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Otter.ai <> HubSpot Integration Guide

Otter Help
Updated

HubSpot integration with Otter

Tip: Looking to map your insights to specific HubSpot fields? Check out our Sync Insights to Custom Fields guide!

Connect your HubSpot account to Otter.ai and experience the myriad of benefits it brings to your business. From centralized customer management to data-driven Otter insights, this integration is your shortcut to streamline conversations directly with your HubSpot CRM. Discover how our HubSpot integration can elevate your operations and drive growth. You can find the Otter app in the HubSpot marketplace.

You have the option to connect HubSpot to your entire Workspace or just your Otter account.

Required Plan: This feature works with all HubSpot plans. 

Integration Overview

Once connected, Otter will automatically sync conversations to HubSpot if:

  • The conversations are recorded from a calendar event*
  • The calendar event has an external guest (i.e., guests outside your Otter Workspace domain)
  • The contact exists in HubSpot 

*Conversations can be recorded with Notetaker (recommended) or by manually starting a recording and selecting the calendar event. 

recording sales call.png

Tip: We recommend setting up a Centralized Sales Channel to automatically localize all conversations recorded from calendar events with external guests. Calls shared to this Channel will automatically be tagged as a ‘Sales’ call.

Seamlessly manage and see all Otter conversations directly in HubSpot. Some of the highlighted features include: 

  • Searching and accessing your Otter conversations directly in HubSpot.
  • Searchable meeting title that is consistent across Otter and HubSpot.
  • One-click link to view the full Otter conversation. 
  • Easily access all generated Sales Insights to drive the next steps. 
  • Automatically associate Otter conversations with relevant HubSpot contacts and opportunities.

HubSpot Overview

Otter notes & insights

Easily review important details generated by Otter within the contacts or deals page. 

  • Meeting conversation title.
  • Date and time of the meeting conversation.
  • Participants of the meeting.
  • One-click link to the conversation to use Otter Chat, preview, playback, and edit the transcript.
  • Customizable sales insights.

hubspot more info.png

Search for Otter conversations

Using HubSpot global search, you can easily find the Otter conversation linked to the meeting, contact, and opportunity.  

  1. Type your meeting keywords into the search bar in the upper right corner of HubSpot.
  2. Click on the desired result to view the Otter insights. 

Deals & contacts

The Otter conversation is available on both the deals and contacts page. 

deals.png

Note: You must link the Contact to the Deal object for the Otter conversation to show up in the Deals feed. 

contacts.png

Required permissions & shared data

Otter requires certain permissions to connect to HubSpot and the following data will be synced between the two platforms. Learn more about the permissions and shared data in the HubSpot marketplace.

permissions shared data.jpg

You can disconnect your account anytime in Account Settings > Integrations on Otter's side or remove the integration in your HubSpot account. 

Connect HubSpot to your Otter Workspace (Admin Required)

Note: You must be the Admin of your Otter Workspace to connect to HubSpot. An admin only needs to connect to HubSpot once for the entire Workspace. 

Connect your HubSpot account to Otter and start syncing meeting conversations directly to your CRM. Admins can install HubSpot for the entire Workspace so all members can take advantage of the CRM Autofill features.

  1. Sign in to Otter.ai as an admin. Click on Integrations. Click Add next to HubSpot. Connect your HubSpot account.

    Note: If HubSpot is not showing as an option on the Apps page, please contact your Otter account manager.
  2. Sign in to your HubSpot account. Select the HubSpot instance you want to connect to Otter and click Choose Account.
  3. Read through the permissions list and click Connect app to finish the process.
  4. Click Connect to all Otter Workspace accounts.

Manage HubSpot connections (Admin)

Note: Only admins can manage Insights and connection settings. HubSpot must be connected to the entire Workspace.

Now that HubSpot is connected to your Workspace, admins can manage Insights for HubSpot. Learn more about managing Insights for your Workspace.

Select the template you want to map and map your Insights to the custom fields. The custom mapping(s) will apply to all future recordings.

Note: Only text fields are supported at this time. Custom fields from HubSpot Deals can be mapped. We do not sync to custom fields for Contacts, Accounts, or Tasks at this time.

Connect HubSpot only to your Otter account (Member)

As a member of the Workspace, you can connect your HubSpot account to start syncing your conversations. Completing these steps will only sync your account and Otter conversations to HubSpot. If you are looking to sync every member conversation, have your Workspace admin follow these steps to connect HubSpot to the entire Workspace.

  1. Sign in to Otter.ai. Click on Integrations. Click Add next to HubSpot. Connect your HubSpot account.

    Note: If HubSpot is not showing as an option on the Apps page, have your admin contact your Otter account manager.
  2. HubSpot is now connected to your Otter account.

Uninstalling HubSpot

You can uninstall Otter.ai from your HubSpot account at any time. Uninstalling or disconnecting will not affect your existing Otter account or data—only new Otter meeting data will stop syncing to HubSpot. 

Disconnect on Otter's side

Follow the steps below to disconnect your HubSpot account from Otter.

  1. Sign in to your Otter account. Click on Integrations. Click Disconnect next to HubSpot. 
  2. Review the pop-up. Click Yes, disconnect to confirm. HubSpot will be disconnected from your Otter account. 

Uninstall on HubSpot's side

Refer to HubSpot's documentation on uninstalling an app.

Note: HubSpot may update its UI over time. Refer to HubSpot’s documentation for the latest instructions and screenshots.

FAQs

What happens to my data when I uninstall HubSpot or disconnect it from Otter?

  • All previously synced data will remain in both your HubSpot and Otter accounts. 
  • New Otter meeting data will no longer sync to HubSpot. 
  • You will need to reconnect your HubSpot account to resume syncing meeting data.
If you have any questions or require further assistance, contact our Otter Support Team.

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