This guide explains how to enable and use call transcript logging to HubSpot. This feature automatically uploads full call transcripts from Aloware into HubSpot as attachments within Call Engagement activities, alongside AI-generated call summaries.
The goal is to improve call visibility, record-keeping, and review workflows by keeping complete call context directly inside HubSpot.
How call transcripts are logged into HubSpot
Once enabled, call transcript logging automatically adds the full call transcript to HubSpot as part of a call engagement. When a call is completed and transcribed by AloAi voice analytics, Aloware uploads the transcript as a text/markdown file and attaches it directly to the related call activity.
The transcript appears alongside the AI-generated call summary and is stored in a HubSpot Files folder that you select during setup. There is no need to manually upload, copy, or store transcripts elsewhere. Everything stays connected to the original call record.
It’s important to note that transcripts are only uploaded when call engagement logging is enabled and accepted. This ensures that transcript files follow HubSpot’s engagement model and stay consistent with how other call data is logged.
How admins control call transcript logging
As a business admin, your role is to decide whether call transcripts should be logged into HubSpot and how those files should be stored. Once configured, the process runs automatically in the background for your users.
You control where transcripts are saved, whether existing files can be overwritten, and whether the configuration is valid before it can be saved.
Setting up call transcript logging as an admin
Step 1: Open your HubSpot integration settings
Go to Integrations → HubSpot in Aloware. This page contains all HubSpot communication settings, including call engagements, attachments, and transcript syncing.
Step 2: Confirm call engagement logging is enabled
In the Communication tab, make sure call engagement logging is enabled. Transcript uploads depend on call engagements; if this is off, transcripts cannot be sent to HubSpot.
Step 3: Enable call transcript logging
Turn on the Log Call Transcripts toggle. This enables automatic upload of transcription files after each eligible call.
Step 4: Select a HubSpot folder for transcript storage
Choose an existing folder from HubSpot Files where transcripts will be stored. A folder is required to keep files organized, and saving is blocked until one is selected.
If no folder is chosen, an on-screen message prompts you to complete this step.
Step 5: Choose how transcript files are handled
Choose whether Aloware should overwrite existing transcript files or save each transcript with a different filename. This determines how duplicate files are managed.
Step 6: Save your configuration
Save your settings after all required fields are complete. The configuration persists after refresh or re-login, so this setup only needs to be done once.
What agents and reps see after calls are completed
Agents, sales reps, and CSMs do not need to configure anything to use this feature. Once call transcript logging is enabled by an admin, transcripts appear automatically in HubSpot after calls are completed and processed.
The experience begins when a user makes or receives a call. This includes inbound calls, outbound calls, and eligible missed calls, as long as AloAi Voice Analytics is enabled. After the call ends, Aloware processes the recording and generates a transcript in the background. No manual action is required from the agent.
When the transcript is ready, it is synced directly to HubSpot and attached to the related call engagement. To review it, the agent opens the associated contact or company record and looks for the call activity in the activity timeline.
Inside the call engagement, the AI-generated call summary appears inline, providing a quick overview of the conversation. If more detail is needed, the agent can open the attached transcript file from the same activity.
The transcript opens as a formatted text or Markdown file, with structure such as headings, emphasis, and sections preserved. The content matches exactly what is shown in Aloware, allowing agents to review the full conversation, verify details, and use the transcript for follow-ups, coaching, or quality checks.
How call transcript logging works with other Aloware tools
Call transcript logging follows the same engagement-based rules used across Aloware. Attachments are synced using consistent folder selection and overwrite behavior, and all files are managed through HubSpot’s File system.
The transcript works together with AloAi voice analytics. The AI summary provides a quick overview, while the transcript offers full context, both within the same HubSpot call engagement.
Because transcripts are only uploaded when engagements are enabled and accepted, this feature fits naturally into Aloware’s broader Communications and Engagement framework across voice and messaging channels.
Important configuration details to keep in mind
For transcripts to upload successfully, Call Engagement Logging must be enabled and the log call transcripts toggle must be turned on. A HubSpot folder selection is required, and Aloware will prevent saving if this step is skipped.
HubSpot enforces a character limit of 65,536 characters per file. Long transcripts are handled safely within this limit.
The feature supports inbound calls, outbound calls, and missed calls when a transcript is available.