Notetaker with Smart Deal Progression

 

Updates to this Beta

We’re constantly evolving how you capture and act on your conversations. Before you dive into the full guide on Smart Deal Progression below, check out these new enhancements designed to give you more control over your Notetaker, deeper insights into every conversation, and more flexible follow-up options.

 

Starting July 31st 2026, HubSpot is simplifying how meetings recorded via Notetaker, Zoom, Google Meet, and Microsoft Teams are logged.

What’s changing:

Today, meetings recorded with Notetaker or video conferencing integrations (Zoom, Microsoft Teams, Google Meet) create both a Call record and a Meeting record. To simplify reporting and processes, after this change, they will only create a Meeting record.

Call objects will still exist for actual calling activity (phone calls). This change only affects recorded meetings.

What this means for you:

You will need to update your setup if you currently:

• - Workflows: You use workflows triggered by Call creation intended for meetings.
• - Properties: You rely on Call-based properties (like has transcript, transcript ID, or duration) for meetings.
• - Reporting: You filter dashboards or activity reports by Call or Engagement objects to track meetings. (Note: Because duplicate records are being eliminated, your activity reports will show a drop in "Call" volume after July 31. This is expected and reflects better data accuracy.)
• - Navigation: You look for meeting recordings or transcripts directly on the Call index page.

To ensure a seamless transition, HubSpot is already adding key properties (has transcript, transcript ID, and duration) directly to the Meeting record. This allows you to recreate your workflows and reports ahead of the July 31 deadline.

 

What you can do now before July 31st:

• - Audit your current setup: Identify workflows, reports, and integrations that currently rely on Call objects for recorded meetings.
• - Opt-in to the Beta: Join the Meeting Workflows Beta to start building Meeting-based workflows. Note: Properties won’t begin to fill until July 1st but you can set up your workflows with the new properties now.
• - Explore the new layout: Familiarize yourself with the Meeting index page, where all future transcripts and recordings will live.
• - Data Rollout Timeline: You may see these new Meeting properties in your portal now. New data will begin populating on July 1, and historical meeting data will be fully backfilled by July 31.

 

What you should do after July 31st:

Once the change goes live, recorded meetings will no longer create Call records. Finalize your transition by completing the following:

• - Switch your workflows: Recreate or turn on your updated workflows using Meeting-based triggers.
• - Update your reports: Flip your activity reporting to pull from Meeting data instead of Call data so your metrics stay accurate.
• - Update habits: Access all future meeting transcripts and recordings directly from the Meeting index page or individual Meeting records.

Click here to learn more

 

Conversation Review & Deal Progression

We’ve improved how you share meeting outcomes, get insights, and access data across your experience.

• - Default Auto-Updates & Enhanced Notifications: To eliminate even more manual post-meeting work, auto-updates are now enabled by default for call outcome and meeting outcome.
• - Unified Stats: Call stats and tracked terms are now delivered to both the meeting and call review pages.
• - Improved Email Follow-ups: Open your email draft directly inside the Breeze panel with an improved format, letting you make copy edits more seamlessly.

• - Enhanced Call & Meeting Summaries: To provide a consistent experience, meeting activity cards now feature an improved summary that matches the call activity card experience.

• - Suggested Follow-Ups Card: Access post-engagement recommendations directly on the Deal Record by adding the new "Suggested Follow-Ups" card.

 

Notetaker

We are streamlining how meetings are logged while giving you more control over your bot’s personality and presence.

• - Change the voice of your Notetaker: Take control of meeting entry by customizing the voice, language, and tone of the Notetaker's verbal announcement, or make it optional by opting for "Chat-only" notifications on Google Meet and Microsoft Teams.
• - Rename your Notetaker: You can now rename the Notetaker at the portal level to seamlessly match your company's brand and visual identity during conversations

 

Original Beta Notification

Notetaker with Smart Deal Progression helps your team turn every live conversation (both calls and meetings) into: clear next steps, better CRM hygiene, and faster deal movement. This functionality is available for Sales and Service Pro+ seats.

 

What is Notetaker with Smart Deal Progression?

Smart Deal Progression helps you prepare for upcoming meetings and eliminates the manual work that happens after a conversation. Using your meeting and call transcripts alongside related Deal context, HubSpot automatically:

• - Suggests CRM updates to keep your pipeline accurate
• - Identifies next steps so nothing gets missed
• - Drafts personalized follow-up emails based on your conversation

Use HubSpot’s provided recording options or use an integration to sync your recording and transcript into HubSpot. Learn more.

After each meeting or call, reps can quickly review and approve these suggestions so nothing falls through the cracks and deals keep moving forward.

Before the next conversation, Smart Deal Progression also surfaces Deal scores, risks, and buyer goals so reps go into every meeting feeling prepared with complete Deal context.

 

Why this matters

Before and after customer conversations, reps spend hours on admin work: reviewing CRM history, updating CRM records, writing follow-ups, and creating tasks. Smart Deal Progression handles this for you by using the actual context of your conversations, so you can:

• - Prepare for meetings in minutes
• - Follow up faster with less effort
• - Keep your CRM clean and up to date
• - Prevent deals from stalling
• - Close more deals with less manual work

 

What to expect

As soon as the meeting or call ends, reps receive a detailed post-conversation summary in their inbox, as well as notifications in HubSpot, Slack, Google Chat, and Microsoft Teams.

Users can review and act on next steps and property updates by clicking “Review next steps” in their email or in-app notifications, taking them to the conversation review page.

Note: If you currently use the call review page and wish to view the legacy experience, you can navigate back to that page from here. Please note that additional call review features (such as call stats) will continue to be added to the new conversation review page in the coming weeks.

 

From the conversation review page, reps can:

• - Approve or edit suggested CRM updates, keeping your CRM up-to-date with one-click approval
• - Review AI-generated next steps and quickly convert them into tasks so no follow-up actions get missed
• - Approve and send an AI-generated follow-up email, personalized using your conversation context, with a summary and next steps

Reps can also revisit follow-up suggestions in an end-of-day email or use the new HubSpot provided “Suggested follow-ups” view in the Deals index. The “Last conversation with follow-ups” column and filter can also be added to any existing Deal views.

 

Want insights that go beyond a single call or meeting? Ask Breeze questions across all your recorded conversations at once. Breeze synthesizes your conversation history so you can spot patterns across interactions without replaying recordings one by one.

• - For example, "What concerns did sales prospects raise most often in calls last week?" or "Which sales meetings recently ended without a clear next step, and what should the next steps be?"

Past calls and meetings are accessible anytime via the Sales Workspace, Customer Success Workspace, all object record activity timelines, the Calls index, or Meetings index page.

Before going into their next meeting, reps can prepare for a conversation by clicking "Prep for meeting" on any CRM object activity timeline, the Sales Workspace, the Customer Success Space, the Meetings Index, or the Sales Extension in their external Google or Outlook calendar.

 

Meeting prep provides insights into deal risks, buyer goals, deal score, recent activities, and pain points, so that reps are always confident going into conversations.

 

How to set it up

Meeting prep, Next Steps, and follow-up email drafts will appear automatically for all recorded calls and meetings, no additional configuration required.

Set up Recording & Transcription

Setting up conversation recording in HubSpot is simple. Navigate to Settings > Tools > Recording & Transcription to ensure you are set up to record meetings, calls, and In-person conversations. Use HubSpot’s provided recording options by enabling the toggles or use an integration to sync your recording and transcript into HubSpot.

Capture methods include:

• - Meetings - toggle Meetings on in order to have a notetaker bot join any Zoom, Google Meet, or Teams conversation. Navigate to Settings > Tools > Meetings > Notetaker to configure which users have access to the notetaker bot and whether it should automatically join meetings or if it should be manually invited to conversations you want recorded. Learn more.
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• - Phone calls - with conversation recording enabled, any calls conducted via HubSpot calling are automatically recorded and transcribed. Learn more.
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• - In-person conversations - with HubSpot's mobile iOS app, users can choose to record in-person meetings. Learn more.
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• - Integrations - in addition or in exchange for HubSpot-provided capture options, you can also sync recorded conversations into HubSpot via an integration, such as Zoom, Google Meet, or Microsoft Teams. For additional integrations, navigate to their marketplace listing to learn whether they sync recordings and transcripts into HubSpot.

Set up Smart Data Capture

For CRM updates, admins can configure which Deal properties are included in suggestions as well as which users, calls, and meetings to target for suggestions. Navigate to Settings > Data Management > Data Capture.

 

Configure properties to approve automatically or leave them as one-click validation for reps to review on the conversation review page. Improve suggestion quality for data capture by providing property descriptions and data entry instructions.

Choose to capture data from all calls and meetings or only specific call and meeting types.

 

Pricing

Custom properties used within Smart Data Capture (the system powering CRM Updates for Smart Deal Progression) consume HubSpot credits via Data Agent. Note: Default property updates do not consume credits and are included in your subscription.

• - The Cost: Custom properties will consume 10 credits per property, per transcript run. Standard HubSpot properties remain free of credit costs. For example, 1 transcript × 1 custom property → 10 credits and 5 transcripts × 5 custom properties → 250 credits.
• - The Math: Credits are consumed based on the number of transcripts processed × number of custom properties selected for updates.
• - Monitor Usage: Track your credit consumption anytime in Account & Billing → Usage & Limits.

 

Who gets it?

Sales Hub Professional, Sales Hub Enterprise, Service Hub Professional, Service Hub Enterprise

 

We'd love your feedback

We’d love to hear what you think! Share feedback anytime in-product or through support.