Tired of copying meeting notes into your CRM? You’re not alone. Sales teams, customer success folks, even founders—anyone who talks to customers—know the drill: finish a call, scramble to jot down notes, then try (and often forget) to paste them into Salesforce or HubSpot. Data gets lost, follow-ups fall through the cracks, and managers wonder why the CRM is always out of date.
If you want your meeting notes to just show up in your CRM, without extra steps, this guide is for you. We’ll walk through how to automate the process using Nektar, what actually works, what’s just hype, and the pitfalls to watch for.
Why Automate Meeting Notes in the First Place?
Let’s get real: most people don’t fill in the CRM perfectly after every meeting. It’s boring, it takes time, and it’s easy to forget. But if the CRM is empty, reporting is a mess and deals slip through the cracks.
Here’s what you get by automating note capture and sync: - No more double entry: Take notes once and have them appear where they’re needed. - Cleaner data: Consistent, up-to-date information for the whole team. - More selling, less admin: Less time copying and pasting, more time talking to customers. - Actual accountability: Managers can see what’s happening without nagging.
If you’ve tried manual processes or “just remember to update Salesforce” approaches, you know they don’t scale. Automation isn’t magic, but it’s a big help.
What You’ll Need
Before you start, here’s what you need: - Access to your CRM (Salesforce, HubSpot, etc.). - The calendar/email platform you use for meetings (Google or Microsoft). - A Nektar account (usually set up by your ops or IT team). - Permission to install or connect integrations (you might need admin help).
Pro tip: If your company is locked down on integrations, loop in IT early. Nothing stalls a project like permissions limbo.
Step 1: Connect Nektar to Your Calendar and Meeting Tools
Nektar works by connecting to your calendar and email to capture meetings and communications. Here’s how to set it up:
- Sign in to Nektar: Log in at your company’s Nektar portal.
- Connect your calendar: You’ll usually find this under “Integrations” or “Settings.” Nektar supports Google Calendar and Microsoft Outlook/Exchange.
- Authorize permissions: Grant Nektar access to your calendar and (if needed) email. It needs to read event details and attendees.
- Link your CRM: Connect your Salesforce, HubSpot, or other supported CRM. You’ll need admin credentials or help from your CRM admin.
What works: Calendar integration is usually straightforward. If you use multiple calendars (work and personal), double-check which one is connected.
What doesn’t: If your company uses custom meeting tools or has unusual calendar setups, things can get hairy. Nektar can’t read notes from tools like Zoom’s native notepad or Notion automatically—just the calendar and the meeting invite fields.
Step 2: Set Up Note Capture Workflow
There are a few ways to capture meeting notes. The most reliable is to take notes in the calendar event itself, or use Nektar’s connected note-taking options.
Common workflows: - In-calendar notes: Add notes directly to the meeting event's description or a designated notes field. - Connected note app: Some versions of Nektar let you connect tools like Google Docs or Microsoft OneNote to specific meetings. - Nektar’s own interface: Take notes in Nektar’s web app, which are then mapped to meetings and synced to CRM.
How to choose: - If your team already uses a specific notes tool, check if Nektar integrates with it. - If not, use the calendar event or take notes in Nektar.
What doesn’t work: Nektar can’t read hand-written notes, PDFs, or random docs saved on your desktop. It also won’t magically transcribe voice calls unless you use a supported tool.
Pro tip: Standardize your note-taking. If everyone uses a different workflow, you’ll end up with messy, incomplete data.
Step 3: Map Notes to CRM Fields
Now, decide where in the CRM your notes should land.
- Pick the CRM object: Meeting notes usually belong to a Contact, Lead, Opportunity, or Account.
- Configure mapping: In Nektar, set up rules like “Notes from meetings with this domain go to the related Opportunity.”
- Choose fields: Map notes to the right field in the CRM (e.g., “Last Meeting Notes” or a custom “Call Notes” field).
- Test it: Run a test meeting, jot down notes, and see where they show up.
What works: Mapping is powerful if you keep it simple—one source, one destination. Overcomplicating with too many fields or custom objects gets confusing fast.
What to ignore: Don’t try to dump every note into every object. Too much noise and people stop reading.
Step 4: Automate the Sync (and Set the Right Triggers)
Decide how and when notes should sync to the CRM.
- Real-time vs. batch: Some teams want instant sync; others prefer a daily summary or end-of-day sync.
- Manual review: You can set Nektar to hold notes for review before pushing to CRM. This adds friction, but may be needed for sensitive info.
- Filters: Exclude internal meetings, 1:1s, or non-customer events. Most people only want external-facing notes in the CRM.
What works: Set clear filters up front. A flood of irrelevant notes is worse than no notes at all.
What doesn’t: “Set it and forget it” is a myth. Check after a week to see what’s getting through (and what isn’t).
Step 5: Train Your Team (and Get Buy-In)
Automation helps, but only if people use it. A quick team training is worth the time.
- Show how to take notes the right way (in the right place, with the right format).
- Explain what gets synced to CRM (and what doesn’t).
- Set expectations: Notes will be visible in CRM, so skip the internal gossip.
What works: Short demos, a cheat sheet, and reminders at weekly meetings.
What doesn’t: A 40-slide training deck nobody reads.
Step 6: Monitor, Review, and Adjust
Don’t expect perfection out of the gate. Check the first few weeks of synced notes:
- Are notes showing up in the right spot?
- Is sensitive or irrelevant info slipping through?
- Are people actually using it, or defaulting to old habits?
Adjust your mapping, filters, and workflows as needed.
Pro tip: Ask your team what’s annoying or confusing. Fix those things first. The easier you make it, the more likely people will stick with it.
What to Watch Out For (And What Not to Worry About)
Common pitfalls: - Duplicate notes: If you have other tools (like Gong or Chorus) that also sync to CRM, you might get double entries. - Privacy concerns: Make it clear what’s being shared. Internal notes can end up in front of customers if you’re not careful. - Over-automation: Some things still need a human touch. Don’t try to automate detailed deal strategy or sensitive feedback.
Don’t worry about: - Missing a few edge cases: Not every internal meeting needs to be captured. Focus on customer-facing meetings. - Tech hiccups: Glitches happen, but Nektar’s support is pretty responsive—and it’s usually a config issue, not a system meltdown.
Wrapping Up: Keep It Simple, Iterate Fast
Automating meeting note capture and CRM sync with Nektar isn’t magic, but it’s a huge time-saver if you set it up right. Start with the basics, get your team using it, and tweak as you go. The best process is the one people actually follow—so don’t overthink it. Set up the core workflow, fix the obvious pain points, and move on to selling (or helping customers) instead of wrestling with admin work.