Manually export a conversation to HubSpot

Export sales conversations and push Otter insights to HubSpot at any time. Send meeting notes, transcripts, and key insights directly to the right HubSpot record to keep workflows efficient and deals moving forward. Learn more about Otter's integration with HubSpot.

In addition to automatic exports, you can manually export Otter conversations to HubSpot to associate meeting notes, transcripts, and insights with your HubSpot Contacts or Deals. Once HubSpot is connected to Otter, you can export individual conversations to one or more HubSpot records.

Open the conversation you want to export in Otter. Click the three-dot menu (⋯) in the upper-right corner of the conversation and select Export to HubSpot.
In the export window, select the HubSpot record type you want to export the conversation to.
Use the search field to find and select one or more Contacts or Deals in HubSpot.
Click Export to complete the process.
Once the export is complete, the conversation will be associated with the selected Contact(s) or Deal(s) in HubSpot.

View an exported conversation in HubSpot

After exporting a conversation to HubSpot, click View in the export confirmation to open the associated Contact or Deal record in HubSpot.

Note: If you exported the conversation to multiple Contacts or Deals, the View link will open only one of the associated records selected by Otter. To view the exported conversation in other associated records, open HubSpot and navigate to each Contact or Deal you selected during the export process.

Update an exported conversation in HubSpot

If you make changes to an Otter conversation after exporting it to HubSpot, you can update the associated HubSpot records to reflect those changes. This includes updates to the conversation summary, templates, action items, and more. You can also export the conversation to additional HubSpot Contacts or Deals.

Follow these steps to update an exported conversation in HubSpot:

Open the conversation in Otter and make any necessary changes to the meeting notes, summary, templates, or action items. Click Update under Exported to HubSpot.
Keep the existing associated Contacts or Deals, or search for and select additional HubSpot records. Click Update to save your changes and push the updated conversation notes to the selected HubSpot records.
Click View to see the updated changes in HubSpot.

Only allow manual exports to HubSpot

By default, Otter can automatically export conversation notes and insights to HubSpot based on your workspace's integration settings. If you prefer to control which conversations are shared with HubSpot, you can disable automatic exports and switch to manual exports only for the workspace.

When manual exports are enabled, conversations will only be exported to HubSpot when a user manually initiates an export. You can still manually export conversations at any time, regardless of your workspace's automatic export settings.

Required: Only workspace admins can manage Workspace-wide HubSpot integration settings. Members can connect their individual HubSpot accounts if HubSpot has not already been connected at the workspace level.

Make sure you have set up HubSpot.
Go to Integrations → HubSpot.
Click Connect for all to authenticate HubSpot for all workspace members. Individual members can continue to step 4.
Next to Exports to HubSpot, click the dropdown menu and select Manual.
Click Confirm to apply your changes.
Going forward, conversations will only be exported to HubSpot when manually initiated.

Note: Changing this setting does not remove conversations previously exported to HubSpot. It only prevents future automatic exports.

FAQs

Can I manually export any conversation to HubSpot?

Yes. You can manually export any Otter conversation to HubSpot, including ad-hoc recordings, phone calls, and conversations that are not associated with a calendar event.

Automatic exports, however, only apply to meeting conversations that include at least one external calendar guest whose email domain differs from your workspace's domain. Conversations that do not meet this requirement can still be manually exported to a HubSpot Contact or Deal.

Why did my conversation fail to export to HubSpot?

A conversation may fail to export to HubSpot for several reasons, including an expired HubSpot connection or an issue with the selected Contact or Deal.

If your export fails, try the following troubleshooting steps:

Go to Integrations → HubSpot and disconnect and reconnect your HubSpot account to refresh the connection.
Verify that the Contact or Deal you're exporting to exists in HubSpot and is accessible to your account.
Return to the conversation in Otter and try exporting it to HubSpot again.

If the issue persists, contact our Otter Support team for further assistance.

Why is the Export to HubSpot option not showing?

If you don't see the Export to HubSpot option in a conversation, make sure HubSpot is connected to your Otter workspace or individual account. Go to Integrations → HubSpot to check the connection status.

Learn more about setting up HubSpot.

Can I export a conversation to additional HubSpot Contacts or Deals later?

Yes. If you forgot to select a Contact or Deal during the initial export, you can add more records at any time.

Open the previously exported conversation in Otter, click Update under Exported to HubSpot, and search for the additional Contacts or Deals. Select the records you want to associate with the conversation, then click Update to complete the export.

Does updating an exported conversation overwrite the existing information in HubSpot?

Yes. When you update a previously exported conversation, Otter replaces the existing exported conversation notes in the associated HubSpot records with the latest version from Otter. This includes changes to summaries, action items, templates, and other exported conversation content.

You can review previous versions and changes through HubSpot's record history.

Can I export a conversation to multiple HubSpot Contacts or Deals?

Yes. You can export a single Otter conversation to multiple HubSpot Contacts or Deals. During the export process, search for and select all the records you want to associate with the conversation.

The exported conversation notes will be available in each selected HubSpot record.

Why does clicking View only open one HubSpot record?

If you exported a conversation to multiple Contacts or Deals, clicking View under Exported to HubSpot will open only one of the associated records selected by Otter.

To view the exported conversation in other associated records, search for the corresponding Contacts or Deals directly in HubSpot.

Can I disable automatic HubSpot exports and only export conversations manually?

Yes. Workspace admins can disable automatic exports by navigating to Integrations → HubSpot and changing Exports to HubSpot to Manual.

When this setting is enabled, conversations will only be exported when a user manually initiates an export. You can manually export conversations regardless of whether automatic exports are enabled or disabled.

Will disabling automatic exports remove previously exported conversations from HubSpot?

No. Switching from automatic to manual exports does not delete or remove conversations that were previously exported to HubSpot.

The setting only affects future automatic exports. Previously exported conversation notes will remain in their associated HubSpot records.

Do I need to be a workspace admin to export conversations to HubSpot?

No. Workspace admins are responsible for configuring and managing the HubSpot integration, including connecting HubSpot and setting automatic or manual export preferences.

Once HubSpot is connected, users can manually export their conversations to HubSpot Contacts or Deals.

Can I export conversations to HubSpot from the Otter mobile app?

No. Manually exporting conversations to HubSpot is currently only supported on Otter Web and the Otter Desktop app. To manually export a conversation, open Otter in a web browser or use the desktop app.

Note: Automatic HubSpot exports will continue to work across all devices, including the Otter mobile app, as long as the conversation meets the eligibility requirements for automatic exports.

Why do workspace admins and members see different HubSpot integration settings?

HubSpot integration settings vary depending on your role in the Otter workspace and whether HubSpot has been connected for the entire workspace. Workspace admins have access to additional settings for managing the HubSpot integration across the workspace, while workspace members can manage their individual HubSpot connection and available export preferences.

HubSpot connected for the entire workspace

When a workspace admin connects HubSpot for the entire workspace, the integration settings are managed at the workspace level.

Admin view: Admins can manage workspace-wide HubSpot settings, including export preferences, meeting creation, and mapping.
Member view: Members can view the available HubSpot settings but cannot modify workspace-wide configurations managed by their admin.

HubSpot not connected for the entire workspace

If a workspace admin has not connected HubSpot for the entire workspace, members can connect their own HubSpot accounts and manage their individual integration settings.

Admin view: Admins can connect HubSpot for the entire workspace using Connect for all, or manage their own individual connection.
Member view: Members can connect HubSpot individually and configure their own automatic or manual export preferences and HubSpot Meeting creation settings.

Note: Workspace-wide HubSpot settings are only available to admins. Members will not see the Workspace Connection or HubSpot Deal property mapping options.