The call library lives inside Conversations, with two areas to work from: Your library for personal organizing, and Company library for content shared across your company. ( Gong)
Key takeaways
- Choose your container type based on effort. In Gong's call library, a folder is a container you fill manually, so use it for a curated set of specific examples you want to highlight ( Gong).
- Use filters for automatic updates. If you want a collection that grows without manual work, Gong allows you to define a set of filters and every call that matches appears in the stream automatically as it comes in ( Gong).
- Name your HubSpot playlist clearly. When creating a coaching playlist in HubSpot, type the Playlist name and Playlist description in the textboxes located in the right sidebar to establish context for your team ( HubSpot).
- Follow playlists for daily updates. To stay current with new material, note that when you follow a playlist in HubSpot, you'll receive a daily email notification when new recordings have been added from the previous day ( HubSpot).
- Recommend a consistent naming convention. Consider using a format like "Topic - Date" for your folder or playlist names so sellers can quickly identify the content's relevance during a one-on-one review.
This structure separates your personal workspace from the shared team space. When you file a call, you must choose which of these two areas holds it. Your library is for personal organizing, while the Company library holds content shared across your company. ( Gong) Filing a call in the correct area determines who can access it. If you place a recording in Your library, it remains part of your personal organizing system. If you place it in the Company library, it becomes content shared across your company. ( Gong) This distinction is critical for team access. A seller looking for a specific example needs to know which area to check. If the call is meant for the whole team, it belongs in the Company library. If it is a personal note or a draft, it belongs in Your library. ( Gong) Do not mix these purposes. The goal is clarity. When a new seller joins, they should be able to find the best example calls quickly. This requires consistent filing. Every call you save should go into one of these two areas. Your library for personal organizing, and Company library for content shared across your company. ( Gong) Think about the audience. Is this call for you alone? Is it for the entire sales team? The answer dictates the location. If the answer is the entire team, use the Company library. If the answer is you alone, use Your library. ( Gong) This simple choice prevents confusion. It ensures that shared content is actually shared. It ensures that personal content remains personal.
Where example calls should live so the team can find them
The call library lives inside Conversations, with two areas to work from: Your library for personal organizing, and Company library for content shared across your company. ( Gong) This separation is the foundation of your filing system. Your library is for personal organizing. The Company library is for content shared across your company. ( Gong) When you record a sales call, you must decide where it belongs. If the call is a personal reference, it goes in Your library. If the call is a teaching tool for the team, it goes in the Company library. ( Gong) This decision affects visibility. Content in the Company library is shared across your company. Content in Your library is for personal organizing. ( Gong) Do not assume that a call in Your library is visible to the team. ( Gong) The call library lives inside Conversations, with two areas to work from: Your library for personal organizing, and Company library for content shared across your company. ( Gong) The goal is to make example calls findable. A seller should not have to ask you for a link. They should be able to find it in the Company library. ( Gong) This requires discipline. Every time you record a call, ask: Is this for me? Or is this for the team? If it is for the team, file it in the Company library. If it is for you, file it in Your library. ( Gong) This simple habit ensures that your team has access to the best examples. It ensures that your personal notes remain private.
Gong's two library areas, folders, and automatic streams
The call library in Gong is structured to separate your personal work from the shared resources available to the team. Understanding the distinction between these two areas helps you decide where a specific example call belongs. The system provides specific mechanisms for organizing content, ranging from manual curation to automated collection based on defined criteria.
Manual folders for curated calls
Your library is the primary space for content you manage directly. A folder is a container you fill manually, which means you must explicitly add each call to it ( Gong). This method is best for small, curated sets of example calls that you want to highlight for specific coaching moments. Because you control the contents, you ensure that every call in the folder meets your specific standards for quality or relevance. This is not an automatic process; if a new call matches your criteria, it will not appear in the folder unless you add it yourself.
Streams and automatic collection
For larger sets of calls or ongoing monitoring, you can use streams. You define a set of filters and every call that matches appears in the stream automatically as it comes in ( Gong). This is a distinct approach from folders. While a folder requires your manual intervention, a stream operates based on the rules you set. This is useful for keeping a live view of relevant conversations, but it does not replace the curated nature of a folder.
The company library for shared content
The company library is designed for content that is shared across the team. It is typically maintained by managers, enablement teams, and RevOps to make curated content easy to find: onboarding playlists, best-practice call collections, deal-stage references, and more ( Gong). This area is where you would place example calls that are intended for broad consumption. For instance, if you have a call that demonstrates a successful objection handling technique, placing it in a company library playlist ensures that new sellers and existing team members can access it. The company library supports the creation of structured playlists that serve as reference points for the entire team.
Choosing between folders and streams
When deciding how to file an example call, consider the intent. If you want a static, curated set of calls that you have personally vetted, use a folder in your library or a playlist in the company library. If you want a dynamic collection that grows as new calls occur, use a stream. The key difference is control: folders are filled by hand, while streams fill themselves based on filters. For a front-line manager keeping a small set of example sales calls, a folder or a company library playlist is often the most appropriate choice because it allows you to select the specific calls that best illustrate the coaching point.
Practical application for coaching
When you are preparing to coach a seller, you can use these areas to find the right example. If you are working with a new seller, you might point them to an onboarding playlist in the company library. If you are working with an experienced seller on a specific tactic, you might create a folder in your library with a few calls that demonstrate that tactic. The structure of the call library allows you to organize your coaching resources in a way that is both accessible and specific. By using the appropriate area and mechanism, you ensure that the example calls are easy to find and relevant to the coaching conversation.
Naming a HubSpot coaching playlist and finding its views
When you create a new coaching playlist in HubSpot, the interface asks you to define the content before it becomes available to the team. In the right sidebar, type the Playlist name and Playlist description in the textboxes ( HubSpot). These two fields are the primary identifiers for the set of calls you are assembling. The name should be specific enough that a seller knows exactly what skill or scenario the playlist covers. The description can provide additional context, such as the specific product feature being discussed or the particular objection being addressed. Because you are the one creating the playlist, you control how these fields are populated. There is no automatic generation of these names; they are entered manually by the person building the library.
The purpose of these playlists is to support specific training goals. Playlists can help you teach soft skills and selling tactics, or train existing team members on how to position a new product ( HubSpot). This means the playlist is not just a storage bin for random recordings. It is a curated set of examples designed to illustrate a particular teaching point. If you are working on how to handle a specific objection, the playlist should contain calls where that objection was handled well. If you are training on a new product launch, the playlist should contain calls where the new product was positioned effectively. The teaching use determines which calls you include. You are selecting the examples that best demonstrate the skill you want to reinforce.
Once the playlist is named and described, you need to understand who can see it and how it is organized. On the right sidebar, click the My private playlists, Followed playlists, and Shared playlists dropdown menus to view different playlists and folders ( HubSpot). These three views determine the visibility and accessibility of the playlist. Followed playlists are those you have chosen to track. The dropdown menus allow you to switch between these views to see the different sets of playlists and folders. This structure helps you manage your own work and the team's shared resources separately.
How to open one saved call and read the transcript
When you have a specific recording you want to review, the interface lets you drill down into that single interaction rather than browsing a broad list. This is the step where you move from a high-level view of your activity to the granular details of one conversation. You are not looking for a library here; you are looking for the specific file that contains the audio and the text of that particular meeting.
The primary action is to open a specific call. Once you have selected the right entry, the system allows you to listen to the call. This is the most direct way to hear the tone, pacing, and exact wording used during the sales interaction. You can play the audio to hear how the conversation flowed in real time.
Alongside the audio, you can see the transcript. The transcript provides a written record of what was said. This is useful if you need to find a specific phrase or check the exact order of topics discussed. You do not have to listen to the entire audio file to find a specific detail; you can scan the text to locate the moment you are interested in.
You can also view the call signals. These signals provide additional context about the content of the call. For example, you can see keywords mentioned during the call. This helps you identify which products, features, or objections were discussed without having to listen to every minute of the recording. The signals act as a summary of the key terms that appeared in the conversation.
This is a practical step for reviewing your own performance. It allows you to look at the details of a specific interaction. You can use it to identify areas for improvement in your next call. The focus is on the specific content of the call you have opened.
Example-call organization by publisher
The following table summarizes the organizational structure and access controls for the three platforms discussed in this guide. Each row details how a specific vendor structures its call library, based strictly on the documentation provided for that service.
| Publisher | Primary organizational unit | Visibility or access | Key feature |
|---|---|---|---|
| Gong | Your library and Company library | Personal organizing in Your library; shared content in Company library | Call library lives inside Conversations with two distinct areas to work from ( Gong) |
| HubSpot | Coaching playlists | My private playlists, Followed playlists, and Shared playlists | Playlists help teach soft skills, selling tactics, or train on new product positioning ( HubSpot) |
| Microsoft | Specific call | Individual call view | Open a call to listen, see the transcript, and view call signals like keywords ( Microsoft Learn) |
This comparison highlights the distinct approaches each tool takes to storing and retrieving recorded interactions. Gong separates storage into personal and company-wide zones within its Conversations feature, ensuring that individual organization does not clutter shared resources ( Gong). HubSpot focuses on the educational utility of the recordings, organizing them into playlists that can be used to teach specific skills or product knowledge, with clear distinctions between private, followed, and shared views ( HubSpot). Microsoft's approach centers on the individual call record, allowing users to open a specific instance to access the audio, the text transcript, and analytical signals such as keywords mentioned during the conversation ( Microsoft Learn).
When selecting where to file a new example call, consider which of these structural models aligns with your team's coaching needs. If your primary goal is to create a shared repository of best practices, the Gong Company library holds content shared across your company; HubSpot playlists can help teach soft skills and selling tactics ( Gong) ( HubSpot). If your focus is on analyzing specific moments in a conversation, Microsoft's ability to view call signals alongside the transcript provides a focused view of that single interaction ( Microsoft Learn). Understanding these differences helps you choose the right tool for the specific type of coaching material you are preparing to share.
Next step: Label the call you file today
Use the blank worksheet below to record the specific details of the call you are filing today. This single row helps you capture the essential call details before you move on to the next task.
| Call name | Teaching use | Visibility setting |
|---|---|---|
| _ _ | _ _ | _ _ |
When you are ready to enter this information into your platform, HubSpot instructs you to type the Playlist name and Playlist description in the textboxes located in the right sidebar ( HubSpot).
Example-call FAQ
What are Gong's two library areas?
The call library lives inside Conversations, with two areas to work from: Your library for personal organizing, and Company library for content shared across your company ( Gong).
What is the difference between a folder and a stream?
A folder is a container you fill manually ( Gong). In contrast, you define a set of filters and every call that matches appears in the stream automatically as it comes in ( Gong).
What three playlist views does HubSpot name?
HubSpot names My private playlists, Followed playlists, and Shared playlists in the right sidebar dropdown menus for viewing different playlists and folders ( HubSpot).
When does HubSpot send a daily playlist email?
When you follow a playlist, you'll receive a daily email notification when new recordings have been added from the previous day ( HubSpot).
What does Microsoft say you can open on one saved call?
Open a specific call to listen to the call, see the transcript, and view the call signals, such as keywords mentioned during the call ( Microsoft Learn).
Reading references
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