When you connect HeyReach to HubSpot, every LinkedIn conversation between your senders and a contact is captured as a HubSpot note on the contact's record.
Unlike timeline activities, which fire per event (a message sent, a reply received), conversation notes are stateful: they grow and update as the conversation continues.
This reference covers how notes are structured, when new notes are created versus appended, what fields appear inside each note, and how to use them inside HubSpot.
At a glance
Object type: HubSpot Note attached to the Contact record
Created by: HeyReach (system-level identifier shown in the note header)
Note title format: LinkedIn Conversation with [Contact Name]
Object association: Contact only - notes are never associated with companies or deals
Note creation rule: One note per sender (LinkedIn account). Each sender who interacts with a contact gets their own dedicated note.
Update logic: Appended - new campaigns, messages, and replies are added to the existing note for that sender
Anatomy of a conversation note
Every conversation note follows the same structure. Here is how a note appears when a sender has reached a contact through two campaigns, one with a regular message and one with an InMail:
LinkedIn Conversation with Mirjana Filipovski
Campaign name: Simon-conversation-4
Message type: Regular Message
Conversation link
(05/04/26) Mirjana Filipovski: Hello, what's up?
Campaign name: Simon-conversation-5
Message type: InMail
Conversation link
(05/04/26) Mirjana Filipovski: Subject: Questionary | How it is progressing with feature A?
(05/04/26) Simon Stojanovski: Going well
(05/04/26) Simon Stojanovski: Nothing much
(05/04/26) Simon Stojanovski: I'm just working
(05/04/26) Mirjana Filipovski: Oh, OK
Note title
The note opens with LinkedIn Conversation with [Contact Name], where the contact name is pulled from HubSpot's standard First Name and Last Name fields. This makes notes easy to scan when multiple notes are stacked on a contact, especially in agency or multi-sender setups.
Campaign blocks
Within a single note, conversations are grouped by campaign. Each campaign block contains:
Campaign name - the HeyReach campaign that initiated this leg of the conversation
Message type - either Regular Message or InMail. A single campaign can produce either type, since campaign sequences may include both. Message type is per conversation thread, not per campaign.
Conversation link - a clickable link that opens the conversation inside the HeyReach inbox in a new tab. Only accessible to team members with at least Inbox Read permission in HeyReach.
Transcript lines
Below each campaign block, message exchanges are listed chronologically in the format:
(MM/DD/YY) Sender Name: message content
Dates use US-style MM/DD/YY format regardless of the HubSpot account's locale settings. Sender names alternate between your team member (the LinkedIn account assigned to the campaign) and the contact.
InMail subject lines
When a message is an InMail, the first line in that conversation includes a Subject: [subject text] prefix before the message body. Regular messages do not have subject lines, so the transcript goes straight to the message body.
Note creation logic - new note vs. appended
The most common question about notes is whether HeyReach creates a new note for every conversation or appends to an existing one. The rule is straightforward.
A new note is created when:
A different LinkedIn sender interacts with the contact for the first time. Each unique sender gets their own dedicated note.
The existing note is appended when:
The same sender continues a conversation across multiple messages - new transcript lines are added to the existing note
The same sender contacts the contact through a new campaign - a new campaign block is added inside the existing note
The same sender uses a different message type (e.g. InMail after a Regular Message) - the new type is captured in the next campaign block within the same note
⚠️ Why one note per sender? This prevents two failure modes: one note per message would flood the contact timeline; collapsing all senders into one note would obscure who had each conversation. By scoping notes to senders, the contact record stays organised while the full LinkedIn history remains traceable.
Accessing the conversation link
The conversation link inside each campaign block opens the full LinkedIn conversation inside the HeyReach inbox, not LinkedIn itself. HeyReach's inbox stores the full message history, reply context, and sender-level metadata that the LinkedIn UI alone does not surface.
Permission requirements:
Inbox Read (minimum) - required to open the conversation link. Users with this permission can view the full conversation history.
Users without Inbox Read permission will see the link in the note but encounter an access-denied screen when clicking through. Update the user's role in HeyReach Settings to grant access.
Edge cases worth knowing
Multiple senders for one contact
If two of your senders interact with the same contact (for example, an SDR follows up after an AE's initial connection), the contact record will show two separate notes - one per sender. Each note title is identical (LinkedIn Conversation with [Contact Name]), but the content reflects only that sender's portion of the conversation.
Conversations with both Regular Message and InMail
When a campaign sequence sends both an InMail and a Regular Message to the same contact, both threads appear in the same note as separate campaign blocks. The Message type label clarifies which type each block represents. The only rendering distinction is the label itself and the InMail's subject line prefix.
Conversation date span
Notes preserve the full date range of conversation activity. If a sender messaged a contact in April and the contact replied in August, both dates appear in the transcript in chronological order. There is no archival or truncation logic in V1.
Contact name changes
If a contact's First Name or Last Name changes in HubSpot after the note is created, the note title does not retroactively update. The title reflects the contact's name at the time the note was first created.
Use cases
Rep handoff and continuity
When a rep leaves the team or rotates accounts, the incoming rep can read the full LinkedIn conversation history directly on the HubSpot contact record without needing access to the departing rep's LinkedIn account. The note preserves the conversation context even after the sender's LinkedIn access is revoked.
Cross-channel conversation review
Account executives reviewing a contact in HubSpot can see the LinkedIn conversation history alongside email, call, and meeting history on the same contact timeline. This eliminates context-switching between HubSpot and LinkedIn when preparing for a discovery call or follow-up.
Compliance and conversation auditing
For regulated industries or agencies serving multiple clients, conversation notes provide an auditable record of what was said on LinkedIn, by which sender, on what date, in which campaign. This supports compliance reviews, client reporting, and dispute resolution without relying on LinkedIn's own message retention.
What is not in a conversation note
To avoid confusion, here is what conversation notes do not contain:
Connection requests (sent, accepted, or withdrawn) - these are timeline activities, not part of the conversation note. See HeyReach contact activities in HubSpot.
Profile metadata (job title, company, location) - these live in the HeyReach property group on the contact, not in the conversation note. See HeyReach property group in HubSpot.
Campaign membership changes (added, paused, removed) - also timeline activities, not part of the conversation note.
Attachments or files shared in LinkedIn messages - V1 captures message text only. Files referenced in messages are not synced to HubSpot.
Have questions about how conversation notes appear on your HubSpot contacts? Chat with our support team via the widget in the bottom-right corner. 🚀