Skip to main content

Connect Claap to HubSpot

Connect HubSpot to automatically sync meeting notes, AI insights, and CRM updates from Claap.

The Claap x HubSpot integration allows you to log your meeting details and summary directly from Claap into HubSpot. Additionally, Claap can automatically enrich HubSpot fields based on insights generated by Claap.

⚠️ In order for HubSpot integration to work, you will first need to connect your Google Calendar or Outlook Calendar. Only recordings of meetings in your integrated calendar will have the HubSpot push enabled.

Turn on HubSpot Integration

Before being able to log a note in HubSpot directly from Claap, you will need to connect your HubSpot account with your Claap account:

  1. Open your Apps & Integrations settings and click on the HubSpot tile:

  2. Click on "Connect":

  3. Log in through HubSpot's authentication with the same email account you used to log into Claap

  4. That's it, at this point, you have connected your HubSpot account with your Claap account. The HubSpot integration tile should now show a green check:

Meeting notes - How it works

Anytime you record a meeting with external participants, you will have the ability to create a corresponding note or meeting activity for this meeting in HubSpot, attached to the relevant contacts.

This note will contain the meeting details, the list of participants, the meeting summary from Claap, and a link to the meeting recording.

💡 Claap creates one HubSpot note per meeting. The note is associated with all the identified contacts, the companies attached to the meeting and the deal linked to the meeting. Contacts that don't exist yet are created according to your contact creation setting (see below).

If you wish to add or update a HubSpot note activity from Claap:

  1. In the Overview tab, click on Add note/meeting to HubSpot:

  2. A confirmation message should appear indicating the note or meeting has been created, with a direct link to it on HubSpot:

  3. That's it! You can then access your meeting details anytime directly from the link provided below the meeting recording, at the bottom of the Overview tab:

  4. If you like, you can also update the note in order to push the latest Summary if you've changed it. To do this, click on Update note/meeting on HubSpot in the Overview tab:

💡 Meetings which have HubSpot notes attached will display the HubSpot icon on their tile in your Library:

Configure your integration preferences

With the Claap x HubSpot integration you can decide how your meeting notes and contacts are synced with HubSpot:

To access the sync options, open your Apps & Integrations settings and click on the HubSpot tile.

  • Automatically send meeting notes to HubSpot

Choose where and when to attach meeting notes in HubSpot. Available options:

  1. Do not add meeting notes: meeting notes will not be added automatically in HubSpot. You will have the option to add them manually from within the meeting recording page.

  2. Add in notes: A HubSpot note will be created with the meeting details for each contact identified in the meeting.

  3. Add in meetings: A HubSpot meeting will be created with the meeting details and participants.

  4. Add in notes and meetings: Add in notes and meetings: Claap creates a HubSpot meeting (or a call, for phone calls) with the Claap note attached, and also creates a note associated with the contacts, companies and deal.

  • Automatically create contacts in HubSpot

Choose when to create contacts in HubSpot. Available options:

  1. Never create contacts: Contacts will not be created automatically in HubSpot for the participants who were identified. You will have the option to add them manually from within the meeting recording page.

  2. For all external participants: Contacts who are detected as external to your company will be created in HubSpot if they do not yet exist.

  3. For external participants with email domain already in CRM: Contacts who are detected as external and who can be mapped to an already existing email domain in HubSpot will be created if they do not yet exist. For improved sync reliability, it is recommended to use the Claap bot recorder for scheduled meetings, as it ensures participants are correctly identified and synced to HubSpot.

  4. For all external participants (default): a contact is created for every external participant who does not exist yet.

  5. Never create contacts: no contact is created automatically.

  6. For external participants with email domain already in CRM: a contact is created only if the email domain already exists in your CRM. Free email domains (gmail.com, etc.) are always excluded.

  7. When you click the manual button on a recording, contacts are always created for all external participants, whatever this setting.

  8. For HubSpot, the domain check looks for a company with the same domain.

  • Field enrichment in HubSpot

Choose how the insights mapped to HubSpot properties (using our CRM enrichment feature) should be saved in HubSpot.

You can decide to have the insight appended to the content if the corresponding property in HubSpot already contains some data, or you can decide to have it replace existing data in that property.

You can also choose whether you want this CRM enrichment to be automatically done or whether you prefer to manually validate and sync the fields directly on the recording page. If you encounter issues with recorded meetings not syncing to HubSpot, ensure participants are correctly identified by manually adding them to the call in Claap and triggering the sync. Publishing the call in a public folder can also enable syncing.

Auto-sync generated fields in the CRM (on by default): when on, Claap enriches your HubSpot records automatically after the AI summary is generated and when a new record is linked to the recording. When off, you sync fields manually from the recording page. How each field writes to HubSpot (append or overwrite) is set on the field itself. See Use AI Fields to Automatically Enrich Your CRM.

Ensure you have View permissions for Notes in HubSpot

Auto-sync : Sync notes from private recordings (off by default): by default, private recordings are not pushed to HubSpot. A workspace admin can turn this on to push private recordings too. If a private recording is published to the workspace later, it is pushed to HubSpot at that moment.

Troubleshooting Common Issues

Duplicate Meetings in HubSpot

Before creating a HubSpot meeting, Claap looks for an existing one. It searches meetings starting within 2 hours of the Claap meeting, owned by the organizer or the recorder, or associated with the contacts, and matches them in this order:

  1. A meeting already linked to the Claap meeting

  2. Same source ID (calendar event ID or Claap meeting ID)

  3. Same join URL, with a time range covering the meeting

  4. Same title, with a time range covering the meeting

  5. Time range only (untitled recordings, contacts' meetings only)

  6. Puis la phrase : If a duplicate still appears, check that the meeting owner's email in HubSpot is the same as the one used in Claap and your calendar.

Steps to Prevent Meeting Duplication

  1. Align Email Identities Across Systems:

    • Ensure that the email address used in Claap and Google Calendar matches the corresponding user’s email in HubSpot.

    • Use a single, consistent email domain or address for each user across all systems.

  2. Standardize Email Domains:

    • If your organization has recently changed its email domain, decide on a single target domain for all users (e.g., your new company domain).

    • Update each user’s email in HubSpot to match the email used in Google Calendar and Claap.

  3. Monitor for New Duplicates:

    • After aligning email identities, monitor HubSpot to ensure that new meetings are correctly matched and not duplicated.

Cleaning Up Existing Duplicates

If duplicates already exist in HubSpot, you can clean them up by:

  • Merging Entries: Combine duplicate meeting records into a single entry.

  • Deleting Extra Entries: Remove unnecessary duplicate records manually.

Best Practices for Maintaining System Alignment

  • Regularly audit email identities across Claap, Google Calendar, and HubSpot to ensure consistency.

  • Communicate any domain changes or email updates to all team members to avoid mismatches.

  • Use a centralized system for managing user accounts and email addresses to streamline updates.

Recorded Meetings Not Syncing

If recorded meetings fail to sync, verify participant recognition by manually adding participants in Claap and triggering the sync. Using the Claap bot recorder for scheduled meetings can also improve syncing reliability.

If you see an error message saying "Your permissions don't give you access to this activity." in HubSpot when clicking on the note link below the meeting recording, this means you do not have sufficient View permissions on Notes.

You will need to ask your HubSpot system admin to grant you these permissions on the Notes CRM Object.

Here's how your admin can grant the required View permissions:

  1. In Settings, select "Users & Teams"

  2. Click on "Edit Permissions" on a user

  3. In the CRM Objects tab, expand the Notes tile

  4. Choose "All notes" or "Notes their team owns" as appropriate​

CRM Field Enrichment

Claap’s CRM Field Enrichment feature takes your meeting insights to the next level by automatically updating relevant HubSpot fields based on the insights generated from your recordings. This ensures your CRM data remains actionable and up-to-date with minimal effort.

For more details on how this feature works, please visit the dedicated article here: Using Claap's CRM Field Enrichment.

Benefits Proper configuration of the Claap-HubSpot integration not only saves time but also prevents issues like duplicate meetings and syncing errors, ensuring a seamless and efficient workflow.

Attaching your meeting's AI Summary, meeting details, Claap video, and enriched fields directly in HubSpot to keep your contacts, deal, and company activities updated is a time saver and game changer. Your contacts and deals are always up-to-date with the latest meeting information available directly in HubSpot, and you can easily go back to the original meeting recording if you ever need. Moreover, the automatic enrichment of HubSpot fields ensures your CRM data stays insightful and actionable.

Related Articles
Did this answer your question?