How to use HubSpot In-Person Meeting Notetaker using the HubSpot Mobile App 

Before you get started make sure you have the latest versions of the HubSpot App downloaded on your device.

Option A: Quick Recordings 

Best for meetings on the fly or when you're short on time.

1. Open the HubSpot mobile app.
2. Tap the microphone icon in the top right of the home screen.
3. Recording starts immediately — no need to find or create a CRM record first.
4. On the recording screen, toggle whether to save the recording (your choice is remembered for next time).
5. When the meeting's over, stop the recording.
6. You'll land on the Mobile Notetaker page — from here, associate the recording with a CRM record and it will log as a meeting engagement.

Tip: No signal? No problem. You can record fully offline — it saves locally to your Mobile Notetaker list, and you associate it with a CRM record once you're back online.

Option B: Recording From a Scheduled or Logged Meeting

If you'd rather start from an existing meeting on the record's timeline:

1. Open the scheduled meeting or logged meeting activity on the relevant CRM record.
2. Tap to start the recording from there.
3. It's automatically tied to that meeting — no manual association needed afterward.

After the Meeting: Reviewing What HubSpot Captured

Go to the recorded meeting engagement and you'll see two tabs: Review and Action.

Review Tab

• AI Summary — key discussion points, objectives, and questions. One tap to copy it or turn it into a follow-up email.
• Follow-up Email — tap "Email" to generate a draft with the summary pre-filled. Edit as needed, then send.
• Transcript — auto-scrolling, speaker-labeled transcript you can read at your own pace.
• Playback — replay the audio, adjust speed, or jump to a specific point in the conversation.

Action Tab

• Suggested Tasks — AI-suggested next steps. Create or dismiss each one.
• CRM Updates — AI-suggested property updates based on the conversation. Review each one and accept, edit, or reject before it's applied.

Managing Pending Recordings

Go to the Mobile Notetaker page (accessible from the side menu) to:

• See all recordings waiting to be associated with a CRM record
• Replay, rename, or delete a recording
• Once you associate a recording, it's automatically removed from this list