Connect HubSpot or Salesforce and Speak AI can log your recordings in your CRM. Each recording is matched to the contacts, company and open deal of the people on it, using their email addresses. You can log every analyzed recording in chosen folders automatically, log a single file by hand, and build automations that update CRM records.
Both CRMs work the same way. Where HubSpot says deal, Salesforce says opportunity, and this page notes the few settings that only one of them has.
Connect your CRM
- Open Integrations in the sidebar.
- Find HubSpot or Salesforce in the CRM group, or search for it by name.
- Select Connect and follow the steps to sign in to your CRM.
Once it is connected, the row shows a Settings button. That opens the settings described below.
Log every analyzed recording
- On the Integrations page, select Settings on the HubSpot or Salesforce row.
- Turn on Log every analyzed recording.
- Under Folders, choose the folders to log. You need at least one.
- Choose the options below, then select Save.
Each recording in those folders is logged on the CRM contact, company and open deal that match its participants.
- Log it as: Call, Meeting or Note.
- When no contact matches: Skip this recording, Create the contact, or Mark the run as failed.
- Link an open deal (Link an open opportunity in Salesforce): Most recently updated, Only if there is exactly one, or Never.
- Send transcripts to HubSpot call insights: HubSpot only, and only when you log recordings as calls. It needs the Speak HubSpot app installed in your HubSpot portal.
- Fields on the logged activity: write Speak values into fields on the logged call, meeting or note. See Write Speak fields into CRM fields.
Keep your own team out of the matching
Under Your team’s domains, list the email domains that belong to your side, such as an agency or a subsidiary. Attendees from these domains are never matched to CRM contacts. Your members’ email domains are already included, so you do not need to add them.
Log recordings you already have
Log recent recordings logs recordings you already have, for example ones from before you turned logging on.
- Under Log recent recordings, choose the Folders.
- Under From the last, choose 7 days, 30 days or 90 days.
- Select Preview. Speak AI tells you how many recordings it found and how many in a sample match a CRM record.
- Select Log them.
The run continues in the background and the dialog shows its progress. When it finishes, it shows how many recordings were logged, how many had no match, and how many failed. Recordings that were already logged are updated, not duplicated.
Choose where recordings from your CRM go
Under Recordings sent from HubSpot (or Recordings sent from Salesforce), pick a folder. Recordings that your CRM sends to Speak AI through the Speak API, with the record they belong to, are filed in that folder and linked to that record.
Create Speak fields in your CRM
If you extract fields in Speak AI, you can add matching fields to your CRM in one step.
- Under Create Speak fields in HubSpot (or Salesforce), choose the record type under On.
- Under Speak fields, choose the Speak fields to add.
- Select Create fields.
Speak AI adds one CRM field for each Speak field you picked, in a Speak AI group. Fields that already exist are reused, and nothing is deleted.
Write Speak fields into CRM fields
Logging settings and CRM automation steps share the same field editor.
- Select Add a field.
- Under CRM field, pick the field in your CRM.
- Under Speak field or text, pick a Speak field or type the value to write.
- Choose how to write it: Always write, Only if empty, or Add a dated line.
Empty AI values are never written. If you added a field in your CRM and it is missing from the list, select Reload CRM fields.
See and change the CRM records on a file
When HubSpot or Salesforce is connected, each analyzed file has a CRM tab in the panel next to the transcript. If both are connected, pick the CRM at the top of the tab.
- Log to HubSpot (or Log to Salesforce) logs this file now, matched by its participants. If it was logged before, the existing activity is updated.
- Linked records lists the contact, company, deal, logged activity and other records this file is linked to. Records that someone linked by hand say “linked by hand”. Select the X next to a link to remove it. Logged activities and tasks have no X.
- Link a record lets you choose a Record type, search your CRM, and link the file to the record you pick.
- External participants lists the people on the recording that matching uses. If no external participant has an email address, automatic matching has nothing to go on, so link a record by hand instead.
To log a file or change its links, you need permission to edit that file.
Use your CRM in automations
When you add an action to an automation, pick HubSpot or Salesforce to see these steps. Each one names its CRM, for example Log the recording to HubSpot. Connect the CRM before the step can run.
- Log the recording to HubSpot or Log the recording to Salesforce
- Update a HubSpot record or Update a Salesforce record
- Create or update a HubSpot contact, or Create or update a Salesforce contact or lead
- Create a HubSpot follow-up task or Create a Salesforce follow-up task
- Create a HubSpot deal or ticket, or Create a Salesforce opportunity or case
- Look up a HubSpot record or Look up a Salesforce record
The update and look up steps use the deal, contact or company matched from the recording’s participants, unless you fill in Record id (optional).
Start an automation from a CRM change
The HubSpot record created or updated and Salesforce record created or updated triggers start a run when a record changes. Choose the Record type, then under Fire when a record is choose Created or updated, Created or Updated. You can narrow it with Only when these fields change (optional), and with And this field (optional) plus Equals.
Speak AI checks your CRM every 5 minutes. The first check only marks where to start, so records that already exist do not fire.
For Salesforce, the settings dialog also explains how to get instant runs: create an automation with the Catch inbound webhook trigger, then in Salesforce add a record-triggered Flow with an HTTP Callout action that sends the record to that webhook URL.
Starter automations
HubSpot and Salesforce come with starter automations you can open from the lightning bolt button on their row, such as Log every analyzed meeting to HubSpot, Create HubSpot follow-up tasks from every call, Fill HubSpot deal fields from every call, Turn recorder responses into HubSpot contacts, and Tell Slack when a HubSpot deal is lost. Salesforce has the same set, for opportunities.
Ask AI Chat to work in your CRM
A connected CRM is also available to AI Chat, so you can ask it to add a note or a contact from a conversation.
Setting this up for a sales team? Book a free consult and we’ll do it together on your account.
Related: Integrations · Automations · Fields · Starter automations