The HubSpot integration pushes meeting data from tl;dv into HubSpot automatically - no copy-pasting required. Build workflows that update properties on contacts, deals, and companies, or log meetings as activities. Each workflow runs on every new recording that matches the conditions you set.
How tl;dv matches meetings to HubSpot records
🚨 The matching key is the calendar invitee's email address. Before you build a workflow, make sure the people on your calendar event exist as contacts in HubSpot — otherwise the workflow has nothing to update.
When a recording finishes, tl;dv looks at the email addresses of invitees on the calendar event and finds the matching contact in HubSpot.
Contact — the contact whose email matches an invitee is updated.
Deal and Company — updates flow through the contact's linked deal and company records.
No matching contact? Turn on Create new Contact if no existing option is available (see Step 6.1). tl;dv creates a new Contact using the invitee's email and display name from the calendar event, with the Contact's Lifecycle stage property set to Lead.
💡 This is a regular Contact with Lifecycle stage = Lead - not the separate Leads object in HubSpot.
Workflow types
When you open the HubSpot integration, you choose between two workflow scopes:
Workflow type | Applies to |
Individual workflow | Only meetings recorded by you |
Team workflow | Meetings recorded by your team members (excludes team admins and billing group admins) |
Use an individual workflow for personal experiments, and a team workflow when you want consistent automation across the team.
The four actions
The integration offers four actions, grouped into two types:
Action | Type | What it does |
Update Contact in HubSpot | Property update | Writes meeting data into fields on the matched contact |
Update Deal in HubSpot | Property update | Writes meeting data into fields on the deal linked to that contact |
Update Company in HubSpot | Property update | Writes meeting data into fields on the company linked to that contact |
Create Activity in HubSpot | Activity creation | Logs a meeting or note activity on a contact, company, or deal |
Setup follows the same flow for all four actions. The only differences appear in Step 6 (Configure the action).
Before you build: disconnect any legacy HubSpot integration
🚨 If you've previously connected HubSpot to tl;dv, disconnect the legacy integration before building a new workflow. The legacy and new setups can interfere with each other and cause inconsistent syncing. You'll reconnect HubSpot during the new workflow setup.
In tl;dv, click Integrations in the left sidebar.
Open the My workflows tab or Team workflows tab if that's where the legacy integration was set up.
Find the HubSpot workflow row and click Edit.
Scroll to the bottom of the configuration panel and click Disconnect integration.
Build a workflow
1. Open the HubSpot integration
In tl;dv, click Integrations in the left sidebar, then click the HubSpot tile in the Marketplace tab.
2. Choose a workflow type
Select Individual workflow or Team workflow, then click Confirm.
3. Pick an action
Choose one of the four actions and click Try it now.
4. Set the trigger and conditions
Under Trigger this workflow when, select A new meeting recording is ready.
(Optional) Click Add condition to limit when the workflow runs. Available criteria include Meeting type, Role, Personal attendance, Meeting title, Participant email, and Email domain.
If you add multiple conditions, choose All (every condition must match) or Any (one match is enough).
Click Continue.
💡 Use conditions to keep your workflows focused. For example: only run for external meetings, or only when the meeting title contains "Demo".
5. Connect your HubSpot account
The first time you build a workflow, click Connect to HubSpot, choose the HubSpot account you want to link, and click Allow to complete OAuth authorization. You only need to do this once per tl;dv account.
6. Configure the action
This step looks slightly different depending on the action you picked.
For Update Contact, Deal, or Company
Leave Create new Contact if no existing option is available turned ON. When no match exists, tl;dv creates a new Contact with Lifecycle stage: Lead, using the invitee's email and display name from the calendar event.
Email is pre-filled with Participants email — leave this as-is.
For each property you want to populate, choose how to fill it:
Insert tl;dv data — drop variables like Meeting title, Meeting notes, Transcript, or Participants email into the field.
Custom prompt — switch on the Custom prompt toggle in the top-right of the field, then write a free-text instruction. tl;dv runs the prompt against the meeting and writes the result into the property.
🚨 Property mapping currently supports text-format properties only. Number, date, dropdown, and other property types aren't supported yet.
💡 New values are appended below existing content in open-text properties, so the most recent meeting appears at the bottom.
For Create Activity
Under Create activity in, choose Contact, Company, or Deal. Even if you pick Contact, the activity is also visible on the linked deal and company.
Pick an Activity type: Meeting or Note. (Task is coming soon.)
Fill in Title and Content using inserted variables, custom prompts, or both.
💡 Use a custom prompt when you want activity content that differs from your tl;dv meeting notes — for example, a shorter summary for the activity feed, or internal-only notes that customers shouldn't see.
7. Test the workflow
Click Continue to reach the Test step.
Select a recent meeting and click Test workflow. tl;dv runs the workflow once so you can verify the result in HubSpot before going live.
When the test completes successfully, click Activate workflow.
8. (Optional) Rename your workflow
Click the workflow title at the top of the page (e.g., Integration 1) and rename it to something descriptive like Sales — Contact sync or CS — Activity log. This makes the workflow easier to find later in My workflows or Team workflows.
Use custom prompts effectively
Custom prompts let you generate exactly the text you want for a property or activity. They are useful when a fixed variable mapping doesn't capture the nuance you need.
Example: Competitor info on a deal property
Extract information about the competitor that the customer mentioned in the meeting. Summarize in one sentence. If not mentioned, do not update anything.
Example: Next steps on a company property
Summarize the agreed-upon next step from the conversation in one sentence. If a date is mentioned, include it clearly.
Tips for writing prompts:
Be specific about format. Tell the prompt to write a single sentence, a bulleted list, or a specific template.
Handle empty cases. Tell tl;dv what to write when the topic isn't discussed (e.g., "If not mentioned, write 'Not discussed.'").
Constrain length. Without an instruction, output can run long. Add "no more than 2 sentences" or similar.
Common questions
Why didn't my workflow run on a meeting?
Check that:
The workflow toggle at the top right of the workflow page is ON.
The meeting matches the conditions you set.
An invitee on the calendar event has an email that matches a HubSpot contact, or Create new Contact if no existing option is available is enabled.
The recording's creator is in scope for the workflow:
Individual workflows only trigger on meetings recorded by you.
Team workflows only trigger on meetings recorded by team members. They don't apply to team admins or billing group admins, so if you're an admin, your own meetings won't trigger a team workflow.
Where do property values appear in HubSpot?
For open-text properties, new values are appended below existing content. The most recent meeting's content appears at the bottom of the field.
Can I have different workflows for different meeting types?
Yes. Create a separate workflow for each scenario and use Conditions to scope it. For example, one workflow for External — First call, another for External — Demo.
Does the activity link back to the original recording?
Yes. When you include the meeting URL or the meeting notes in the activity content, timestamps in the notes link back to the exact moment in the tl;dv recording.