PepoSmart + HubSpot: Turn Every Meeting into CRM Gold

Why Your Scheduling Tool and CRM Need a Deeper Connection

HubSpot is the backbone of modern sales and marketing teams. But even the best CRM is only as good as the data inside it. The reality? Most reps treat CRM updates as a chore. Meeting notes get skipped, contacts get created days late, and follow-up tasks live in someone's head instead of the pipeline.

PepoSmart's HubSpot integration solves this by automating the entire flow — from the moment a prospect books a meeting to the follow-up tasks created after the call ends. No manual data entry, no forgotten notes, no stale CRM records.

This guide covers exactly what the integration does, how to set it up, and why teams using it see better data quality and faster follow-ups.

What the PepoSmart HubSpot Integration Does

The integration connects four critical workflows between PepoSmart and HubSpot:

1. Automatic Contact Sync on Booking 2. AI Meeting Notes Logged as HubSpot Engagements 3. Action Items Become Prioritized HubSpot Tasks 4. Booking Details Captured as Meeting Engagements

Let's break each one down.

1. Automatic Contact Sync: Clean CRM Data from Day One

When a prospect books a meeting through your PepoSmart scheduling page, their contact information is automatically synced to HubSpot. Here's exactly what happens:

• PepoSmart searches HubSpot for an existing contact matching the email address
• If the contact exists, the booking is associated with their existing record — no duplicates
• If they're new, a contact is created with their first name, last name, email, phone number, and company
• A meeting engagement is logged on the contact timeline with full booking details: invitee timezone, custom question answers, meeting location, and scheduled time

This means your HubSpot timeline reflects every booking the instant it happens. No one has to manually create contacts or log activities.

Smart Duplicate Prevention

The integration uses HubSpot's email-based contact search to find existing records before creating new ones. If a prospect books multiple meetings over weeks or months, all engagements stack on the same contact record, giving you a complete interaction history without duplicates cluttering your database.

2. AI Meeting Notes Logged as HubSpot Engagements

This is where PepoSmart goes far beyond what any scheduling tool offers.

When you enable Collect Meeting Notes on a booking, PepoSmart's AI notetaker bot joins your Google Meet, Zoom, or Microsoft Teams call automatically. After the meeting ends, the AI processes the full transcript and generates:

• A concise meeting summary capturing key discussion points
• Sentiment analysis — was the prospect positive, neutral, or negative?
• Buyer intent signals — high, medium, low, or none detected
• Key topics discussed during the call

The meeting summary is automatically posted as a Note engagement on the HubSpot contact record, formatted with clear sections for booking details, questions and answers, and the AI summary. Your entire team can see exactly what was discussed directly in the contact timeline.

Formatted for HubSpot's Timeline

Meeting notes in HubSpot include structured sections:

• BOOKING DETAILS header with a visual separator
• Invitee timezone clearly labeled
• Questions & Answers from your booking form displayed as bullet points
• Full AI meeting summary with key takeaways

The formatting is designed to be scannable — managers and teammates can review call outcomes in seconds without reading a full transcript.

3. Action Items Become Prioritized HubSpot Tasks

After analyzing the meeting transcript, PepoSmart's AI extracts specific action items from the conversation. Each action item is automatically created as a HubSpot Task associated with the contact record — complete with priority levels.

The types of action items PepoSmart detects include:

Priority Mapping That Makes Sense

PepoSmart maps action item priorities directly to HubSpot's task priority system:

• High priority action items → HubSpot HIGH priority tasks
• Medium priority action items → HubSpot MEDIUM priority tasks
• Low priority action items → HubSpot LOW priority tasks

This means your task queue in HubSpot is automatically organized by urgency. Revenue-critical items like sending pricing or proposals surface at the top.

4. Booking Details as Meeting Engagements

Every booking creates a Meeting engagement on the HubSpot contact with rich, HTML-formatted details:

• Contact's timezone displayed prominently
• Phone number if collected during booking
• Custom question answers — each question bolded with the answer below
• Meeting location (Google Meet link, Zoom URL, or physical address)

The HTML formatting renders beautifully in HubSpot's timeline, with bold labels, clear spacing, and professional presentation — just like Calendly's integration, but with significantly more data.

Setting Up the Integration

Getting started takes less than two minutes:

Step 1: Connect Your HubSpot Account

Navigate to Integrations in your PepoSmart dashboard and click Connect to HubSpot. You'll be redirected to HubSpot's OAuth authorization page where you grant PepoSmart access to your account. We request only the scopes needed for contact management and engagement creation.

Step 2: Enable Meeting Notes on Your Events

For AI meeting notes and action item sync, enable Collect Meeting Notes on any event type where you want the bot to join. This works with Google Meet, Zoom, and Microsoft Teams.

Step 3: That's It — Sync Starts Automatically

Once connected, every new booking syncs contacts and meeting engagements to HubSpot automatically. When meetings with notes enabled are completed, summaries and tasks flow into HubSpot within minutes.

What Data Is Synced and When

Here's a complete breakdown of what syncs and when it happens:

Security and Privacy

PepoSmart takes data security seriously:

• OAuth 2.0 authentication — we never see or store your HubSpot password
• Token refresh — access tokens are automatically refreshed before expiry, so the integration stays connected
• Encrypted storage — all integration tokens are encrypted at rest
• Minimal permissions — we only request the scopes needed for contact sync, engagement creation, and task management
• Easy disconnect — you can disconnect HubSpot from your PepoSmart dashboard at any time, and all stored tokens are immediately deleted

Who Benefits Most from This Integration

Sales Development Reps (SDRs)

SDRs booking dozens of discovery calls per week save hours by not manually logging each meeting in HubSpot. Contacts are created automatically, and the AI-generated meeting summary means they can move to the next call immediately.

Account Executives (AEs)

AEs managing complex deal cycles benefit from prioritized task creation. After every call, the most important follow-ups surface at the top of their HubSpot task queue. Nothing promised to a prospect gets forgotten.

Sales Managers

Managers get visibility into every customer interaction without asking for updates. Meeting summaries in the contact timeline show exactly what was discussed, and automatically created tasks make it easy to track follow-up compliance across the team.

Marketing Teams

Marketing teams using HubSpot benefit from richer contact data. Every booking captures custom question answers — product interest, company size, use case — that flows directly into HubSpot contact properties. This data powers smarter segmentation and nurture campaigns.

PepoSmart vs. Other Scheduling Tools on HubSpot

Most scheduling tools create a contact and log a basic meeting — and that's where the integration ends. PepoSmart goes significantly further:

Getting Started

The PepoSmart HubSpot integration is available on all plans. Free accounts include 2 AI meetings to try the full experience, Personal plans include 30 AI meetings per month, and Pro/Team plans include unlimited AI meetings.

Sign up for PepoSmart and connect your HubSpot account today. Your first synced meeting will show you exactly how much time you've been wasting on manual CRM updates.

Already using PepoSmart? Head to Integrations > HubSpot in your dashboard to connect in under 60 seconds.