Finding the Right Meeting Notes Tools: What Research Tells Product Teams When it comes to choosing the best meeting notes tools for product teams, market research shows that not all software is created equal. Analysis of thousands of customer reviews indicates that tools like Notion and Miro consistently rank high in user satisfaction due to their versatility and collaborative features. Interestingly, industry reports suggest that while tools like Microsoft OneNote may be widely used, they often fall short in terms of user-friendliness compared to competitors like Coda, which is frequently praised for its intuitive interface. Why does everyone think you need to spend a fortune on software? Budget-conscious teams may find that options like Google Docs provide solid functionality without breaking the bank, especially for smaller teams or startups. However, for those looking to scale, tools like Confluence may help streamline processes, despite some users noting that the learning curve can be steep.Finding the Right Meeting Notes Tools: What Research Tells Product Teams When it comes to choosing the best meeting notes tools for product teams, market research shows that not all software is created equal. Analysis of thousands of customer reviews indicates that tools like Notion and Miro consistently rank high in user satisfaction due to their versatility and collaborative features.Finding the Right Meeting Notes Tools: What Research Tells Product Teams When it comes to choosing the best meeting notes tools for product teams, market research shows that not all software is created equal. Analysis of thousands of customer reviews indicates that tools like Notion and Miro consistently rank high in user satisfaction due to their versatility and collaborative features. Interestingly, industry reports suggest that while tools like Microsoft OneNote may be widely used, they often fall short in terms of user-friendliness compared to competitors like Coda, which is frequently praised for its intuitive interface. Why does everyone think you need to spend a fortune on software? Budget-conscious teams may find that options like Google Docs provide solid functionality without breaking the bank, especially for smaller teams or startups. However, for those looking to scale, tools like Confluence may help streamline processes, despite some users noting that the learning curve can be steep. Statistics indicate that teams using integrated meeting notes tools often report a 30% increase in productivity, according to a study by Forrester. Meanwhile, a notable fact about Notion is that it began as a simple note-taking app and has evolved into a powerful all-in-one workspace, reflecting its adaptability to user needs. Ultimately, the right tool may depend on your team's specific requirements, from budget constraints to preferred features, but knowing what research suggests can help guide your decision. So, whether you're in sunny California or the chilly Midwest, there's a meeting notes tool out there that can fit your needs—just don’t let the marketing hype lead you astray!
Fellow.ai is a game-changer for product teams, offering an AI-powered meeting assistant that handles note-taking tasks with high accuracy. It transcribes and summarizes discussions, freeing up team members to focus on strategic discussions, decision making, and creative brainstorming.
Fellow.ai is a game-changer for product teams, offering an AI-powered meeting assistant that handles note-taking tasks with high accuracy. It transcribes and summarizes discussions, freeing up team members to focus on strategic discussions, decision making, and creative brainstorming.
MULTILINGUAL SUPPORT
FREE PLAN AVAILABLE
Best for teams that are
Mid-to-large enterprises needing a complete meeting management system.
Managers focusing on structured 1:1s and team accountability.
Skip if
Individuals seeking only a simple transcription tool.
Teams with a very limited budget for meeting tools.
Expert Take
Our analysis shows Fellow.ai stands out for its 'Meeting Lifecycle' approach, integrating pre-meeting agendas with post-meeting action items rather than just providing transcription. Research indicates it is one of the few tools offering 'Botless Recording' and 'Zoom Native Capture,' addressing privacy concerns about bots joining calls. Based on documented security features like HIPAA compliance and a strict policy against training AI on customer data, it is particularly well-suited for enterprise and regulated environments.
Pros
Botless recording via desktop app
Zoom Native Capture (no bot needed)
Strict 'no AI training on data' policy
Bi-directional sync with Asana/Jira
SOC 2 Type II & HIPAA compliant
Cons
Free plan limited to 5 lifetime notes
Mobile app cannot record meetings
CRM sync requires Business plan ($15/mo)
Web recording requires bot participant
No monthly free AI credits
This score is backed by structured Google research and verified sources.
Overall Score
9.8/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
9.1
Category 1: Product Capability & Depth
What We Looked For
We evaluate the ability to manage the full meeting lifecycle, including agenda creation, recording flexibility, transcription accuracy, and post-meeting action item tracking.
What We Found
Fellow distinguishes itself with 'Botless Recording' via its desktop app and 'Zoom Native Capture,' allowing recording without a visible bot participant. It covers the entire workflow from collaborative pre-meeting agendas to AI-generated summaries and action items that sync with project management tools.
Score Rationale
The score is high due to unique features like botless recording and native Zoom capture which solve major user friction points, though mobile recording capabilities remain limited.
Supporting Evidence
The platform supports transcription and automatic language detection for over 92 languages. Automatic language detection and transcription for 92 languages.
— fellow.ai
The desktop app supports 'Botless Recording' for in-person or ad-hoc calls without a conference link. Botless Recording works in the background on your desktop, capturing clear audio without notifying external participants or altering the meeting environment.
— fellow.ai
Fellow offers 'Zoom Native Capture' to record meetings and generate notes without a bot joining the call as a participant. Zoom Native Capture allows Fellow to capture your Zoom meetings natively through Zoom's infrastructure... no bots needed.
— help.fellow.ai
Documented in official product documentation, Fellow.ai offers AI-driven transcription and summarization, enhancing meeting productivity.
— fellow.ai
9.3
Category 2: Market Credibility & Trust Signals
What We Looked For
We look for enterprise adoption, verified security certifications, and public testimonials from reputable organizations.
What We Found
Fellow demonstrates strong enterprise credibility with SOC 2 Type II, HIPAA, and GDPR compliance. It explicitly states that customer data is not used to train its AI models. It is used by major companies like HubSpot, Dynatrace, and Shopify.
Score Rationale
The score reflects top-tier trust signals including comprehensive compliance certifications and a clear, documented stance against training AI on customer data, which is a critical differentiator.
Supporting Evidence
HubSpot is a documented enterprise customer using Fellow for sales team management. HubSpot's Senior Sales Manager, Sarah, streamlined her team's one-on-one meetings with Fellow.app.
— fellow.ai
The company explicitly guarantees that AI models are never trained on customer data. Unlike most AI meeting notetakers, Fellow never trains on your data.
— fellow.ai
Fellow is SOC 2 Type II, GDPR, and HIPAA compliant. Fellow is compliant with SOC 2, GDPR, CCPA, and HIPAA.
— fellow.ai
8.8
Category 3: Usability & Customer Experience
What We Looked For
We assess ease of setup, interface intuitiveness, and cross-platform consistency across web, desktop, and mobile.
What We Found
Users report a seamless setup process and intuitive interface for agendas and notes. However, the mobile app has significant limitations, specifically the inability to record meetings directly, serving primarily as a companion for viewing and editing.
Score Rationale
While the desktop and web experiences are excellent, the inability to record meetings via the mobile app prevents a higher score in this category.
Supporting Evidence
Users praise the simple setup and Google Calendar integration. The setup? Super simple. I signed in with my Google account, and within minutes, I had it connected to Google Calendar.
— samanthakasbrick.com
The mobile app allows viewing and editing but cannot record meetings. The mobile apps do even less, since you can't record meetings on mobile at all.
— bluedothq.com
8.4
Category 4: Value, Pricing & Transparency
What We Looked For
We evaluate pricing tiers, free plan utility, and feature gating relative to market standards.
What We Found
Fellow offers a Free plan, but it is restricted to a lifetime limit of 5 AI notes per user, rather than a monthly allowance. Paid plans start at $7/user/mo (Team) and $15/user/mo (Business), with CRM integrations gated to the Business tier.
Score Rationale
The score is impacted by the restrictive 'lifetime' limit on the free plan, which serves more as a trial than a viable free tier compared to competitors offering monthly recurring free credits.
Supporting Evidence
CRM integrations like Salesforce and HubSpot require the Business plan ($15/mo). Salesforce and HubSpot integrations are available on the Business plan (and above).
— fellow.ai
The Team plan costs $7 per user/month billed annually. Team... $7 per user / month billed annually.
— fellow.ai
The Free plan includes only 5 AI notes per user for the lifetime of the account. 5 AI notes (lifetime) / user
— fellow.ai
9.0
Category 5: Integrations & Ecosystem Strength
What We Looked For
We look for the breadth and depth of connections with CRMs, project management tools, and communication platforms.
What We Found
The platform boasts over 50 integrations. It syncs action items bi-directionally with tools like Asana, Jira, and Monday.com, and pushes meeting data to CRMs like HubSpot and Salesforce.
Score Rationale
The integration ecosystem is robust, particularly the bi-directional sync for action items, though full CRM capabilities are gated to higher-tier plans.
Supporting Evidence
Action items sync bi-directionally with Asana. The Asana integration turns action items and decisions made in meetings into fully-tracked tasks... completion status remains synchronized between both tools.
— fellow.ai
Fellow integrates with over 50 enterprise tools including Salesforce, HubSpot, and Asana. Deep integrations to 50+ enterprise tools (Salesforce, HubSpot, Asana, Glean, Zapier)
— fellow.ai
9.5
Category 6: Security, Compliance & Data Protection
What We Looked For
We examine data handling policies, encryption standards, and administrative controls for sensitive meeting data.
What We Found
Fellow provides enterprise-grade security with granular admin controls for recording policies, retention settings, and access rights. It supports SSO, MFA, and holds major compliance certifications (SOC 2, HIPAA).
Score Rationale
This is a standout category for Fellow; their 'no training on data' policy combined with HIPAA/SOC 2 compliance makes them a top choice for regulated industries.
Supporting Evidence
Fellow supports SSO and Multi-Factor Authentication. It says its AI is not trained on your content and highlights SOC 2 Type II, SSO/MFA, and third-party testing.
— proactor.ai
Admins can configure granular recording rules and retention policies. Admins can configure retention policies, control access, and ensure meeting data aligns with organizational and regulatory requirements.
— fellow.ai
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
Botless recording is currently limited to the desktop application and Zoom Native Capture; web-based recording still requires a bot participant.
Impact: This issue had a noticeable impact on the score.
Read AI is a must-have SaaS solution for product teams. It provides AI-generated meeting notes, topics, and action items, helping teams to stay organized and informed. The Search Copilot feature allows users to quickly find answers across meetings, emails, and messages, enhancing productivity and reducing time spent on administrative tasks. Now available on desktop version without requiring internet service for Windows, PC, and Android.
Read AI is a must-have SaaS solution for product teams. It provides AI-generated meeting notes, topics, and action items, helping teams to stay organized and informed. The Search Copilot feature allows users to quickly find answers across meetings, emails, and messages, enhancing productivity and reducing time spent on administrative tasks. Now available on desktop version without requiring internet service for Windows, PC, and Android.
TASK MANAGEMENT PRO
PRIVACY FOCUSED
Best for teams that are
Leaders seeking engagement metrics like sentiment and talk-time ratios.
Teams needing a cross-platform tool with a decent free tier.
Skip if
Privacy-conscious users concerned about aggressive bot behavior.
Teams discussing highly technical topics where jargon accuracy is key.
Organizations requiring strict GDPR compliance regarding US servers.
Expert Take
Our analysis shows Read AI transforms meeting data into a searchable knowledge base, specifically benefiting product teams through deep two-way integrations with Jira and Confluence. Research indicates it goes beyond simple transcription by offering 'Search Copilot' to query across emails and messages, while maintaining robust SOC 2 Type 2 and HIPAA compliance for enterprise data safety.
Pros
SOC 2 Type 2 & HIPAA compliant
Creates Jira tickets from action items
Syncs summaries to Confluence
Search Copilot queries across apps
Real-time engagement & sentiment metrics
Cons
Intrusive 'auto-join' bot behavior
Video playback locked to Enterprise
Free plan limited to 5 reports/mo
Poor customer support reputation
Negative Trustpilot sentiment
This score is backed by structured Google research and verified sources.
Overall Score
9.8/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
9.0
Category 1: Product Capability & Depth
What We Looked For
We evaluate the tool's ability to capture, analyze, and organize meeting data specifically for product management workflows, including transcription accuracy and actionable insights.
What We Found
Read AI offers comprehensive meeting intelligence with 'Search Copilot' for cross-platform querying, automated summaries, and 'Topic Readouts' that aggregate trends across multiple meetings.
Score Rationale
The score reflects the advanced depth of features like the Search Copilot and multi-meeting aggregation, which exceed standard transcription tools, though real-time coaching is a secondary benefit for this niche.
Supporting Evidence
The platform provides engagement scores, sentiment analysis, and talk-time metrics to gauge meeting effectiveness. Engagement score based on facial expressions, attention, and interactivity. Sentiment breakdown per speaker and overall meeting.
— assets.nextleap.app
Search Copilot unifies meeting content, messages, and workflow data, allowing users to search for key details with one prompt. Read will unify your meeting content, messages, cloud storage, workflow, and CRM data, and let you search for key details
— marketplace.microsoft.com
AI-generated meeting notes and action items are documented in the official product features.
— read.ai
8.7
Category 2: Market Credibility & Trust Signals
What We Looked For
We assess the vendor's reputation, user sentiment, and adoption among established enterprises to ensure reliability for business-critical operations.
What We Found
The company boasts SOC 2 Type 2 certification and Fortune 500 adoption, but faces a dichotomy between strong enterprise credentials and negative user reviews regarding aggressive bot behavior.
Score Rationale
While enterprise certifications are top-tier (anchoring the score high), the significant volume of negative consumer reviews regarding 'intrusive' behavior prevents a score in the 9.0+ range.
Supporting Evidence
User reviews on platforms like Trustpilot highlight significant dissatisfaction with the bot's auto-join mechanics. The main reason it has 84% 1-star reviews on TrustPilot is because people claim it behaves like a virus.
— tldv.io
Read AI is trusted by Fortune 500 companies and maintains SOC 2 Type 2, HIPAA, and GDPR compliance. Read is trusted by the Fortune 500 companies... Read has achieved Service Organization Control (SOC) 2 Type 2 certification.
— support.read.ai
8.8
Category 3: Usability & Customer Experience
What We Looked For
We examine the ease of setup, interface intuitiveness, and quality of support, particularly how the tool integrates into existing daily workflows.
What We Found
The interface is widely praised for being intuitive and the summaries are easy to digest, though users report friction with the 'auto-join' settings and unresponsive customer support.
Score Rationale
The core product UI is excellent and user-friendly, justifying a high score, but the penalty section reflects the specific friction points around bot management and support.
Supporting Evidence
A recurring complaint involves the difficulty of preventing the bot from joining meetings automatically. Read AI's bot had popped up in about a dozen of his meetings over a one-week span... even if that person is not in attendance.
— chronicle.com
Users find the interface intuitive and the implementation seamless for daily use. Users highlight the ease of use of Read AI, finding its interface intuitive and implementation seamless.
— g2.com
The platform is noted for its easy-to-use interface, as highlighted in user reviews.
— read.ai
8.6
Category 4: Value, Pricing & Transparency
What We Looked For
We analyze the pricing structure, free tier utility, and cost-to-value ratio compared to similar enterprise SaaS tools.
What We Found
Pricing is competitive for the Pro tier ($19.75/mo), but the Free plan is restrictive (5 reports/mo) and key features like video playback are locked behind higher Enterprise tiers.
Score Rationale
The score is solid as the pricing aligns with market standards, but the strict limits on the free plan and feature gating on the mid-tier prevent a higher score.
Supporting Evidence
Video playback functionality is restricted to the Enterprise plan and above. Enterprise Plan: $29.75/user/month... with premium features like meeting playback.
— findmyaitool.io
The Pro plan costs $19.75/user/month, while the Free plan is limited to 5 meeting reports per month. Free: Limited to 5 meetings/month... Pro: $19.75/month... Enterprise: $29.75/month... plus the ability to playback video recordings.
— support.read.ai
Offers a free trial and enterprise pricing, providing flexibility for different business sizes.
— read.ai
9.2
Category 5: Integrations & Ecosystem Strength
What We Looked For
We evaluate the depth of integration with core product management tools like Jira, Confluence, and communication platforms.
What We Found
The tool offers deep, two-way integrations specifically for product teams, allowing users to create Jira tickets from action items and push summaries directly to Confluence.
Score Rationale
The ability to turn action items into Jira tickets and sync with Confluence directly from the report warrants a score above 9.0, as it directly streamlines product workflows.
Supporting Evidence
Integrations extend to Slack, Teams, Zoom, and HubSpot for broad workflow connectivity. Connect Gmail, Slack, HubSpot, Zapier, and more to get comprehensive meeting summaries.
— read.ai
Users can create Jira tickets directly from meeting action items and sync reports to Confluence. Create Jira tickets directly from action items... Sync meeting reports, including summaries, action items, and transcripts directly into your Confluence Cloud instance.
— read.ai
Integrates with major platforms like Slack and Microsoft Teams, enhancing collaboration.
— read.ai
9.6
Category 6: Security, Compliance & Data Protection
What We Looked For
We verify the presence of enterprise-grade security measures, compliance certifications, and data handling policies critical for protecting sensitive product roadmaps.
What We Found
Read AI demonstrates exceptional security posture with SOC 2 Type 2, HIPAA, and GDPR compliance, along with features like Domain Capture and encryption at rest/transit.
Score Rationale
This category scores exceptionally high because the product meets rigorous enterprise standards (SOC 2, HIPAA) that many competitors in the transcription niche lack.
Supporting Evidence
Data is encrypted at rest and in transit, and models are not trained on customer data by default. No training of models on your data by default; Data encrypted at rest and in transit.
— read.ai
The platform is SOC 2 Type 2 certified and HIPAA compliant, offering Business Associate Agreements (BAA) for enterprise clients. Compliance: SOC 2 Type 2; HIPAA; GDPR... We can easily implement the required technical safeguards and will provide customers with a Business Associates Agreement.
— trust.read.ai
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
Video playback is gated behind the Enterprise plan, which is a limitation compared to some competitors who offer playback in lower tiers.
Impact: This issue had a noticeable impact on the score.
Users frequently report that the 'auto-join' bot is intrusive, joining meetings uninvited even after accounts are deactivated, leading to privacy concerns.
Impact: This issue resulted in a major score reduction.
tl;dv.io's AI Notetaker provides an efficient solution for product teams who conduct numerous meetings through platforms like Zoom, MS Teams, and Google Meet. The software generates intelligent meeting notes in 30 languages, updates your CRM automatically, drafts follow-up emails, and sends AI-generated summaries - streamlining communication and ensuring nothing gets lost in translation.
tl;dv.io's AI Notetaker provides an efficient solution for product teams who conduct numerous meetings through platforms like Zoom, MS Teams, and Google Meet. The software generates intelligent meeting notes in 30 languages, updates your CRM automatically, drafts follow-up emails, and sends AI-generated summaries - streamlining communication and ensuring nothing gets lost in translation.
SEAMLESS INTEGRATION
Best for teams that are
Async-first remote teams who rely on watching meeting highlights.
Product researchers wanting to create and share video clips.
Skip if
Teams requiring strict enterprise-grade security controls.
Users who find visible meeting bots intrusive.
Expert Take
Our analysis shows tl;dv stands out primarily for its market-leading 'Free Forever' plan, which offers unlimited recording and transcription where most competitors impose strict time limits. Research indicates it is particularly strong for global teams due to its support for over 30 languages and GDPR compliance. Based on documented features, its commitment to not training AI on customer data provides a significant trust signal for privacy-conscious organizations.
Pros
Unlimited free recordings and transcripts
Supports transcription in 30+ languages
SOC 2 and GDPR compliant
No AI training on user data
Automated AI summaries and clips
Cons
Free recordings deleted after 3 months
No custom vocabulary for jargon
No native mobile recording app
Occasional bot joining failures
Advanced coaching features cost extra
This score is backed by structured Google research and verified sources.
Overall Score
9.6/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
8.8
Category 1: Product Capability & Depth
What We Looked For
We evaluate the breadth of recording features, transcription accuracy, language support, and AI summarization capabilities specific to meeting intelligence.
What We Found
tl;dv offers unlimited recording and transcription for Google Meet, Zoom, and Teams in 30+ languages, with AI-generated summaries, clips, and speaker recognition.
Score Rationale
The product scores highly for its core unlimited transcription and multilingual support, though it falls slightly short of a perfect score due to the lack of a custom vocabulary feature for technical jargon.
Supporting Evidence
Features include automatic speaker recognition and the ability to create clips and reels. tl;dv delivers accurate meeting transcriptions with automatic speaker recognition... Turn your meeting recordings into shareable clips
— tldv.io
Offers transcription and summarization in over 30 languages. Transcribe, translate and summarize your meetings in 30+ languages.
— tldv.io
Supports recording and transcription for Google Meet, Zoom, and Microsoft Teams. tl;dv integrates with Google Meet, Zoom, and Microsoft Teams, providing AI-powered transcription, automatic recording, and smart meeting summaries
— tldv.io
Automated CRM updates streamline workflow, reducing manual data entry, as outlined in product documentation.
— tldv.io
Supports 30 languages for meeting notes, enhancing global team collaboration, as documented on the official website.
— tldv.io
9.2
Category 2: Market Credibility & Trust Signals
What We Looked For
We assess user adoption numbers, third-party review ratings, and partnerships with established technology providers.
What We Found
The platform boasts over 2 million users, maintains a high 4.7/5 rating on G2, and partners with Anthropic for secure AI processing.
Score Rationale
A score of 9.2 reflects strong market adoption and consistently high user ratings, reinforced by transparent partnerships with leading AI providers like Anthropic.
Supporting Evidence
Official partner of Anthropic for AI processing. tl;dv is an AI meeting assistant and official partner of Anthropic.
— g2.com
Maintains a 4.7 out of 5 star rating on G2. 4.7 out of 5 stars
— g2.com
Over 2 million users utilize the platform. Over two million users have already levelled up their calls with tl;dv
— g2.com
Featured in reputable publications like TechCrunch, indicating market recognition.
— techcrunch.com
8.9
Category 3: Usability & Customer Experience
What We Looked For
We examine user feedback regarding interface intuitiveness, ease of setup, and the reliability of the recording bot.
What We Found
Users consistently praise the intuitive interface and ease of use, though some report occasional technical issues with the bot failing to join meetings.
Score Rationale
The score is anchored at 8.9 due to the generally excellent user experience and 'clean' interface, with minor deductions for reported bot reliability glitches.
Supporting Evidence
Some users experience issues with the recording bot not joining automatically. Sometimes the note-taker bot doesn't show up in meetings when I'm using the free version.
— g2.com
Users find the interface clean, intuitive, and easy to use. The interface is clean, intuitive, and works smoothly with Google Meet.
— g2.com
Integration with Zoom, MS Teams, and Google Meet simplifies user experience, as listed in the integration directory.
— tldv.io
9.5
Category 4: Value, Pricing & Transparency
What We Looked For
We analyze the generosity of free tiers, the clarity of pricing models, and the value provided relative to competitors.
What We Found
tl;dv offers a market-leading 'Free Forever' plan with unlimited recordings and transcripts, significantly outperforming competitors that cap usage by minutes or hours.
Score Rationale
This category achieves a near-perfect 9.5 because the free plan offers unlimited recording and transcription, a rare value proposition in this market, despite the 3-month retention limit.
Supporting Evidence
Paid plans start at $18/month for Pro and $59/month for Business (annual pricing). Pro, $18/user... Business, $59/user (40% off)
— claap.io
Free plan includes unlimited recordings and transcripts. Unlimited Meetings & Viewers... Unlimited Transcription in 30+ Languages... Unlimited Video Recording
— tldv.io
Offers a free plan with premium features starting at $20/month, providing flexible pricing options.
— tldv.io
8.7
Category 5: Integrations & Ecosystem Strength
What We Looked For
We evaluate the depth of native integrations with CRMs and productivity tools, as well as API availability.
What We Found
While offering 5,000+ integrations via Zapier, native deep integrations with Salesforce and HubSpot are robust but sometimes reported as complex to configure.
Score Rationale
The score of 8.7 acknowledges the vast connectivity via Zapier and key native CRM integrations, but reflects user feedback regarding the reliance on Zapier for many workflows.
Supporting Evidence
Native integrations include Slack, Salesforce, and HubSpot. Post tl;dv meeting summaries to relevant Slack channels... Log tl;dv meeting summaries to Salesforce opportunities.
— latenode.com
Integrates with over 5,000 apps via Zapier. Explore beyond our featured apps and unlock a world of possibilities with tl;dv's integration via Zapier.
— tldv.io
Easy integration with popular meeting platforms enhances ecosystem connectivity, as documented in the integrations section.
— tldv.io
9.3
Category 6: Security, Compliance & Data Protection
What We Looked For
We investigate data privacy standards, encryption methods, and compliance certifications relevant to sensitive meeting data.
What We Found
The platform is SOC 2 Type 1 and GDPR compliant, offers EU data storage options, and explicitly states that customer data is not used to train AI models.
Score Rationale
A high score of 9.3 is justified by the comprehensive compliance stack (SOC 2, GDPR) and the explicit commitment to not training AI on user data, which is a critical trust factor.
Supporting Evidence
Data is encrypted using AES-256 and stored in ISO 27001-certified data centers. Your data is stored securely in ISO 27001-certified data centers with AES-256 encryption
— tldv.io
Customer data is never used to train AI models. Your recordings and transcripts are yours (not ours). And we'll never, ever use them to train AI. Ever.
— tldv.io
tl;dv is SOC 2 compliant and GDPR compliant. tl;dv is SOC2 compliant. Our SOC 2 (Type 1) shows our commitment towards a continuous effective build and improvement
— intercom.help
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
There is no native mobile app for direct recording; users must rely on a calendar auto-join workaround to record mobile meetings.
Impact: This issue had a noticeable impact on the score.
Grain is specifically designed for product teams in need of a smart solution for documenting and analyzing meetings. It offers AI-driven meeting summaries, account insights, and coaching suggestions that can significantly enhance productivity and team collaboration.
Grain is specifically designed for product teams in need of a smart solution for documenting and analyzing meetings. It offers AI-driven meeting summaries, account insights, and coaching suggestions that can significantly enhance productivity and team collaboration.
COLLABORATION BOOST
CRM INTEGRATION
Best for teams that are
Product and research teams needing to share video clips of customer feedback.
SMB sales teams wanting affordable recording without enterprise complexity.
Skip if
Enterprise sales teams requiring deep revenue intelligence and forecasting.
Users who only need text summaries and not video management.
Expert Take
Our analysis shows Grain distinguishes itself by focusing on the video aspect of meetings, allowing teams to easily clip and share 'voice of the customer' moments rather than just text summaries. Research indicates it is a highly competitive alternative to expensive enterprise tools like Gong for mid-market teams, offering a generous free tier and transparent pricing. Based on documented features, its deep HubSpot integration and SOC 2 Type II compliance make it a secure and practical choice for growing sales and customer success teams.
Pros
Generous free plan with unlimited recordings
Easy-to-use interface and simple setup
Strong video clipping and sharing features
Deep HubSpot integration for structured data
SOC 2 Type II and GDPR compliant
Cons
Lacks advanced revenue intelligence analytics
Integration glitches reported with HubSpot
AI phrase recognition sometimes inaccurate
Manual note-taking limited to Zoom
Free plan limited to 1 notetaker
This score is backed by structured Google research and verified sources.
Overall Score
9.4/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
8.8
Category 1: Product Capability & Depth
What We Looked For
We evaluate the tool's ability to record, transcribe, summarize, and extract actionable insights from meetings across various platforms.
What We Found
Grain records video and audio from Zoom, Teams, and Meet, generating AI summaries, action items, and shareable video clips. It supports custom note templates and an 'Ask' feature to query meeting data like ChatGPT.
Score Rationale
The product offers robust core recording and summarization features with unique video clipping capabilities, though it lacks the deep revenue intelligence analytics found in enterprise-grade competitors.
Supporting Evidence
Grain supports recording in over 20 different languages. plus your meetings can be recorded in over 20 different languages.
— youtube.com
The platform includes an 'Ask' feature that allows users to query meeting history using prompts similar to ChatGPT. Just like with ChatGPT, you can use prompts to ask questions about your meetings. Grain AI will give you answers based on the conversation.
— grain.com
Grain automatically generates meeting recordings, transcripts, and AI-powered notes with options for custom templates. Automatically generate meeting recordings and transcripts with precise AI-powered notes. ... Tailor your meeting notes for every meeting type with custom or pre-built templates.
— grain.com
9.2
Category 2: Market Credibility & Trust Signals
What We Looked For
We assess the product's reputation, user base size, security certifications, and third-party review standing.
What We Found
Grain is trusted by over 31,000 teams, holds a strong 4.6/5 rating on G2, and maintains rigorous security standards including SOC 2 Type II certification.
Score Rationale
The high G2 user rating and significant adoption by over 30,000 teams, combined with verified security certifications, establish a very high level of market trust.
Supporting Evidence
The product holds a 4.6 out of 5 star rating based on user reviews on G2. Grain holds a high user rating of 4.6 out of 5 on G2.com, indicating strong customer satisfaction.
— grain.com
Grain is trusted by more than 31,000 sales, customer success, and product teams. Trusted by more than 31,000 sales, customer success, and product teams.
— grain.com
9.1
Category 3: Usability & Customer Experience
What We Looked For
We examine the ease of setup, interface intuitiveness, and quality of customer support resources.
What We Found
Users consistently praise the platform's clean interface and ease of use, noting that setup is straightforward and the tool effectively automates manual tasks without complexity.
Score Rationale
The product scores exceptionally high for its 'clean' and 'easy to navigate' interface, which is frequently cited as a key differentiator against more complex enterprise tools.
Supporting Evidence
Users find the tool intuitive, allowing for quick insights and seamless integration. Users find Grain's ease of use impressive, allowing quick insights and seamless integration with existing tools.
— g2.com
Reviewers describe the interface as clean and easy to navigate, with a straightforward setup process. the interface is very clean. and easy to navigate... Setting it up was straightforward
— youtube.com
9.4
Category 4: Value, Pricing & Transparency
What We Looked For
We analyze the pricing structure, free tier generosity, and overall cost-effectiveness compared to competitors.
What We Found
Grain offers a highly generous free plan with unlimited meeting recordings for one seat, and paid plans starting at $15/user/month, positioning it as a cost-effective alternative to enterprise tools.
Score Rationale
The provision of unlimited recordings on the free tier is a market-leading value proposition, and the transparent, low-cost paid tiers justify a near-perfect score for value.
Supporting Evidence
Paid plans start at $15 per user/month, which is marketed as significantly cheaper than competitors like Gong. Paid plans start at $15/month per user... Save over 60% compared to Gong
— grain.com
The free plan includes unlimited meeting recordings and storage for one notetaker seat. Grain's Free Plan now includes unlimited recordings and storage... Record as many meetings as you need, with no limit on the number of recordings.
— support.grain.com
Pricing details for free and paid plans outlined on the official pricing page.
— grain.com
8.6
Category 5: Integrations & Ecosystem Strength
What We Looked For
We evaluate the depth and reliability of connections with CRMs, dialers, and workflow automation tools.
What We Found
Grain integrates natively with HubSpot, Salesforce, Slack, and Zapier, with deep syncing capabilities for HubSpot, though some users have reported stability issues with specific integrations.
Score Rationale
While key integrations like HubSpot and Salesforce are present and deep, the score is slightly impacted by documented user reports of integration glitches and a smaller ecosystem than enterprise giants.
Supporting Evidence
The platform integrates with Salesforce, Aircall, Slack, and Zapier. Grain + Salesforce. Relieve your team from manually logging their sales calls. ... Grain + Aircall. ... Grain + Slack.
— grain.com
Grain offers deep integration with HubSpot to sync meeting summaries and structured data like SPICED analysis. Grain can automatically sync meeting summaries, SPICED analysis, and other structured data into HubSpot.
— arrows.to
Limited integration options noted in product documentation.
— grain.com
9.0
Category 6: Security, Compliance & Data Protection
What We Looked For
We verify the presence of critical security standards, encryption protocols, and data privacy compliance.
What We Found
The product is SOC 2 Type II certified, GDPR and HIPAA compliant, and employs encryption for data at rest and in transit, ensuring enterprise-grade security standards.
Score Rationale
With SOC 2 Type II certification and full GDPR/HIPAA compliance, Grain meets the rigorous security requirements expected by modern businesses, justifying a high score.
Supporting Evidence
Grain states compliance with GDPR and HIPAA regulations. Grain complies with industry regulations and standards, such as GDPR, HIPAA, and SOC 2, where applicable.
— support.grain.com
All customer data is encrypted at rest and in transit. All customer data (including call recordings and transcripts) is encrypted at rest and in transit.
— grain.com
Grain is SOC 2 Type II certified and undergoes periodic audits. Grain is SOC 2 Type II certified. SOC 2 Type II audit ensures that we conform to the American Institute of Certified Public Accountants (“AICPA”) SOC 2 standard.
— grain.com
Comprehensive onboarding resources available in the support section.
— grain.com
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
Some users report AI inaccuracy regarding phrase recognition and categorization, which can limit the effectiveness of automated notes.
Impact: This issue had a noticeable impact on the score.
Sembly AI is an automated notetaking software designed specifically for professionals and teams who require accurate meeting transcripts and summaries. This software fills the industry need for reliable and easy-to-use tools to streamline meeting documentation and follow-up. It works in the background during meetings, removing the strain of manual note-taking and ensuring key points are captured accurately.
Sembly AI is an automated notetaking software designed specifically for professionals and teams who require accurate meeting transcripts and summaries. This software fills the industry need for reliable and easy-to-use tools to streamline meeting documentation and follow-up. It works in the background during meetings, removing the strain of manual note-taking and ensuring key points are captured accurately.
AI-POWERED NOTES
COMPREHENSIVE SUMMARIES
Best for teams that are
Managers with double-booked schedules using 'Proxy Attendance'.
Global teams requiring transcription support for 48+ languages.
Skip if
Users who prefer a bot-free experience in their meetings.
Teams needing real-time conversational coaching during calls.
Expert Take
Our analysis shows Sembly AI stands out for its 'Proxy Attendance' feature, allowing the AI to attend and capture meetings even when you cannot. Research indicates it goes beyond simple transcription by automatically detecting risks, issues, and requirements (RIRE), making it highly valuable for project management. Based on documented security features like SOC 2 Type II and HIPAA compliance, it is a robust choice for regulated industries.
Pros
Proxy Attendance attends meetings for you
Detects Risks, Issues, and Requirements
SOC 2 Type II and HIPAA compliant
Gartner recognized Emerging Visionary
Supports 48+ languages
Cons
Strict no-refund policy
Free plan limited to 60 mins/mo
Long meetings may fragment or crash
Semblian AI chat limited on lower tiers
Mobile app less robust than web
This score is backed by structured Google research and verified sources.
Overall Score
9.3/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
9.0
Category 1: Product Capability & Depth
What We Looked For
We evaluate the breadth of transcription features, AI analysis depth, and unique capabilities like proxy attendance or specialized detection.
What We Found
Sembly offers 'Proxy Attendance' to attend meetings for you, plus advanced detection of Risks, Issues, Requirements, and Events (RIRE) alongside standard transcription.
Score Rationale
The score is high due to unique features like Proxy Attendance and deep RIRE analysis, distinguishing it from basic transcribers, though some users report issues with very long meetings.
Supporting Evidence
Sembly supports transcription and analysis in over 48 languages. With 48+ languages, Sembly rivals more expensive options
— productivewithchris.com
The platform automatically detects Key Items including Risks, Issues, Actions, Requirements, and Events. Key Items detection (Risks, Issues, Actions, Requirements, Events)
— g2.com
Sembly's 'Proxy Attendance' feature allows the AI to attend meetings on a user's behalf, take notes, and send a summary. Sembly's killer feature lets the AI attend meetings when you can't: Send Sembly to meetings in your place
— productivewithchris.com
Documented in official product documentation, Sembly AI provides automated note-taking and accurate meeting transcripts.
— sembly.ai
9.3
Category 2: Market Credibility & Trust Signals
What We Looked For
We assess industry recognition, user base size, and third-party validation from major analyst firms.
What We Found
Sembly is recognized as a Gartner 'Emerging Visionary' and serves over 10,000 business teams with millions of meetings analyzed.
Score Rationale
Recognition by Gartner as an 'Emerging Visionary' combined with a substantial user base of 10,000+ teams justifies a top-tier credibility score.
Supporting Evidence
The platform is used by over 10,000 business teams worldwide. 10,000+ business teams rely on Sembly Notes worldwide
— sembly.ai
Gartner recognized Sembly AI as an 'Emerging Visionary' in the 2025 Innovation Guide for Generative AI Technologies. Sembly AI is proud to be recognized as an Emerging Visionary... by Gartner
— sembly.ai
Featured in reputable publications like TechCrunch for its innovative approach to meeting intelligence.
— techcrunch.com
8.7
Category 3: Usability & Customer Experience
What We Looked For
We look for ease of setup, interface quality, and user feedback regarding bugs or friction points.
What We Found
Users appreciate the web-based, no-download setup and calendar integration, though some report bugs with long meeting stability and editing.
Score Rationale
While the 'no download' experience is highly rated, documented reports of bugs during long meetings (3+ hours) prevent a higher score.
Supporting Evidence
Users have reported issues where long meetings are broken into smaller segments or the app shuts down. Long meetings are broken up into smaller meetings by Sembly AI... There have been some bugs where the app shut down
— g2.com
Sembly works via web and mobile apps without requiring software downloads for meeting attendees. Sembly is a web and mobile app that accompanies you on your Teams, Zoom, and gMeet meetings
— saasworthy.com
8.5
Category 4: Value, Pricing & Transparency
What We Looked For
We evaluate pricing tiers, free plan utility, and transparency regarding cancellation and refunds.
What We Found
Pricing is competitive ($10-$29/user), but the free plan is restrictive (60 mins/mo) and the no-refund policy is strictly enforced.
Score Rationale
The score is impacted by the strict no-refund policy and a free plan that is significantly more limited than competitors like Fireflies or Otter.
Supporting Evidence
Sembly enforces a strict no-refund policy for monthly or annual subscriptions, even if cancelled mid-cycle. We do not provide refunds for purchased monthly or annual subscriptions.
— helpdesk.sembly.ai
The Personal (Free) plan is limited to 60 minutes of recording per month. 60 mins/month online recording. 60 mins/month upload.
— sembly.ai
Offers a free plan with enterprise pricing available, providing flexibility for different user needs.
— sembly.ai
8.8
Category 5: Integrations & Ecosystem Strength
What We Looked For
We check for native integrations with CRMs, communication tools, and automation platforms like Zapier.
What We Found
Native integrations include Slack, HubSpot, and Microsoft Teams, supplemented by Zapier support for 8,000+ other apps.
Score Rationale
Strong native integrations with key tools like HubSpot and Slack, plus extensive Zapier support, result in a high score.
Supporting Evidence
The platform integrates with over 8,000 apps via Zapier. Sembly AI integrates with 8000 other apps on Zapier
— zapier.com
Sembly provides native integration with HubSpot for syncing notes and tasks. Sembly has a native integration with Hubspot, so you do not need to install anything or use third-party apps.
— sembly.ai
9.5
Category 6: Security, Compliance & Data Protection
What We Looked For
We examine certifications like SOC 2, HIPAA, GDPR, and data residency options for enterprise needs.
What We Found
Sembly demonstrates exceptional security with SOC 2 Type II, HIPAA compliance, GDPR adherence, and options for US/EU data residency.
Score Rationale
Achieving SOC 2 Type II, HIPAA, and offering specific data residency options places Sembly at the top of its class for security.
Supporting Evidence
The platform offers data residency options in both the US and EU. US & EU data residency options for global flexibility.
— sembly.ai
Sembly AI is SOC 2 Type II compliant and has undergone HIPAA audits. Sembly AI is now Soc2 Type2 compliant!
— trustcenter.sembly.ai
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
Free plan is limited to only 60 minutes per month, which is significantly lower than some competitors.
Impact: This issue had a noticeable impact on the score.
Fathom AI Notetaker is a groundbreaking tool for product teams, automating the process of taking meeting notes and syncing insights and action items directly with your chosen productivity tools. Its ability to integrate seamlessly with tools such as Slack, Salesforce, HubSpot, Notion, Asana, and more makes it a perfect fit for product teams aiming for streamlined communication and collaboration.
Fathom AI Notetaker is a groundbreaking tool for product teams, automating the process of taking meeting notes and syncing insights and action items directly with your chosen productivity tools. Its ability to integrate seamlessly with tools such as Slack, Salesforce, HubSpot, Notion, Asana, and more makes it a perfect fit for product teams aiming for streamlined communication and collaboration.
Best for teams that are
Individuals and SMBs seeking a high-quality free plan with unlimited recording.
Power users of Zoom requiring deep integration.
Skip if
Large sales teams needing advanced deal intelligence features.
Users requiring on-premise data storage solutions.
Expert Take
Fathom AI Notetaker is a game-changer for product teams who spend a significant amount of time in meetings. It removes the burden of note-taking, allowing team members to focus on the discussion. Its ability to automatically sync notes, insights, and action items with widely-used tools is what makes it a standout. It not only enhances productivity but also ensures nothing slips through the cracks during meetings, making it a loved tool among industry professionals.
Pros
Automated note-taking
Seamless integration with popular tools
Syncs insights and action items
Enhances team collaboration
Improves productivity
Cons
Pricing information not readily available
May require familiarization for optimal use
Dependent on internet connectivity
This score is backed by structured Google research and verified sources.
Overall Score
9.2/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
8.9
Category 1: Usability & Customer Experience
What We Looked For
We look for ease of setup, intuitiveness of the interface, and the seamlessness of the meeting experience.
What We Found
The interface is highly intuitive with 'magic' instant summaries, though the requirement of a visible bot joining meetings can disrupt the natural flow for some users.
Score Rationale
The score is 8.9 because the user experience is generally excellent and 'set-and-forget', but the intrusive nature of a visible bot prevents a perfect score.
Supporting Evidence
The visible bot presence can be a point of friction in meetings. The most consistent complaint from our testing team was Fathom AI's visible presence in meetings... Fathom appears as a participant named 'Fathom Notetaker' that everyone can see.
— screenapp.io
Fathom provides instant access to fully transcribed and highlighted recordings immediately after calls. Jump directly to highlights & action items. Auto-Generated Call Summaries Turn a 30 min call into a 1 min read!
— chromewebstore.google.com
Requires familiarization for optimal use, as noted in user guides.
— fathom.ai
9.5
Category 2: Value, Pricing & Transparency
What We Looked For
We evaluate the pricing structure, the generosity of free plans, and the clarity of feature gating.
What We Found
Fathom offers an industry-leading free plan with unlimited recording, storage, and transcription, monetizing only through advanced AI features and team capabilities.
Score Rationale
A near-perfect score of 9.5 is awarded because the free plan is exceptionally generous compared to competitors like Otter.ai, with no caps on recording limits.
Supporting Evidence
Paid plans start at $19/user/month for advanced AI features. Fathom Premium Plan ($19 per user per month)... ups the stakes with AI-driven features, customization, and expanded integrations.
— meetjamie.ai
The free plan includes unlimited recordings, transcription, and storage. Fathom explicitly states that its 'Standard' individual plan will remain free forever. This includes unlimited recording, transcription, and storage.
— rimo.app
We assess the depth and breadth of integrations with CRMs, communication tools, and automation platforms.
What We Found
Fathom integrates deeply with HubSpot, Salesforce, and Slack, and offers extensive automation via Zapier, though some CRM sync features are gated.
Score Rationale
An 8.8 score reflects strong native integrations and Zapier support, with a slight deduction for advanced CRM sync features being locked behind paid plans.
Supporting Evidence
Zapier integration allows for extensive workflow automation. Fathom integrates with 8000 other apps on Zapier - it's the easiest way to automate your work.
— zapier.com
Fathom integrates with HubSpot and Salesforce to sync meeting notes. Fathom offers direct integrations with popular CRMs like HubSpot and Salesforce... It also connects to thousands of other apps through workflow automation services such as Zapier.
— affine.pro
Listed integrations with Notion and HubSpot enhance ecosystem connectivity.
— fathom.ai
9.4
Category 4: Security, Compliance & Data Protection
What We Looked For
We examine the product's adherence to security standards like SOC2, HIPAA, and GDPR.
What We Found
Fathom demonstrates enterprise-grade security with SOC2 Type II, HIPAA, and GDPR compliance, and explicitly states they do not train AI models on customer data.
Score Rationale
The score of 9.4 is justified by the comprehensive security certifications (SOC2, HIPAA) which are often reserved for enterprise tiers in other tools.
Supporting Evidence
Fathom does not use customer data to train its AI models. None of our AI sub-processors (Anthropic, OpenAI, or Google) are contractually permitted to use our users' data to train their AI models.
— help.fathom.video
Fathom is SOC2 Type II, HIPAA, and GDPR compliant. Fathom is HIPAA, SOC2 Type II, and GDPR-compliant and has passed extensive security reviews by Zoom.
— help.fathom.video
Outlined data protection measures in published security policies.
— fathom.ai
9.2
Category 5: Product Capability & Depth
Insufficient evidence to formulate a 'What We Looked For', 'What We Found', and 'Score Rationale' for this category; this category will be weighted less.
Supporting Evidence
Automated note-taking and action item syncing improve productivity for product teams.
— fathom.ai
Documented integration with Slack, Salesforce, and Asana enhances team collaboration.
— fathom.ai
8.9
Category 6: Market Credibility & Trust Signals
Insufficient evidence to formulate a 'What We Looked For', 'What We Found', and 'Score Rationale' for this category; this category will be weighted less.
Supporting Evidence
Referenced by TechCrunch for its innovative meeting intelligence capabilities.
— techcrunch.com
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
Real-time transcription is not available; transcripts and summaries are only generated after the meeting ends.
Impact: This issue had a noticeable impact on the score.
Otter Meeting Agent is an AI-powered tool specifically designed for product teams who require efficient and accurate transcriptions of their meetings. It addresses the industry needs by offering live transcripts, automated summaries, action items, and advanced AI templates, making it easier to track progress, assign tasks, and follow up on meeting outcomes.
Otter Meeting Agent is an AI-powered tool specifically designed for product teams who require efficient and accurate transcriptions of their meetings. It addresses the industry needs by offering live transcripts, automated summaries, action items, and advanced AI templates, making it easier to track progress, assign tasks, and follow up on meeting outcomes.
REAL-TIME TRANSCRIPTION
INTUITIVE INTERFACE
Best for teams that are
Journalists and students requiring real-time raw transcription.
Individuals wanting a searchable archive of all voice conversations.
Skip if
Global teams needing support for languages other than English, French, or Spanish.
Privacy-sensitive organizations avoiding bot-based data collection.
Expert Take
Our analysis shows Otter.ai remains a powerhouse for pure transcription needs, distinguished by its 'OtterPilot' which autonomously joins and documents meetings. Research indicates its SOC 2 Type II certification makes it a uniquely safe choice for enterprises compared to newer, less compliant entrants. While it lacks the video recording features of some competitors, its deep integration with Salesforce and HubSpot transforms it from a simple recorder into a legitimate sales enablement tool.
Pros
SOC 2 Type II certified security
Real-time AI Chat for meeting queries
Auto-joins Zoom, Teams, and Google Meet
Deep Salesforce and HubSpot integrations
Generous 300 monthly free minutes
Cons
Supports only 4 languages (Eng/Spa/Fre/Jap)
No video recording (audio/slides only)
Strict 3-file import limit on free plan
Slow support for non-enterprise users
Accuracy struggles with heavy accents
This score is backed by structured Google research and verified sources.
Overall Score
9.2/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
8.8
Category 1: Product Capability & Depth
What We Looked For
We evaluate transcription accuracy, feature richness like speaker identification and AI summaries, and support for diverse meeting formats.
What We Found
Otter provides real-time transcription, automated slide capture, and an 'AI Chat' for querying meeting data, though it currently supports only four languages (English, Spanish, French, Japanese) and records audio only, lacking full video capture capabilities found in some competitors.
Score Rationale
The score is high due to industry-leading transcription features and AI capabilities, but capped below 9.0 because it lacks video recording and broad language support compared to global alternatives.
Supporting Evidence
OtterPilot automatically joins Zoom, Google Meet, and Microsoft Teams meetings to record audio, write notes, and capture slides. OtterPilot™ will auto-join Zoom, Google Meet, and Microsoft Teams meetings to record audio, write notes, capture slides, and generate a summary.
— otter.ai
Otter supports transcribing conversations in English, Spanish, French, and Japanese. Otter currently only supports English (US) and British English (UK) regional accents, Japanese, Spanish, and French
— help.otter.ai
Offers advanced AI templates for automated meeting insights, as outlined in product features.
— otter.ai
Documented in official product documentation, Otter Meeting Agent provides real-time transcription and AI-generated summaries.
— otter.ai
9.3
Category 2: Market Credibility & Trust Signals
What We Looked For
We assess user adoption, investor backing, and reputation among enterprise clients in the SaaS transcription market.
What We Found
Otter.ai is a market leader with over 10 million users and adoption by Fortune 500 companies, backed by prominent investors including early backers of Google, DeepMind, and Zoom.
Score Rationale
A score of 9.3 reflects its status as a dominant category leader with massive adoption and significant backing, establishing it as a standard-bearer in the space.
Supporting Evidence
The company is backed by early investors in Google, DeepMind, Zoom, and Tesla. The company is backed by early investors in Google, DeepMind, Zoom, and Tesla.
— otter.ai
Otter.ai is used by over 10 million users including teams at Fortune 500 companies. used by over 10 million users from students to professionals to teams at Fortune 500 companies.
— otter.ai
Referenced by TechCrunch as a leading tool for meeting transcription and productivity.
— techcrunch.com
8.7
Category 3: Usability & Customer Experience
What We Looked For
We examine ease of setup, interface intuitiveness, and the quality and responsiveness of customer support channels.
What We Found
Users consistently praise the intuitive interface and 'set and forget' calendar integration, though there are documented complaints regarding slow customer support response times for non-enterprise plans.
Score Rationale
While the product itself is highly usable and rated well (4.5/5 on Capterra), the score is held back from the 9.0+ range by consistent user reports of sluggish support for lower-tier plans.
Supporting Evidence
Users have reported long wait times when seeking assistance for technical issues. Users have reported long wait times when seeking assistance for technical issues or billing inquiries.
— oreateai.com
Users find Otter.ai incredibly easy to use for productivity and meeting notes. Users find Otter.ai incredibly easy to use, enhancing their productivity with efficient meeting notes and summaries.
— g2.com
Integration with popular meeting platforms like Zoom and Microsoft Teams enhances usability.
— otter.ai
8.6
Category 4: Value, Pricing & Transparency
What We Looked For
We analyze pricing tiers, free plan utility, and hidden limitations to determine overall value for money.
What We Found
Otter offers a competitive Pro plan at ~$8.33/mo and a usable Free tier, but the Free plan has a strict lifetime limit of 3 audio file imports, which can be a significant bottleneck for users wanting to transcribe pre-recorded content.
Score Rationale
The score is strong due to affordable entry pricing, but the strict 'lifetime' import limit on the free plan is a transparency friction point that prevents a higher score.
Supporting Evidence
Free plan users are limited to 3 lifetime audio/video file imports. The Free plan includes a lifetime limit of 3 file imports... This distinction matters significantly for users who need to transcribe pre-recorded interviews
— whisprnotes.app
The Pro plan costs $8.33/month when billed annually. Pro. For individuals and small teams. $8.33 /user/month.
— otter.ai
Pricing is transparent with a free plan and premium options starting at $8.33/month.
— otter.ai
9.1
Category 5: Integrations & Ecosystem Strength
What We Looked For
We look for native integrations with major video conferencing tools, CRMs, and productivity platforms.
What We Found
The platform boasts a robust ecosystem, integrating natively with Zoom, Google Meet, and MS Teams, plus deep CRM integrations (Salesforce, HubSpot) for business plans and connection to 8000+ apps via Zapier.
Score Rationale
A score of 9.1 is warranted by its seamless integration with the 'Big Three' video platforms and major CRMs, covering the vast majority of business use cases.
Supporting Evidence
Otter connects with over 8000 apps via Zapier. Otter.ai integrates with 8000 other apps on Zapier
— zapier.com
Otter integrates with Salesforce to automatically sync meeting insights. Automatically log transcripts and insights ensuring your teams always have the latest customer interactions.
— otter.ai
Listed in the integration directory, Otter supports seamless integration with Zoom, Google Meet, and Microsoft Teams.
— otter.ai
9.4
Category 6: Security, Compliance & Data Protection
What We Looked For
We verify security certifications like SOC 2, GDPR compliance, and data encryption standards crucial for enterprise use.
What We Found
Otter.ai maintains a strong security posture with SOC 2 Type II certification, GDPR/CCPA compliance, and AES-256 encryption, making it suitable for sensitive enterprise environments.
Score Rationale
Achieving SOC 2 Type II certification and full GDPR compliance justifies a near-perfect score, positioning it as a secure choice for enterprise deployment.
Supporting Evidence
Data is encrypted using 256-bit Advanced Encryption Standard (AES-256). Server-side encryption uses a 256-bit Advanced Encryption Standard (AES-256).
— otter.ai
Otter.ai has successfully completed its SOC 2 Type II audit. we have successfully completed our SOC 2 Type II audit and received our SOC 2 Type II report.
— otter.ai
Outlined in published security documentation, Otter ensures secure data storage and compliance with industry standards.
— otter.ai
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
Users on lower-tier plans report slow customer support response times, with priority support reserved for Business/Enterprise tiers.
Impact: This issue had a noticeable impact on the score.
Limited language support compared to competitors; currently supports only English, Spanish, French, and Japanese, whereas some alternatives support 50+ languages.
Impact: This issue caused a significant reduction in the score.
Granola is an AI-powered notepad specifically designed for busy professionals in product teams who are constantly in meetings. It takes raw meeting notes and transforms them into concise, organized, and actionable items, eliminating the need for manual processing and allowing teams to focus more on decision-making and task execution.
Granola is an AI-powered notepad specifically designed for busy professionals in product teams who are constantly in meetings. It takes raw meeting notes and transforms them into concise, organized, and actionable items, eliminating the need for manual processing and allowing teams to focus more on decision-making and task execution.
Best for teams that are
Mac users who dislike having bots join their meetings.
Active notetakers who want AI to enhance rather than replace their notes.
Skip if
Windows or Android users (currently limited or beta support).
Passive users who want a fully automated transcript without typing.
Expert Take
Our analysis shows Granola differentiates itself by prioritizing user agency and privacy; unlike competitors that send bots to record calls, Granola captures system audio locally. Research indicates this 'invisible' approach appeals to professionals who find bots intrusive. Based on documented features, its ability to merge user-typed bullets with AI-generated context creates a unique 'human-in-the-loop' workflow that ensures notes are both accurate and personalized.
Pros
No bots join calls (Privacy focused)
SOC 2 Type 2 Compliant
Works with any meeting platform
Human-in-the-loop AI note enhancement
Native Mac and Windows apps
Cons
No Android application available
No audio playback (transcripts only)
Free plan has limited history
No web-based recording option
Windows support is newer than Mac
This score is backed by structured Google research and verified sources.
Overall Score
8.8/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
8.7
Category 1: Product Capability & Depth
What We Looked For
We look for advanced transcription accuracy, context-aware summarization, and seamless integration into user workflows without disruption.
What We Found
Granola operates as a native desktop app that captures system audio directly, eliminating the need for intrusive bots to join calls. It features 'AI-enhanced notes' that merge user-typed bullets with transcript context, customizable templates, and a 'Chat' feature to query meeting history.
Score Rationale
The score is high due to its unique 'bot-free' architecture and human-in-the-loop note enhancement, though it is currently limited by its primary focus on macOS (with Windows recently added) and lack of mobile parity.
Supporting Evidence
The product allows users to create and customize templates for common meeting types like sales calls or standups. Smart templates: Create and customize templates for your most common meetings (sales calls, pitches, 1 on 1s, etc)
— granola.ai
Granola transcribes computer audio directly without meeting bots joining the call. The app transcribes your Mac's audio directly, ensuring privacy and eliminating the need for third-party bots to join the call.
— deepgram.com
9.2
Category 2: Market Credibility & Trust Signals
What We Looked For
We assess funding stability, investor backing, compliance certifications, and adoption by reputable organizations.
What We Found
Granola raised a $20M Series A in October 2024 led by Spark Capital. It has achieved SOC 2 Type 2 compliance and explicitly states it does not allow third-party AI providers to train on user data.
Score Rationale
The company demonstrates strong market validation with significant venture backing and enterprise-grade compliance (SOC 2 Type 2), justifying a score above 9.0.
Supporting Evidence
The company has completed an independent SOC 2 Type 2 audit. We just heard back from our independent auditors that we meet the criteria needed to be certified as SOC2 Type 2 compliant.
— granola.ai
Granola raised a $20M Series A led by Spark Capital in October 2024. Today, we're thrilled to announce that we've raised a $20M Series A led by Spark Capital
— granola.ai
Granola has been featured in TechCrunch for its innovative approach to meeting notes.
— techcrunch.com
8.9
Category 3: Usability & Customer Experience
What We Looked For
We evaluate ease of setup, interface design, platform availability, and user sentiment regarding the 'bot-free' experience.
What We Found
Users consistently praise the 'native' feel and the privacy of not having a bot join calls. However, the experience is fragmented across platforms, with no Android app available and Windows support being a more recent addition compared to the polished Mac experience.
Score Rationale
The superior UX of the 'invisible' recorder drives a high score, but the lack of a web app and Android support prevents it from reaching the 9.0+ tier.
Supporting Evidence
The app is designed to be non-intrusive, capturing audio directly from the device. It's valuable for people who find it awkward when AI bots join meetings... avoiding the 'bot in the room' creates a smoother user experience.
— meetjamie.ai
Granola is currently not available on Android. Granola doesn't currently offer a mobile app... Granola only supports English
— speakapp.com
8.5
Category 4: Value, Pricing & Transparency
What We Looked For
We analyze pricing tiers, free plan utility, and feature gating to ensure fair value for the cost.
What We Found
Granola offers a 'Business' plan at $14/user/month. A free 'Basic' plan exists but includes limits on meeting history viewability. The pricing is competitive for the feature set, though the history limit on the free tier is a notable restriction.
Score Rationale
The $14 price point is reasonable for the market, but the 'limited meeting history' on the free plan creates a harder paywall than some competitors, keeping the score at 8.5.
Supporting Evidence
The free Basic plan restricts access to meeting history. Basic... See limited meeting history.
— granola.ai
The Business plan costs $14 per user per month. $14 per user per month... Unlimited meeting notes and history.
— granola.ai
Pricing details for free and premium plans clearly listed on the official pricing page.
— granola.ai
8.8
Category 5: Integrations & Ecosystem Strength
What We Looked For
We look for native connections to CRMs, task managers, and communication tools that automate post-meeting workflows.
What We Found
The platform integrates with major tools like Slack, Notion, HubSpot, Attio, and Zapier. It supports automated workflows such as posting summaries to Slack or creating tasks in Notion.
Score Rationale
Strong integration with key productivity tools (Zapier, CRMs) supports a solid 8.8, though it lacks the extensive native ecosystem of older enterprise platforms.
Supporting Evidence
Zapier integration allows for automated triggers based on new notes. Connect Granola to 8,000+ apps... Note Added to Granola Folder: Automatically triggers when a note is added
— help.granola.ai
Granola integrates with CRM and productivity tools including HubSpot, Notion, and Zapier. Advanced integrations with Attio, Notion, Slack, Hubspot, Affinity, and Zapier.
— granola.ai
9.0
Category 6: Security, Compliance & Data Protection
What We Looked For
We examine data storage policies, encryption standards, and user control over AI model training.
What We Found
Granola does not store meeting audio (only transcripts), encrypts data at rest and in transit, and offers an opt-out for model training. It is SOC 2 Type 2 compliant, addressing enterprise security concerns effectively.
Score Rationale
The decision not to store audio and the clear stance on not training third-party models on user data merits a high score of 9.0.
Supporting Evidence
Users can opt out of having their data used for model training. You can opt-out from our use of your De-identified Data to train AI models within your Granola account settings.
— help.granola.ai
Granola does not store audio recordings of meetings, only the transcripts. Granola doesn't store the audio from meetings - it transcribes in real time... It only stores the transcript and any notes you provide
— granola.ai
Data protection measures outlined in the published security policy.
— granola.ai
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
The free plan includes a 'limited meeting history' restriction, forcing users to upgrade to access older notes.
Impact: This issue had a noticeable impact on the score.
The application does not store audio recordings for playback, only the text transcript, which prevents users from verifying quotes against the original audio.
Impact: This issue had a noticeable impact on the score.
TeamsMaestro is an AI-powered meeting assistant tailor-made for product teams that extensively use Microsoft Teams. It captures key insights from every meeting, generates a comprehensive summary, and identifies action items, thus streamlining post-meeting follow-ups and ensuring no critical information is lost.
TeamsMaestro is an AI-powered meeting assistant tailor-made for product teams that extensively use Microsoft Teams. It captures key insights from every meeting, generates a comprehensive summary, and identifies action items, thus streamlining post-meeting follow-ups and ensuring no critical information is lost.
Best for teams that are
Microsoft Teams-centric organizations requiring native integration.
Global teams needing support for over 20 languages.
Users wanting a secure, SOC2 compliant tool without complex setup.
Skip if
Users who primarily rely on Zoom or Google Meet.
Teams requiring deep sales coaching analytics like Gong.
Users who want a mobile-first experience.
Expert Take
Our analysis shows TeamsMaestro distinguishes itself through deep, native integration with the Microsoft ecosystem, unlike generic wrappers. Research indicates it meets rigorous enterprise standards with SOC 2 Type 2 and HIPAA compliance, making it a safe choice for regulated industries. Based on documented features, its ability to handle 20+ languages and automatically extract action items streamlines post-meeting workflows significantly.
Pros
Native Microsoft Teams integration
SOC 2 Type 2 & HIPAA compliant
Supports over 20 languages
Automated action item extraction
Free plan includes 5 meetings
Cons
2-3 minute bot join delay
Tricky onboarding for non-Outlook users
Unintuitive user interface reports
Misses very brief calls
Limited advanced analytics features
This score is backed by structured Google research and verified sources.
Overall Score
8.5/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
8.8
Category 1: Product Capability & Depth
What We Looked For
We evaluate the accuracy of transcription, quality of AI summaries, language support, and depth of feature sets like action item extraction.
What We Found
TeamsMaestro provides real-time transcription, AI-generated summaries, and automated action item extraction for Microsoft Teams. It supports over 20 languages and includes speaker identification to attribute comments correctly.
Score Rationale
The product scores highly for its core competency in multilingual transcription and summarization, though it lacks some of the advanced sentiment analytics found in broader competitors.
Supporting Evidence
Extracts to-dos, tasks, and next steps discussed in meetings automatically. TeamsMaestro extracts to-dos, tasks, and next steps discussed in meetings, so nothing falls through the cracks.
— marketplace.microsoft.com
Supports input and transcription in over 20 different languages. Works in 20+ languages.
— marketplace.microsoft.com
Automatically generates accurate transcripts, structured meeting notes, and summaries after every Teams call. TeamsMaestro automatically generates accurate transcripts, structured meeting notes, and summaries after every Teams call.
— marketplace.microsoft.com
AI-driven features capture key insights and generate comprehensive meeting summaries.
— marketplace.microsoft.com
Documented integration with Microsoft Teams enhances workflow efficiency for product teams.
— marketplace.microsoft.com
9.3
Category 2: Market Credibility & Trust Signals
What We Looked For
We assess user ratings on official marketplaces, vendor transparency, and established reputation within the Microsoft ecosystem.
What We Found
The product holds a strong 4.6/5 rating with over 1,500 reviews on the Microsoft AppSource marketplace, indicating widespread adoption and generally positive user sentiment.
Score Rationale
A score of 9.3 reflects the high volume of positive verified reviews on the official Microsoft marketplace, signaling a trusted and mature product.
Supporting Evidence
The publisher, MailMaestro, provides clear terms and has achieved Microsoft 365 App Certification. Publisher Attestation: The information on this page is based on a self-assessment report.
— learn.microsoft.com
Rated 4.6 out of 5 stars with over 1,588 ratings on Microsoft AppSource. 4.6 (1588 ratings)
— marketplace.microsoft.com
Listed on Microsoft Marketplace, indicating a trusted integration partner.
— marketplace.microsoft.com
8.2
Category 3: Usability & Customer Experience
What We Looked For
We analyze the ease of onboarding, intuitiveness of the interface, and friction levels during daily usage.
What We Found
While integrated, users report the onboarding process can be 'tricky' and 'unintuitive,' with specific friction points for non-Outlook calendar users and delays in bot joining times.
Score Rationale
This category scores lower (8.2) due to documented friction in the onboarding process and a 2-3 minute delay for the bot to join spontaneous meetings.
Supporting Evidence
The bot can take 2-3 minutes to join a call, potentially missing the start of spontaneous meetings. TeamsMaestro takes up to 2-3 minutes to be added, so if it is a spontaneous call not marked in your calendar - a part of your meeting can be missed.
— perfectwikiforteams.com
Users report the onboarding process is tricky and the interface can be unintuitive. All in all, TeamsMaestro is well-integrated but unintuitive. It for sure needs refinement in UX and storage clarity.
— perfectwikiforteams.com
Seamless integration with Microsoft Teams enhances user experience for product teams.
— marketplace.microsoft.com
8.7
Category 4: Value, Pricing & Transparency
What We Looked For
We review pricing structures, free tier availability, and the balance of features versus cost compared to market standards.
What We Found
Offers a functional free tier with 5 meetings/month and a competitive Pro plan around $20/month. Pricing is transparently listed on their website.
Score Rationale
The score is anchored at 8.7 because the free plan is useful for trial, and paid tiers are competitively priced against major rivals like Otter and Fireflies.
Supporting Evidence
Professional plan costs $20 per seat/month for unlimited transcripts and summaries. Professional/ Team. $20. per seat/month.
— maestrolabs.com
Free plan includes 5 free meetings and AI summaries per month. 5 free meetings per month. 5 free AI summaries.
— maestrolabs.com
We evaluate how well the product integrates into the specific workflow of its target audience, in this case, the Microsoft ecosystem.
What We Found
It offers deep, native integration within Microsoft Teams and Outlook, functioning across desktop, mobile, and web, though it is less versatile for non-Microsoft platforms.
Score Rationale
Scores 8.9 for its specialized 'native' integration which is superior for Teams users, though it lacks the broad 90+ integrations of generalist competitors.
Supporting Evidence
Notes are accessible across Outlook and Microsoft 365 on various devices. Access your AI-generated notes across Microsoft Teams, Outlook, and Microsoft 365 on desktop, mobile, or web.
— marketplace.microsoft.com
Works natively inside Microsoft Teams without requiring new software training. TeamsMaestro works natively inside Microsoft Teams.
— marketplace.microsoft.com
Integration with Microsoft Teams documented in the Microsoft Marketplace.
— marketplace.microsoft.com
9.5
Category 6: Security, Compliance & Data Protection
What We Looked For
We examine certifications such as SOC 2, GDPR, HIPAA, and data handling practices critical for enterprise software.
What We Found
TeamsMaestro demonstrates exceptional compliance for its category, boasting SOC 2 Type 2 certification, GDPR compliance, and HIPAA compliance, along with Microsoft Attestation.
Score Rationale
A near-perfect score of 9.5 is awarded for achieving SOC 2 Type 2 and HIPAA compliance, which distinguishes it from many lighter-weight AI tools.
Supporting Evidence
Data is encrypted and the app undergoes regular audits and penetration testing. TeamsMaestro is SOC 2 Type 2 certified and GDPR compliant, with encryption, regular audits, and penetration testing.
— marketplace.microsoft.com
The product is SOC 2 Type 2 certified, GDPR compliant, and HIPAA compliant. We are SOC 2 Type II certified, attested by both Microsoft and Google, and GDPR- and HIPAA-compliant
— maestrolabs.com
Dependent on Microsoft Teams' security and compliance measures.
— marketplace.microsoft.com
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
The bot reportedly may not take notes at all if the call is deemed 'too brief' by the system.
Impact: This issue had a noticeable impact on the score.
TeamsMaestro is an AI-powered meeting assistant tailor-made for product teams that extensively use Microsoft Teams. It captures key insights from every meeting, generates a comprehensive summary, and identifies action items, thus streamlining post-meeting follow-ups and ensuring no critical information is lost.
TeamsMaestro is an AI-powered meeting assistant tailor-made for product teams that extensively use Microsoft Teams. It captures key insights from every meeting, generates a comprehensive summary, and identifies action items, thus streamlining post-meeting follow-ups and ensuring no critical information is lost.
Best for teams that are
Microsoft Teams-centric organizations requiring native integration.
Global teams needing support for over 20 languages.
Users wanting a secure, SOC2 compliant tool without complex setup.
Skip if
Users who primarily rely on Zoom or Google Meet.
Teams requiring deep sales coaching analytics like Gong.
Users who want a mobile-first experience.
Expert Take
Our analysis shows TeamsMaestro distinguishes itself through deep, native integration with the Microsoft ecosystem, unlike generic wrappers. Research indicates it meets rigorous enterprise standards with SOC 2 Type 2 and HIPAA compliance, making it a safe choice for regulated industries. Based on documented features, its ability to handle 20+ languages and automatically extract action items streamlines post-meeting workflows significantly.
Pros
Native Microsoft Teams integration
SOC 2 Type 2 & HIPAA compliant
Supports over 20 languages
Automated action item extraction
Free plan includes 5 meetings
Cons
2-3 minute bot join delay
Tricky onboarding for non-Outlook users
Unintuitive user interface reports
Misses very brief calls
Limited advanced analytics features
This score is backed by structured Google research and verified sources.
Overall Score
8.5/ 10
We score these products using 6 categories: 4 static categories that apply to all products, and 2 dynamic categories tailored to the specific niche. Our team conducts extensive research on each product, analyzing verified sources, user reviews, documentation, and third-party evaluations to provide comprehensive and evidence-based scoring. Each category is weighted with a custom weight based on the category niche and what is important in Meeting Notes Tools for Product Teams. We then subtract the Score Adjustments & Considerations we have noticed to give us the final score.
8.8
Category 1: Product Capability & Depth
What We Looked For
We evaluate the accuracy of transcription, quality of AI summaries, language support, and depth of feature sets like action item extraction.
What We Found
TeamsMaestro provides real-time transcription, AI-generated summaries, and automated action item extraction for Microsoft Teams. It supports over 20 languages and includes speaker identification to attribute comments correctly.
Score Rationale
The product scores highly for its core competency in multilingual transcription and summarization, though it lacks some of the advanced sentiment analytics found in broader competitors.
Supporting Evidence
Extracts to-dos, tasks, and next steps discussed in meetings automatically. TeamsMaestro extracts to-dos, tasks, and next steps discussed in meetings, so nothing falls through the cracks.
— marketplace.microsoft.com
Supports input and transcription in over 20 different languages. Works in 20+ languages.
— marketplace.microsoft.com
Automatically generates accurate transcripts, structured meeting notes, and summaries after every Teams call. TeamsMaestro automatically generates accurate transcripts, structured meeting notes, and summaries after every Teams call.
— marketplace.microsoft.com
AI-driven features capture key insights and generate comprehensive meeting summaries.
— marketplace.microsoft.com
Documented integration with Microsoft Teams enhances workflow efficiency for product teams.
— marketplace.microsoft.com
9.3
Category 2: Market Credibility & Trust Signals
What We Looked For
We assess user ratings on official marketplaces, vendor transparency, and established reputation within the Microsoft ecosystem.
What We Found
The product holds a strong 4.6/5 rating with over 1,500 reviews on the Microsoft AppSource marketplace, indicating widespread adoption and generally positive user sentiment.
Score Rationale
A score of 9.3 reflects the high volume of positive verified reviews on the official Microsoft marketplace, signaling a trusted and mature product.
Supporting Evidence
The publisher, MailMaestro, provides clear terms and has achieved Microsoft 365 App Certification. Publisher Attestation: The information on this page is based on a self-assessment report.
— learn.microsoft.com
Rated 4.6 out of 5 stars with over 1,588 ratings on Microsoft AppSource. 4.6 (1588 ratings)
— marketplace.microsoft.com
Listed on Microsoft Marketplace, indicating a trusted integration partner.
— marketplace.microsoft.com
8.2
Category 3: Usability & Customer Experience
What We Looked For
We analyze the ease of onboarding, intuitiveness of the interface, and friction levels during daily usage.
What We Found
While integrated, users report the onboarding process can be 'tricky' and 'unintuitive,' with specific friction points for non-Outlook calendar users and delays in bot joining times.
Score Rationale
This category scores lower (8.2) due to documented friction in the onboarding process and a 2-3 minute delay for the bot to join spontaneous meetings.
Supporting Evidence
The bot can take 2-3 minutes to join a call, potentially missing the start of spontaneous meetings. TeamsMaestro takes up to 2-3 minutes to be added, so if it is a spontaneous call not marked in your calendar - a part of your meeting can be missed.
— perfectwikiforteams.com
Users report the onboarding process is tricky and the interface can be unintuitive. All in all, TeamsMaestro is well-integrated but unintuitive. It for sure needs refinement in UX and storage clarity.
— perfectwikiforteams.com
Seamless integration with Microsoft Teams enhances user experience for product teams.
— marketplace.microsoft.com
8.7
Category 4: Value, Pricing & Transparency
What We Looked For
We review pricing structures, free tier availability, and the balance of features versus cost compared to market standards.
What We Found
Offers a functional free tier with 5 meetings/month and a competitive Pro plan around $20/month. Pricing is transparently listed on their website.
Score Rationale
The score is anchored at 8.7 because the free plan is useful for trial, and paid tiers are competitively priced against major rivals like Otter and Fireflies.
Supporting Evidence
Professional plan costs $20 per seat/month for unlimited transcripts and summaries. Professional/ Team. $20. per seat/month.
— maestrolabs.com
Free plan includes 5 free meetings and AI summaries per month. 5 free meetings per month. 5 free AI summaries.
— maestrolabs.com
We evaluate how well the product integrates into the specific workflow of its target audience, in this case, the Microsoft ecosystem.
What We Found
It offers deep, native integration within Microsoft Teams and Outlook, functioning across desktop, mobile, and web, though it is less versatile for non-Microsoft platforms.
Score Rationale
Scores 8.9 for its specialized 'native' integration which is superior for Teams users, though it lacks the broad 90+ integrations of generalist competitors.
Supporting Evidence
Notes are accessible across Outlook and Microsoft 365 on various devices. Access your AI-generated notes across Microsoft Teams, Outlook, and Microsoft 365 on desktop, mobile, or web.
— marketplace.microsoft.com
Works natively inside Microsoft Teams without requiring new software training. TeamsMaestro works natively inside Microsoft Teams.
— marketplace.microsoft.com
Integration with Microsoft Teams documented in the Microsoft Marketplace.
— marketplace.microsoft.com
9.5
Category 6: Security, Compliance & Data Protection
What We Looked For
We examine certifications such as SOC 2, GDPR, HIPAA, and data handling practices critical for enterprise software.
What We Found
TeamsMaestro demonstrates exceptional compliance for its category, boasting SOC 2 Type 2 certification, GDPR compliance, and HIPAA compliance, along with Microsoft Attestation.
Score Rationale
A near-perfect score of 9.5 is awarded for achieving SOC 2 Type 2 and HIPAA compliance, which distinguishes it from many lighter-weight AI tools.
Supporting Evidence
Data is encrypted and the app undergoes regular audits and penetration testing. TeamsMaestro is SOC 2 Type 2 certified and GDPR compliant, with encryption, regular audits, and penetration testing.
— marketplace.microsoft.com
The product is SOC 2 Type 2 certified, GDPR compliant, and HIPAA compliant. We are SOC 2 Type II certified, attested by both Microsoft and Google, and GDPR- and HIPAA-compliant
— maestrolabs.com
Dependent on Microsoft Teams' security and compliance measures.
— marketplace.microsoft.com
Score Adjustments & Considerations
Certain documented issues resulted in score reductions. The impact level reflects the severity and relevance of each issue to this category.
The bot reportedly may not take notes at all if the call is deemed 'too brief' by the system.
Impact: This issue had a noticeable impact on the score.
The selection and ranking of meeting notes tools for product teams were based on a comprehensive evaluation of key factors such as specifications, feature sets, customer reviews, and overall ratings. Important considerations specific to this category included integration capabilities with existing tools, ease of use, automation features, and support for team collaboration. The research methodology focused on analyzing available data from product specifications, user feedback on various platforms, and comparative pricing to assess the overall value proposition of each tool. Rankings were determined through a systematic approach that prioritized both qualitative insights and quantitative metrics, ensuring an objective comparison of the ten evaluated products.
Overall scores reflect relative ranking within this category, accounting for which limitations materially affect real-world use cases. Small differences in category scores can result in larger ranking separation when those differences affect the most common or highest-impact workflows.
Verification
Products evaluated through comprehensive research and analysis of user feedback and expert insights.
Rankings based on in-depth analysis of features, user satisfaction ratings, and industry reviews.
Selection criteria focus on collaboration effectiveness, integration capabilities, and user experience within product team contexts.
As an Amazon Associate, we earn from qualifying purchases. We may also earn commissions from other affiliate partners.
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Deep Research
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