps, and sentiment. 

   • You can view tracked terms (if you’re on Enterprise) - e.g. keywords or topics flagged during the conversation. 

3. Review, Clip, & Share

   • You (or your reps/managers) can listen back, jump to sections via the transcript view, or use timestamped comments. 

   • You can share a recording or "clip" a portion (e.g. 0:05 to 5:15) with teammates or stakeholders. 

   • You can add the recording to coaching playlists so your team can reference it later during training.

4. Association Editing & Record Linking
   If the recording wasn't automatically associated with the right objects (contacts, deal, company), you can add or edit those associations manually to ensure context. 

5. Deleting or Managing Recordings

   • You can delete recordings from the Call Index page if you no longer need them. 

   • Permissions matter: only users with adequate access will see certain recordings and transcripts.

Best Practices & Tips for Maximizing Value

• Enable only for relevant users/meetings - Don’t force recording for every internal meeting. The notetaker joins only eligible meetings (those with at least one external contact and a Zoom/Meet/Teams link). 

• Make sure meeting recordings are legal - Understand your region’s rules on consent for recording calls/meetings. Disclose to participants that the meeting is being recorded.

• Use the recordings for coaching - Build playlists, share clips, review transcripts during 1:1s, and highlight best practices.

• Enrich your CRM data - Pull insights from transcripts (e.g. objections, competitor mentions) and tie them back into deal properties or follow-up tasks.

• Don’t rely on it 100% - Encourage reps to capture context, emotional cues, side notes - AI is not perfect.

• Clean up associations - After the meeting, double-check the call was assigned properly to contacts, deals, companies.

• Archive or delete unnecessary recordings - Too much old data can clutter your portal and obscure what’s relevant.

Final Thoughts

HubSpot’s Sales Meeting Notetaker is a strong step toward better automation and richer meeting intelligence -especially for teams that run a lot of virtual meetings. It doesn’t fully replace Calling in HubSpot, but it fills a complementary gap for meeting capture.

If your team’s workflow includes a mix of phone calls and video demos, the notetaker gives you the ability to always capture the insight - no more notes lost or unclear takeaways.

Schedule a call now to chat about your HubSpot needs.