How to register Notes, Calls and Meeting

Using notes, logging calls, and logging meetings (Minutes of Meeting - MOM) correctly in HubSpot is essential for tracking client interactions clearly and consistently. This article explains when to use notes, calls, or meetings (MOM), and provides step-by-step guidance for adding these into HubSpot.

When to Use Notes

Use Notes in HubSpot for:

• Quick internal updates about a contact, company, or deal.

• General information that doesn’t involve a formal meeting or call.

• Brief interactions without specific follow-up actions.

Examples:

• Internal deal updates.

• General client insights or observations.

• Insert the exhibition code (e.g. PPKA2025) to associate contacts with the related Exhibition visit.

When to Use Log Call

Use Log Call for:

• Documenting phone conversations or short client calls if are important to track & share

• Brief discussions that require clear accountability but aren't formal meetings.

• Calls involving specific follow-up tasks or quick clarifications.

Examples:

• Follow-up phone calls with a client important to track

When to Use Log Meeting (MOM)

Use Log Meeting for:

• Formal client meetings / MOM or important calls with detailed discussions.

• Conversations involving decisions, agreements, or structured follow-up actions.

• Any interactions needing clear accountability and traceability.

Examples:

• Client reviews.

• Contract negotiations.

• Project status meetings.

How to Log a Meeting (MOM) in HubSpot

1. Navigate to the Record

   • Open the relevant Contact, Company, or Deal record.

2. Select "Log Meeting"

   • Click on the Log meeting button at the top of the activity feed.

3. Fill in Attendees and Date

   • Select and confirm the attendees from the "Attendees" field.

   • Confirm or adjust the meeting date and time in the provided fields.

4. Insert the text or use MOM template

   • Type the texts/notes or write #mom to load the MOM template directly into the note field.

   MOM structure:

   Agenda:
   - 
   
   Discussion Points:
   - 
   
   Next Steps:
   - 
   
   People Who Should Read This MoM (distribution list)
   (Please @mention the names to notify recipients):
   - 
   

5. Complete the Details

   • Fill out the specific details: attendees, discussion points, decisions, and follow-up tasks clearly.

    

   • RECOMMENDED Use @username to notify colleagues...example @Luca Mor.... will send a notification by email of the Meeting notes to Luca Mor....

6. Save

   • • Click Log meeting to save your MOM.