HubSpot Call Transcription: Transcribe Calls in Workflows

To transcribe calls in HubSpot, add the Transcribe Call workflow action from AI Studio for HubSpot to a call-based workflow. It pulls the call recording, transcribes it with OpenAI Whisper in 50+ languages, and returns the transcript as a workflow variable you can save to call notes or send to AI for summaries, follow-up emails, and sentiment analysis.

How do you transcribe calls in HubSpot?

1. Register at ai.resonatehq.com and connect your HubSpot account (portal).
2. Create or edit a workflow. Go to Automation > Workflows in HubSpot and select Create workflow (or edit an existing one). Choose Call-based as the object type.
3. Define enrollment criteria. Example: “Recording URL is known,” ensuring only calls with valid audio links enter the workflow.
4. Add “Transcribe Call.” Click + to add a new action, select “AI Studio for Workflows”, then choose “Transcribe Call.”

That is the whole setup. Every call that enrolls in the workflow now gets an automatic text transcript - no separate transcription platform, no manual uploads.

Transcribe your first call today. Get AI Studio for HubSpot - free plan available, works in any call-based workflow.

How does Transcribe Call work?

1. Audio retrieval - AI Studio accesses the audio file from the recording URL on the call record.
2. Pause removal - silent or pause segments are trimmed to reduce token usage and improve clarity.
3. Whisper transcription - OpenAI Whisper processes the audio, detecting the language automatically. It handles more than 50 languages, including language switches during the same call.
4. Transcript output - the completed text transcript is made available as a workflow output variable (Transcription).

What can you do with the transcript?

Save the transcript to call notes

1. Add an “Edit record” action after “Transcribe Call.”
2. Set Call notes (or any other text property) to the Transcription output.

Send the transcript to AI for analysis

1. Insert a “Send to AI” step (also from AI Studio) after “Transcribe Call.”
2. Choose your AI model (OpenAI GPT-4o mini, Google Gemini Pro, etc.).
3. Reference the Transcription output in the prompt to generate summaries, draft follow-up emails, extract keywords, or perform sentiment analysis.

Want to run the transcript through your own hosted model instead? See Send to Custom AI: bring your own model to HubSpot workflows. For more automations to pair with transcription, browse our free HubSpot workflow templates.

How much does call transcription cost?

• 500 tokens per minute of audio are used for transcription.
• Pause removal lowers token usage by skipping silent sections.
• Track AI usage credits in AI Studio’s dashboard at ai.resonatehq.com.

What languages are supported?

• Automatic detection: no manual switching required for different languages.
• 50+ languages: English, Spanish, French, Japanese, Arabic, Chinese, and more.
• Handles language switches within a single call whenever possible.

Frequently asked questions

Start transcribing calls in HubSpot

Transcribe your first call today. Get AI Studio for HubSpot - free plan available, works in any call-based workflow. Register at ai.resonatehq.com and connect your portal to add the Transcribe Call action.