How to set-up and use the HubSpot Meeting Notetaker for Teams Meetings

Step 1: Set Your Auto-Join Preference

Decide whether you want the notetaker joining your meetings automatically, or only when you manually invite it.

1. In HubSpot, click the settings icon (top nav bar).
2. In the left sidebar, go to General.
3. Click the Calendar tab.
4. Under Meeting Notetaker Auto-Join, check or uncheck "Invite notetaker to join all your upcoming meetings automatically."
   • Checked = notetaker joins every eligible meeting automatically.
   • Unchecked = notetaker only joins when you manually invite it.
5. Click Save at the bottom.

Step 2: Know What Makes a Meeting Eligible

The notetaker will only join a Teams meeting if all of these are true:

• The meeting is stored in HubSpot.
• At least one CRM contact is an attendee, and their email domain is different from your company's domain.
• The meeting location is set to Microsoft Teams (also works with Google Meet or Zoom).

If a meeting doesn't meet these criteria, the notetaker won't join — even if auto-join is on.

Step 3: What Happens When the Notetaker Joins

1. The notetaker joins automatically at the scheduled start time.
2. Everyone in the meeting gets an audio announcement, a chat message, and a pop-up letting them know it's recording.
3. You'll see a dialog box — click Approve to let the notetaker continue.
4. If your Teams meeting has a waiting room, the host must manually admit the notetaker.
   • If it's not admitted within 5 minutes, it leaves automatically.
5. The notetaker appears in the meeting under the name "Sylvamo Notetaker"

Step 4: How the Notetaker Wraps Up

• If you end the meeting normally: the notetaker creates a meeting record in HubSpot and links it to the attendees contacts — this is where you'll find the recording, transcript, and summary.
• If everyone just leaves without ending the call: the notetaker stays until it detects 10 minutes of silence, then leaves and creates the call record automatically.
• Long meetings: the notetaker can record up to 3 hours. Past that, it leaves automatically — but everything captured up to that point is still saved.
• Storage: recordings are kept for 2 years.

Manually Add or Remove the Notetaker for a Specific Meeting

When scheduling a new meeting on a CRM record:

1. Click Schedule a meeting on the record.
2. Enter your meeting details.
3. Under the Notetaker section, check or uncheck Invite notetaker to meeting.
4. Click Save.

Booking for someone else? You won't be able to toggle this — it'll say "Notetaker will join based on the host's default setting."

For an already-scheduled meeting (from a CRM record):

1. Go to CRM > [Contacts/Companies/Deals] and open the record.
2. In the Activity timeline, click the meeting to expand it.
3. Click Actions > Edit (top right).
4. Check or uncheck the Sylvamo Notetaker box.
5. Click Save.

For an already-scheduled meeting (from the Sales Workspace):

Only works if you're the meeting host.

1. Click Sales > Sales Workspace
2. Click the Schedule tab, then Upcoming Meetings on the left.
3. Click the meeting name.
4. Toggle Invite Meeting Notetaker on or off (top right).

How to Tell if the Notetaker Is Set to Join

1. Go to CRM > [Contacts/Companies/Deals] and open the record.
2. In the Activity timeline, click the meeting to expand it.
3. Check the top of the meeting activity:
   • Green dot + notetaker name = it's set to join.
   • No indicator = it's not set to join.