Voice Notes in Roam → HubSpot Calls & Deal Notes

A quick guide for AMs. Hold the mic in Roam, talk, send. The advisor does the rest.

What you can do with a voice note

Voice messages and text messages are separate in Roam — you can't mix them in one message. Send one or the other.

1. Logging a call to a HubSpot deal

When to use: After a real phone call with a client/prospect. You want it to land in the call-activity reports (a Note does not do that — only a Call engagement does).

How:

1. Voice-message the advisor with the recap. Name the deal in the voice note itself — say the business or the deal name out loud.
2. Be natural:

   "Just got off the phone with John at Valentine Ladders on the renewal deal. He's happy with the SayMore pilot, wants to add the second number in June. Mentioned his accountant might push back on the price — I sent him the ROI doc."

3. Advisor will confirm: "Post this as a Call activity on the Valentine Ladders deal?"
4. Reply yes (or correct anything first).

Optional details — only say them if you know them:

• Duration — "the call was about 15 minutes" → logged as 15 min. If you don't say it, no duration is logged. The advisor will never use the length of your voice note as the call duration.
• Direction — "they called me" → INBOUND. Default is OUTBOUND.

What lands in HubSpot:

• Activity type: Call (not Note)
• Title: "Call — Valentine Ladders"
• Owner: you (auto-filled from your Roam identity, not the Private App installer)
• Status: COMPLETED
• Body: your recap, plain text with line breaks preserved

2. Saving a proposal as a note on a HubSpot deal

When to use: You generated a proposal/recap in the advisor and want it saved to the deal record.

How:

1. Generate the proposal in Roam as usual.
2. Voice the advisor: "Save that to the Valentine Ladders deal." — name the deal in the voice note.
3. Advisor confirms the deal, then posts.

What you get:

• Note on the deal with Date / AM / Business / Proposal Summary / Products / Report Links / Next Steps.
• If you've set up a per-AM proposal template, it uses your voice instead of house style.
• Attribution Posted via Roam is appended automatically — don't add your own.

AM line: If the deal owner is different from you, the note records " on behalf of ". That's intentional — don't ask the advisor to collapse it.

Tips for voice notes

• Name the deal in the voice note. The advisor can't see what's on screen the way you can — say the business name or deal name out loud so it knows where to post.
• Speak naturally. Roam transcribes server-side. False-starts and "ums" are fine — the advisor reads through them.
• One topic per voice note is cleaner than a 90-second monologue.
• Always wait for the confirmation prompt. Nothing is posted silently — the advisor asks first every time. If you don't see a confirm prompt, something didn't land.
• You can correct before confirming. If the advisor reads back the wrong deal or wrong duration, reply "no, the deal is X" or "no duration" and it will adjust before posting.

What it can't do (yet)

• Mix voice and text in one message — Roam keeps them separate.
• Emails, meetings, tasks on HubSpot — only Calls and Notes for now. Same pattern can be added on request.
• Auto-detect call duration from the voice note length — by design. Tell the advisor the duration if you want it logged.

If something goes wrong

• Advisor says "Hello" back to a voice message — STT didn't land. Re-record.
• "I couldn't resolve the deal" — say the business name or deal name in the voice note, or paste the deal URL as a text message in a follow-up.
• Note/call posted but you can't see it in HubSpot — refresh the deal record; activities sometimes take a few seconds to appear in the timeline.
• Anything else weird — flag to Cathal with the Roam thread link.

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