Hubspot in Meetric 2.0

𝗠𝗘𝗘𝗧𝗥𝗜𝗖 — 𝗠𝗘𝗘𝗧𝗜𝗡𝗚 𝗦𝗨𝗠𝗠𝗔𝗥𝗜𝗘𝗦 𝗜𝗡 𝗛𝗨𝗕𝗦𝗣𝗢𝗧

Customer Guide

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𝗪𝗛𝗔𝗧 𝗧𝗛𝗜𝗦 𝗜𝗡𝗧𝗘𝗚𝗥𝗔𝗧𝗜𝗢𝗡 𝗗𝗢𝗘𝗦

Meetric automatically sends AI-generated meeting summaries to HubSpot so your CRM stays up to date without manual work.

In HubSpot, each summary is created as a Note. The note can be linked to the right Contact, Company, Deal, and Ticket depending on your settings and what Meetric can match.

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𝗪𝗛𝗔𝗧 𝗬𝗢𝗨 𝗚𝗘𝗧

• One HubSpot Note per meeting summary, including:

– Meeting name

– Participants

– Link back to the meeting in Meetric

– AI-generated summary

– Formatted summary content

• Automatic linking in HubSpot when matches exist:

– Contact

– Company

– Deal

– Ticket

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𝗖𝗢𝗡𝗡𝗘𝗖𝗧𝗜𝗢𝗡 𝗧𝗬𝗣𝗘𝗦

HubSpot can be connected in two ways.

𝗨𝘀𝗲𝗿-𝗯𝗮𝘀𝗲𝗱 𝗰𝗼𝗻𝗻𝗲𝗰𝘁𝗶𝗼𝗻

Each Meetric user connects their own HubSpot account.

Use this when each user should sync meetings through their personal HubSpot access.

Important:

• The meeting presenter must have HubSpot connected

• If the presenter is not connected, their meetings may not sync

• HubSpot permissions depend on the connected user’s HubSpot access

𝗔𝗰𝗰𝗼𝘂𝗻𝘁-𝗯𝗮𝘀𝗲𝗱 𝗰𝗼𝗻𝗻𝗲𝗰𝘁𝗶𝗼𝗻

An administrator connects HubSpot once for the whole Meetric account.

Use this when all eligible users should use the same HubSpot integration.

Important:

• Individual users do not need to connect HubSpot separately

• The connection is managed at account level

• This is usually the best setup for teams that want one shared HubSpot integration

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𝗥𝗘𝗤𝗨𝗜𝗥𝗘𝗗 𝗛𝗨𝗕𝗦𝗣𝗢𝗧 𝗣𝗘𝗥𝗠𝗜𝗦𝗦𝗜𝗢𝗡𝗦 / 𝗦𝗖𝗢𝗣𝗘𝗦

HubSpot permissions depend on how HubSpot is connected.

𝗨𝘀𝗲𝗿-𝗯𝗮𝘀𝗲𝗱 𝗛𝘂𝗯𝗦𝗽𝗼𝘁 𝗰𝗼𝗻𝗻𝗲𝗰𝘁𝗶𝗼𝗻

For user-based connections, the HubSpot user approves access through OAuth.

Meetric requests the HubSpot permissions needed to read CRM records, create summary notes, update existing notes, and link notes to contacts, companies, deals, and tickets.

Required OAuth scopes for the full HubSpot integration:

Additional scopes used when HubSpot call import is also enabled:

Important:

The connected HubSpot user must also have access inside HubSpot to the CRM records Meetric should use. For example, if the user cannot access deals in HubSpot, Meetric may not be able to link summaries to deals.

𝗔𝗰𝗰𝗼𝘂𝗻𝘁-𝗯𝗮𝘀𝗲𝗱 𝗛𝘂𝗯𝗦𝗽𝗼𝘁 𝗰𝗼𝗻𝗻𝗲𝗰𝘁𝗶𝗼𝗻

For account-based connections, HubSpot is connected with a HubSpot Private App service key.

This is not an OAuth approval flow. Instead, an administrator creates a Private App in HubSpot and gives it the required CRM scopes.

Recommended Private App scopes for the full HubSpot integration:

• Contacts: read and write

• Companies: read and write

• Deals: read and write

• Notes: write

• Meetings: read

• Tickets: read

• Owners/users: read

• Deal schemas or pipelines: read

If your HubSpot Private App asks for technical scope names, use:

Additional scopes used when HubSpot call import is also enabled:

𝗪𝗵𝗶𝗰𝗵 𝘀𝗰𝗼𝗽𝗲𝘀 𝗮𝗿𝗲 𝗻𝗲𝗲𝗱𝗲𝗱 𝗳𝗼𝗿 𝘄𝗵𝗶𝗰𝗵 𝘀𝗲𝘁𝘁𝗶𝗻𝗴?

• Create summary entries

Needs notes write, contacts read, and companies read.

• Update existing summary entries

Needs notes write.

• Link summary to deals

Needs contacts read, deals read, and notes write.

• Link summary to tickets

Needs contacts read, tickets read, and notes write.

• Create missing contacts

Needs contacts write.

• Enable participant enrichment

Needs contacts read and companies read.

• Enable conversation type matching

Needs contacts read and meetings read.

• Import and sync deals

Needs deals read and deal schemas/pipelines read.

𝗕𝗲𝘀𝘁 𝗽𝗿𝗮𝗰𝘁𝗶𝗰𝗲

If you want all HubSpot features enabled, grant the full recommended scope set from the start. This avoids reconnecting HubSpot later when a new setting is turned on.

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𝗛𝗨𝗕𝗦𝗣𝗢𝗧 𝗦𝗘𝗧𝗧𝗜𝗡𝗚𝗦

These settings control what Meetric is allowed to do in HubSpot.

𝗜𝗺𝗽𝗼𝗿𝘁 𝗮𝗻𝗱 𝘀𝘆𝗻𝗰 𝗱𝗲𝗮𝗹𝘀

Allows Meetric to import and sync HubSpot deals.

Turn this on if you want Meetric to use HubSpot deal data, for example when showing related deals in Meetric or keeping deal information updated.

This setting does not create meeting summary notes by itself.

𝗘𝗻𝗮𝗯𝗹𝗲 𝗽𝗮𝗿𝘁𝗶𝗰𝗶𝗽𝗮𝗻𝘁 𝗲𝗻𝗿𝗶𝗰𝗵𝗺𝗲𝗻𝘁

Allows Meetric to look up meeting participants in HubSpot and fill in missing participant details.

Meetric can enrich empty fields such as name, phone number, job title, department, company, address, timezone, and language.

Meetric only fills missing information. It does not overwrite information that is already present.

𝗘𝗻𝗮𝗯𝗹𝗲 𝗰𝗼𝗻𝘃𝗲𝗿𝘀𝗮𝘁𝗶𝗼𝗻 𝘁𝘆𝗽𝗲 𝗺𝗮𝘁𝗰𝗵𝗶𝗻𝗴

Allows Meetric to match a meeting with a nearby HubSpot meeting activity.

If HubSpot has a meeting activity connected to the same participant around the same time, Meetric can use that activity type as the meeting conversation type.

This is useful if your team already categorizes meetings in HubSpot, for example as discovery calls, demos, follow-ups, or support calls.

𝗖𝗿𝗲𝗮𝘁𝗲 𝘀𝘂𝗺𝗺𝗮𝗿𝘆 𝗲𝗻𝘁𝗿𝗶𝗲𝘀

Creates a HubSpot Note for the meeting summary.

This is the main setting for sending meeting summaries to HubSpot. If this is turned off, Meetric will not create the summary note.

𝗨𝗽𝗱𝗮𝘁𝗲 𝗲𝘅𝗶𝘀𝘁𝗶𝗻𝗴 𝘀𝘂𝗺𝗺𝗮𝗿𝘆 𝗲𝗻𝘁𝗿𝗶𝗲𝘀

Updates the existing HubSpot Note when the same meeting summary is sent again.

Turn this on to keep one clean note per meeting. If the summary is regenerated or updated, Meetric updates the existing HubSpot note instead of creating a new one.

𝗟𝗶𝗻𝗸 𝘀𝘂𝗺𝗺𝗮𝗿𝘆 𝘁𝗼 𝗱𝗲𝗮𝗹𝘀

Links the HubSpot Note to related deals.

Meetric first matches meeting participants to HubSpot contacts. Then it looks for related deals connected to those contacts and links the note to the latest matching deal.

𝗟𝗶𝗻𝗸 𝘀𝘂𝗺𝗺𝗮𝗿𝘆 𝘁𝗼 𝘁𝗶𝗰𝗸𝗲𝘁𝘀

Links the HubSpot Note to related tickets.

Meetric first matches meeting participants to HubSpot contacts. Then it looks for related tickets connected to those contacts and links the note to the latest matching ticket.

𝗖𝗿𝗲𝗮𝘁𝗲 𝗺𝗶𝘀𝘀𝗶𝗻𝗴 𝗰𝗼𝗻𝘁𝗮𝗰𝘁𝘀

Creates a new HubSpot contact when no matching contact is found.

Meetric can create a contact when it has enough information, such as a valid email address. When available, first name, last name, and phone number are also added.

Turn this off if you only want Meetric to write notes to contacts that already exist in HubSpot.

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𝗛𝗢𝗪 𝗠𝗔𝗧𝗖𝗛𝗜𝗡𝗚 𝗪𝗢𝗥𝗞𝗦

Meetric matches meeting participants to HubSpot contacts by checking:

1. Email address

2. HubSpot additional emails

3. Phone number

4. Mobile phone number

Email matching is the most reliable method.

Best practice:

• Keep contact email addresses correct in HubSpot

• Add aliases to HubSpot additional emails when people use more than one address

• Merge duplicate contacts

• Avoid relying on shared phone numbers

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𝗪𝗛𝗘𝗥𝗘 𝗧𝗢 𝗙𝗜𝗡𝗗 𝗧𝗛𝗘 𝗦𝗨𝗠𝗠𝗔𝗥𝗬 𝗜𝗡 𝗛𝗨𝗕𝗦𝗣𝗢𝗧

You can find the summary as a HubSpot Note.

Depending on your settings and matching results, the note can appear on:

• Contact timeline

• Company timeline

• Deal timeline

• Ticket timeline

If the note appears on the contact but not on a deal or ticket, it usually means Meetric could not find a related deal or ticket for that contact.

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𝗥𝗘𝗖𝗢𝗠𝗠𝗘𝗡𝗗𝗘𝗗 𝗦𝗘𝗧𝗨𝗣

For most teams, we recommend:

• Create summary entries: On

• Update existing summary entries: On

• Link summary to deals: On for sales teams

• Link summary to tickets: On for support teams

• Create missing contacts: On only if you want Meetric to create new HubSpot contacts

• Enable participant enrichment: On if you want richer participant details in Meetric

• Enable conversation type matching: On if your team uses HubSpot activity types

• Import and sync deals: On if Meetric should use HubSpot deal data

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𝗜𝗠𝗣𝗢𝗥𝗧𝗔𝗡𝗧 — 𝗔𝗩𝗢𝗜𝗗𝗜𝗡𝗚 𝗗𝗨𝗣𝗟𝗜𝗖𝗔𝗧𝗘 𝗡𝗢𝗧𝗘𝗦

Do not enable both user-based and account-based HubSpot summary sync for the same users unless you intentionally want both connections to run.

If both connections are active and both have Create summary entries enabled, Meetric may process the same meeting through both connections.

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𝗧𝗥𝗢𝗨𝗕𝗟𝗘𝗦𝗛𝗢𝗢𝗧𝗜𝗡𝗚

𝗡𝗼 𝗻𝗼𝘁𝗲 𝗮𝗽𝗽𝗲𝗮𝗿𝘀 𝗶𝗻 𝗛𝘂𝗯𝗦𝗽𝗼𝘁

Check that:

• HubSpot is connected

• The correct connection type is active

• Create summary entries is turned on

• The meeting has external participants

• At least one participant can be matched to a HubSpot contact

• Create missing contacts is turned on if the contact does not already exist

• The meeting summary has finished generating

𝗡𝗼𝘁𝗲 𝗮𝗽𝗽𝗲𝗮𝗿𝘀 𝗼𝗻 𝗮 𝗰𝗼𝗻𝘁𝗮𝗰𝘁, 𝗯𝘂𝘁 𝗻𝗼𝘁 𝗼𝗻 𝗮 𝗱𝗲𝗮𝗹

Check that:

• Link summary to deals is turned on

• The HubSpot contact is associated with a deal

• The connected HubSpot user or account has access to deals

𝗡𝗼𝘁𝗲 𝗮𝗽𝗽𝗲𝗮𝗿𝘀 𝗼𝗻 𝗮 𝗰𝗼𝗻𝘁𝗮𝗰𝘁, 𝗯𝘂𝘁 𝗻𝗼𝘁 𝗼𝗻 𝗮 𝘁𝗶𝗰𝗸𝗲𝘁

Check that:

• Link summary to tickets is turned on

• The HubSpot contact is associated with a ticket

• The connected HubSpot user or account has access to tickets

𝗧𝗵𝗲 𝘄𝗿𝗼𝗻𝗴 𝗰𝗼𝗻𝘁𝗮𝗰𝘁 𝘄𝗮𝘀 𝗺𝗮𝘁𝗰𝗵𝗲𝗱

This is usually caused by duplicate contacts, shared phone numbers, or outdated email addresses.

Fix this by merging duplicates and making sure the correct email address is stored on the HubSpot contact.

𝗛𝘂𝗯𝗦𝗽𝗼𝘁 𝘀𝘁𝗼𝗽𝗽𝗲𝗱 𝘀𝘆𝗻𝗰𝗶𝗻𝗴

Reconnect HubSpot.

Common causes are revoked access, expired authorization, changed HubSpot permissions, or an invalid account connection key.

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𝗪𝗛𝗔𝗧 𝗧𝗢 𝗦𝗘𝗡𝗗 𝗦𝗨𝗣𝗣𝗢𝗥𝗧

For the fastest help, send:

• Meeting link or meeting ID

• Meetric user email

• HubSpot connection type: user-based or account-based

• Screenshot of the HubSpot settings

• Expected HubSpot contact, deal, or ticket links

• Participant email or phone number that should have matched

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𝗙𝗔𝗤

𝗖𝗮𝗻 𝗜 𝗰𝗵𝗼𝗼𝘀𝗲 𝘄𝗵𝗶𝗰𝗵 𝗺𝗲𝗲𝘁𝗶𝗻𝗴𝘀 𝘀𝘆𝗻𝗰?

Meetric syncs eligible meeting summaries automatically when HubSpot is connected and Create summary entries is enabled.

𝗗𝗼𝗲𝘀 𝗠𝗲𝗲𝘁𝗿𝗶𝗰 𝘀𝘁𝗼𝗿𝗲 𝘁𝗵𝗲 𝗿𝗲𝗰𝗼𝗿𝗱𝗶𝗻𝗴 𝗶𝗻 𝗛𝘂𝗯𝗦𝗽𝗼𝘁?

No. Recordings stay in Meetric. HubSpot receives the summary note and a link back to Meetric.

𝗪𝗶𝗹𝗹 𝗠𝗲𝗲𝘁𝗿𝗶𝗰 𝗼𝘃𝗲𝗿𝘄𝗿𝗶𝘁𝗲 𝗛𝘂𝗯𝗦𝗽𝗼𝘁 𝗰𝗼𝗻𝘁𝗮𝗰𝘁𝘀?

No. Participant enrichment fills missing information in Meetric. Contact creation only happens when Create missing contacts is enabled and no matching contact is found.

𝗖𝗮𝗻 𝗠𝗲𝗲𝘁𝗿𝗶𝗰 𝘂𝗽𝗱𝗮𝘁𝗲 𝗮𝗻 𝗲𝘅𝗶𝘀𝘁𝗶𝗻𝗴 𝗛𝘂𝗯𝗦𝗽𝗼𝘁 𝗻𝗼𝘁𝗲?

Yes, if Update existing summary entries is enabled.

𝗪𝗵𝗮𝘁 𝗵𝗮𝗽𝗽𝗲𝗻𝘀 𝗶𝗳 𝗻𝗼 𝗱𝗲𝗮𝗹 𝗼𝗿 𝘁𝗶𝗰𝗸𝗲𝘁 𝗶𝘀 𝗳𝗼𝘂𝗻𝗱?

The note can still be created and linked to the contact. Missing deal or ticket links are not always an error.

𝗪𝗵𝘆 𝗱𝗼𝗲𝘀 𝘁𝗵𝗲 𝘀𝘂𝗺𝗺𝗮𝗿𝘆 𝘀𝗵𝗼𝘄 𝗮𝘁 𝗮𝗰𝗰𝗼𝘂𝗻𝘁 / 𝗰𝗼𝗺𝗽𝗮𝗻𝘆 𝗹𝗲𝘃𝗲𝗹 𝗯𝘂𝘁 𝗻𝗼𝘁 𝗼𝗻 𝘁𝗵𝗲 𝗱𝗲𝗮𝗹?

This usually means Meetric successfully matched the participant to a HubSpot Contact and linked the note to the Contact’s associated Company, but could not safely find a related Deal.

Check that:

• Link summary to deals is turned on

• The matched Contact is associated with the Deal in HubSpot

• The Deal is connected to the Contact, not only to the Company

• The connected HubSpot user or account integration has permission to read deals

• The Deal still exists and is visible to the connected HubSpot user/app

Important:

HubSpot Company/Account association and Deal association are separate. A note can appear on the Company timeline even when no matching Deal was found.

𝗗𝗼𝗲𝘀 𝗛𝘂𝗯𝗦𝗽𝗼𝘁 𝗮𝗰𝗰𝗼𝘂𝗻𝘁 𝗶𝗻𝘁𝗲𝗴𝗿𝗮𝘁𝗶𝗼𝗻 𝗯𝗲𝗵𝗮𝘃𝗲 𝘁𝗵𝗲 𝘀𝗮𝗺𝗲 𝗮𝘀 𝘂𝘀𝗲𝗿 𝗶𝗻𝘁𝗲𝗴𝗿𝗮𝘁𝗶𝗼𝗻?

Mostly yes. The same HubSpot settings are available, and the same core features are supported: creating summary notes, updating existing notes, linking to contacts, companies, deals, and tickets, participant enrichment, conversation type matching, and deal import/sync.

The main difference is how HubSpot is connected.

User-based integration:

• Each user connects their own HubSpot account

• The meeting presenter needs a HubSpot connection

• Access depends on that user’s HubSpot permissions

Account-based integration:

• HubSpot is connected once for the whole Meetric account

• Users do not need to connect HubSpot individually

• Access depends on the account-level HubSpot Private App/service key permissions

Important:

Do not enable both user-based and account-based HubSpot summary sync for the same users unless you intentionally want both connections to run. If both are active, the same meeting may be processed more than once.

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𝗦𝗘𝗖𝗨𝗥𝗜𝗧𝗬 & 𝗣𝗥𝗜𝗩𝗔𝗖𝗬

• Meetric never stores your HubSpot password

• OAuth connections use HubSpot’s secure authorization flow

• Account-based connection credentials are stored securely

• Requests are sent over HTTPS

• Meetric only uses HubSpot access needed for enabled features