diff --git a/apps/web/content/articles/best-ai-notetakers-google-meet.mdx b/apps/web/content/articles/best-ai-notetakers-google-meet.mdx index 2fe6dc6214..841d862f85 100644 --- a/apps/web/content/articles/best-ai-notetakers-google-meet.mdx +++ b/apps/web/content/articles/best-ai-notetakers-google-meet.mdx @@ -3,4 +3,295 @@ meta_title: "7 Best AI Notetakers for Google Meet in 2025" meta_description: "Google's native AI notes falling short? Find the right alternative by comparing the 7 best AI notetakers for Google Meet in 2025. Free & paid options included." author: "John Jeong" created: "2025-09-11" +coverImage: "https://ijoptyyjrfqwaqhyxkxj.supabase.co/storage/v1/object/public/public_images/blog/best-ai-notetakers-google-meet/cover.png" --- + +With millions of professionals using Google Meet daily, you'd expect Google to nail AI-powered meeting notes. + +They tried with ["Take notes for me"](https://support.google.com/meet/answer/14754931) - automatic meeting notes powered by Gemini AI, organized in Google Docs. But it's only available to "a small group of users," requires expensive Workspace plans, works in just 8 languages, and often produces incomplete summaries. + +Even with access, Google's native solution lacks advanced features teams actually need: speaker identification, customizable templates, CRM integrations, and privacy controls for sensitive conversations. + +That's why we tested dozens of specialized [AI notetakers](https://hyprnote.com/blog/best-ai-meeting-assistant-for-taking-notes) that work seamlessly with Google Meet while delivering the meeting intelligence that Google's native features can't match. + +Here are our top picks: + +- **Hyprnote**: Best for privacy-conscious organizations and professionals seeking complete data control. +- **Fireflies AI**: Best for teams needing comprehensive conversation analytics and multilingual support. +- **Sembly AI**: Best for teams needing automated deliverable generation and cross-meeting analytics +- **tl;dv**: Best for sales teams needing video analysis, coaching insights, and CRM automation +- **Tactiq**: Best for Chrome users wanting real-time transcription without installing separate apps +- **Krisp**: Best for teams in noisy environments who need both audio enhancement and meeting notes +- **Otter AI**: Best for users wanting familiar, mainstream AI transcription with team features + +## What Are the Best AI Notetakers for Google Meet? + +Let's look at a detailed review of each of the shortlisted AI notetakers. + +### 1. Hyprnote: The Privacy-First AI Notepad + +[Hyprnote](https://hyprnote.com) is the only truly [local-first AI notetaker](https://hyprnote.com/product/local-ai) on this list. While other tools send your Google Meet audio to cloud servers for processing, Hyprnote keeps everything on your device giving you complete data control. + +**Full Disclosure**: I'm the co-founder of Hyprnote, so I'll try to be as objective as possible in this review. + +**How It Works with Google Meet**: Hyprnote doesn't join your Google Meet as a bot. Instead, it captures both your microphone input and your computer's system audio, so it naturally hears both sides of the conversation. It transcribes your call in real-time, and once the meeting ends, you get structured summaries with decisions and action items automatically extracted. + +The interface feels like Apple Notes with AI superpowers running in the background. No bots to invite, no meeting links to manage, no wondering if the service is down. + +best ai notetaker for google meet + +#### Key Features + +- Complete local processing using the custom HyperLLM-V1 model +- Real-time transcription using Whisper models from lightweight to highly accurate versions +- Universal platform compatibility works with Google Meet, Zoom, Teams, and in-person meetings +- Bot-free operation means no disruption to your meeting flow +- Multiple deployment options - keep everything on your device for maximum privacy, deploy on your own servers for compliance, or use cloud setup for convenience +- Smart consent management for Enterprises with multiple options from simple pop-ups to voice recognition that listens for verbal consent +- Open source codebase for security audits and customization +- Calendar integration with the notification system +- Conversational search across all meeting history + +#### Strengths + +- Maximum privacy; your data never leaves your device, making compliance simple +- No vendor lock-in since you can choose your preferred AI models and providers +- Free core functionality with transcription and basic summarization at no cost +- Works completely offline; perfect for air-gapped environments or poor connectivity + +#### Considerations + +- macOS only currently (Windows version coming soon) +- No video recording by design for maximum privacy +- Limited integrations compared to established cloud platforms +- Basic speaker identification currently distinguishes only between microphone and system audio + +#### Pricing + +Hyprnote is a [free AI notetaker](https://hyprnote.com/blog/free-ai-notetakers), which means you'll likely never need to pay for Hyprnote's core features. + +Consider upgrading to Pro ($8/month) only when you want unlimited everything and advanced features like custom templates. + +Enterprise becomes relevant when your organization needs an on-premises deployment, SSO integration, or consent management for compliance requirements. [Contact sales for a quote](https://hyprnote.com/founders). + +### 2. Fireflies AI: The Conversation Intelligence Platform + +[Fireflies](https://fireflies.ai) positions itself as more than just a transcription tool - it's a full conversation intelligence solution for sales teams and growing businesses. + +**How It Works with Google Meet**: Fireflies joins your Google Meet as a bot participant called "Fred." You can invite it manually to specific meetings or set it to auto-join based on your calendar integration. The bot records, transcribes, and processes the entire conversation, then automatically sends meeting summaries to designated channels. + +fireflies for google meet + +#### Key Features + +- AskFred AI assistant for chatting with meeting transcripts and querying past conversations +- 69+ language support for global teams and multilingual meetings +- Advanced conversation analytics tracking speaker talk time, sentiment, and key topics +- Extensive integrations with 58+ platforms, including major CRMs and productivity tools +- Video recording capability, capturing screen shares, and visual content alongside audio + +#### Strengths + +- Strong multilingual capabilities with automatic language detection +- Comprehensive analytics for understanding meeting patterns and team performance +- Unlimited transcription even on the free plan +- Mobile app support for recording in-person conversations + +#### Considerations + +- Bot presence can feel intrusive as Fireflies appears as an additional meeting participant +- Storage limitations on lower-tier plans create pressure to upgrade +- May spam all participants with meeting notes + +#### Pricing + +Free forever with unlimited transcription but limited AI features. Paid plans start at $18/user/month. + +**Also check**: [Top Fireflies AI Alternatives](https://hyprnote.com/blog/fireflies-ai-alternatives) + +### 3. Sembly AI: The Workflow Integration Specialist + +[Sembly](https://www.sembly.ai) transforms meetings into actionable business deliverables like project plans, requirements documents, and reports. + +Beyond basic transcription, it analyzes patterns across multiple meetings, automatically generates artifacts tailored to specific roles, and provides enterprise-grade analytics for team productivity. + +**How It Works with Google Meet**: You can invite a Sembly agent to your meeting from the Google Chrome Extension or connect your Google Calendar. It records and transcribes the meeting, then uses AI to identify action items, decisions, and key discussion points. + +sembly ai for google meet + +#### Key Features + +- 48+ language support, including English, French, Spanish, German, Arabic, Japanese, and many others +- AI Artifacts generation (project plans, requirements, reports) +- Multi-meeting trend analysis and insights across conversations +- Advanced action item extraction with assignees and due dates +- Enterprise-grade security (SOC 2 Type II, GDPR compliance) + +#### Strengths + +- Flexible attendance model allowing the bot to capture meetings even when you're not present +- Unified meeting intelligence consolidating summaries, transcripts, and analytics in one interface +- Comprehensive integrations with popular CRMs and project management tools like Trello, ClickUp, Asana, etc. + +#### Considerations + +- Bot presence required, appearing as an additional participant that introduces itself in meetings +- Steeper learning curve vs more straightforward tools like Hyprnote +- Limited export options lacking direct Word document export for summaries and tasks + +#### Pricing + +Free trial available, with paid plans starting at $15/user/month. + +### 4. tl;dv: The Video-First Meeting Assistant + +[tl;dv](https://tldv.io) is one of the video-focused AI notetakers that turns meeting notes into clickable timestamps, making it easy to navigate directly to specific moments in recordings while providing advanced sales coaching features. + +**How It Works with Google Meet**: The tl;dv bot joins your Google Meet automatically, records both audio and video, then generates AI summaries while allowing you to add manual timestamped notes during the call. You can create clips and share specific moments from longer recordings. + +tl;dv for google meet + +#### Key Features + +- Timestamped video navigation allows you to jump directly to specific moments in recordings +- AI meeting summaries automatically extract key points, decisions, and action items +- Sales coaching, analytics tracking, playbook adherence, and objection handling performance +- Video clip creation for easy sharing of important conversation moments +- 30+ language transcription supporting global teams with multilingual meeting capture + +#### Strengths + +- Generous free plan offering unlimited recordings and transcriptions without time limits +- Sales-focused features helping managers analyze rep performance and deal progression +- CRM automation with automatic updates to Salesforce, HubSpot, and other sales tools + +#### Considerations + +- Bot presence required means Google Meet shows an additional participant during calls +- Internet dependency for optimal performance +- Video storage demands consume significant space for frequent, long meetings +- No mobile app restricting access to browser and desktop versions only + +#### Pricing + +Free forever plan with unlimited recordings. Pro plans start at $29/month for advanced analytics and coaching features. + +### 5. Tactiq: The Chrome Extension Solution + +[Tactiq](https://tactiq.io) takes a completely different approach by working as a Chrome extension rather than a standalone app. It provides live transcription directly in your browser while you're in Google Meet, with powerful workflow automation capabilities. + +**How It Works with Google Meet**: Tactiq works as a Chrome extension that captures audio directly from your Google Meet tab. It shows live transcription as people speak and can push meeting insights to your existing workflow tools without requiring a separate bot to join the meeting. + +Tactiq for google meet + +#### Key Features + +- Live transcription visible during meetings as conversations happen +- 60+ language support with automatic language detection +- Custom AI workflows for repetitive tasks and meeting follow-ups +- Extensive integrations pushing insights to Slack, HubSpot, Jira, and other business tools +- One-click AI actions for generating summaries, action items, and follow-up emails + +#### Strengths + +- Real-time visibility allows you to see transcription happening live during meetings +- Workflow automation seamlessly connecting meeting insights to your existing tool stack +- Bot-free operation to capture audio without appearing as an additional meeting participant +- Quick setup that works immediately after installing the Chrome extension + +#### Considerations + +- Chrome dependency limiting flexibility compared to platform-agnostic tools +- No audio recording, focusing only on transcription without meeting playback capabilities +- Limited free plan with only 5 AI credits per month, restricting regular use + +#### Pricing + +Free plan with 10 meetings/month and 5 AI credits. Paid plans start at $12/user/month. + +### 6. Krisp: The Noise Cancellation + AI Notes Combo + +[Krisp](https://krisp.ai) is the multitasker of AI notetakers - it cancels background noise AND takes meeting notes. The platform removes background noises, voices, and echoes from both sides of calls while transcribing meetings in real-time. + +**How It Works with Google Meet**: Krisp installs as a desktop application that creates virtual microphone and speaker devices on your computer. + +You select Krisp as your microphone/speaker in Google Meet settings, and it processes all audio in real-time - removing noise while recording the conversation for transcription. + +Krisp for google meet + +#### Key Features + +- AI-powered noise cancellation removes background noises, voices, and echoes from both call sides +- Real-time transcription captures conversations across all communication platforms +- Universal app compatibility, working with any communication app as an audio processing layer +- Direct CRM integrations with Salesforce, HubSpot, Slack, and Google Calendar +- Mobile apps for iOS and Android to record in-person meetings + +#### Strengths + +- Platform agnostic, working with any video conferencing app +- Free unlimited transcripts make it accessible for regular testing and use +- Strong privacy controls with encrypted data storage and clear security practices +- No meeting disruption, operating invisibly without bots or participant notifications + +#### Considerations + +- Basic AI summaries offering disappointingly simple note generation compared to specialized tools +- Limited customization with no ability to modify AI output beyond manual editing +- No AI assistant lacking follow-up question capabilities or deeper meeting insights +- Simple feature set focusing more on audio enhancement than advanced meeting intelligence + +#### Pricing + +Free plan with unlimited transcripts and 2 daily meeting notes. Paid plans start at $16/user/month. + +### 7. Otter AI: The Established Cloud Solution + +[Otter AI](https://otter.ai) is probably the most well-known AI meeting assistant, offering cloud-based meeting intelligence that works across Google Meet, Zoom, and Microsoft Teams with established real-time collaboration features. + +**How It Works with Google Meet**: Otter joins your Google Meet as a visible bot participant called "OtterPilot." It records the audio, generates real-time transcripts with speaker identification, and creates meeting summaries automatically. + +Otter ai for google meet + +#### Key Features + +- OtterPilot AI Chat for asking questions about meeting content during or after calls +- Slide capture automatically screenshots presentations and embeds them in transcripts +- Custom vocabulary for industry terms, names, and company-specific language +- Team workspaces with comment threads and assignable action items +- CRM integrations with Salesforce and HubSpot (Business/Enterprise plans) +- OtterPilot for Sales extracts insights and pushes notes to CRM (Enterprise only) + +#### Strengths + +- Established platform with consistent performance and regular feature updates +- Reliable speaker identification that improves with usage and learns voice patterns +- Cross-platform compatibility working reliably across Google Meet, Zoom, and Teams +- Mobile app functionality handling both virtual meetings and in-person conversation capture + +#### Considerations + +- Limited language support, restricted to English, Spanish, and French only +- Privacy concerns with an ongoing [class-action lawsuit](https://hyprnote.com/blog/is-otter-ai-safe) regarding data handling practices +- Free plan restrictions are limited to 300 monthly minutes, which gets consumed quickly +- Bot presence in meetings can feel intrusive for sensitive client conversations + +#### Pricing + +Free plan with 300 monthly minutes. Paid plans start at $16.99/user/month. + +## Our Top Recommendation + +If data privacy and control matter for your organization, Hyprnote stands out as the clear choice. Unlike every other tool on this list, Hyprnote processes your Google Meet conversations entirely on your device using local AI models. + +This means: + +- **Zero privacy risks**: Your conversations never leave your machine +- **No vendor lock-in**: Deploy on your own terms +- **Open source transparency**: Inspect, customize, or contribute +- **Works offline**: Perfect for secure environments or poor connectivity +- **Free forever**: Unlimited AI summaries and transcription at no cost + +For teams handling sensitive conversations, whether that's patient consultations, legal discussions, or confidential business meetings, Hyprnote solves the fundamental problem that cloud-based tools can't: keeping your data completely private while still getting powerful AI insights. + +Ready to take control of your meeting data? [**Download Hyprnote for macOS**](https://hyprnote.com/download) and experience truly private AI-powered note-taking. diff --git a/apps/web/content/articles/enterprise-ai-notetaking-tools.mdx b/apps/web/content/articles/enterprise-ai-notetaking-tools.mdx index d61d571382..daabe06b0e 100644 --- a/apps/web/content/articles/enterprise-ai-notetaking-tools.mdx +++ b/apps/web/content/articles/enterprise-ai-notetaking-tools.mdx @@ -4,4 +4,250 @@ meta_title: "Best AI Notetaking Tools for Enterprises in 2025" meta_description: "Compare enterprise AI notetaking solutions on security, compliance, deployment options, and limitations. A practical guide for organizations with strict data policies." author: "John Jeong" created: "2025-10-02" +coverImage: "https://ijoptyyjrfqwaqhyxkxj.supabase.co/storage/v1/object/public/public_images/blog/enterprise-ai-notetaking-tools/cover.png" --- + +If you're evaluating AI notetaking tools for your organization, you're probably dealing with questions like: "Can our legal team actually use this?" "What happens to our data?" or "Will IT have a meltdown when I suggest this?" + +Here's the reality: most AI notetaking tools weren't built for enterprises. They were built for individuals, then scaled up with "enterprise features" bolted on later. + +That's why so many organizations hit walls during procurement. The tool technically works, but it violates data policies, lacks the right deployment options, or creates compliance headaches nobody anticipated. + +This guide cuts through the marketing noise and gives you the top five notetaking solutions that actually work for enterprises. + +## AI Notetakers For Enterprises: At a Glance + +1. **Hyprnote**: Complete local processing for compliance-sensitive organizations that can't use cloud tools +2. **Read AI**: Cloud platform with unified search across meetings, emails, and messages +3. **MeetGeek**: Conversation intelligence with team-level analytics and performance tracking +4. **Fellow**: Internal meeting focus with granular privacy controls for manager workflows +5. **Plaud**: Hardware devices for field professionals needing portable, offline-capable recording + +## How We Chose These AI Notetakers + +Not every AI notetaker with an "Enterprise" pricing tier actually works for enterprises. We evaluated dozens of tools and narrowed it to five based on what procurement teams actually need to see: + +- **Security and compliance readiness**: Does the tool have the certifications, architectural design, or deployment options that let it pass your legal and security review? +- **Administrative control**: We prioritized tools with SSO, role-based permissions, audit trails, user provisioning, and data retention policies that work across hundreds or thousands of users. +- **Integration depth**: Does it plug into your existing stack (CRMs, collaboration tools, document repos)? We focused on tools that meet teams where they work. +- **Production-proven**: We prioritized tools already deployed at Fortune 500 companies, healthcare systems, legal firms, and government agencies. + +The five tools we're covering represent fundamentally different architectural approaches. If one doesn't fit your requirements, another likely will. + +## Top Enterprise AI Notetaking Solutions: Detailed Reviews + +### 1. Hyprnote + +Best ai note taker for enteprises + +[Hyprnote](https://hyprnote.com) is the only truly local-first, open-source AI notepad where not a single byte of your data has to leave your device. + +While most competitors process everything in the cloud, Hyprnote runs entirely on-device using custom AI models, which fundamentally changes what's possible from a compliance perspective. + +#### Deployment Options + +- **Edge-only**: All processing happens locally with zero external connections—maximum creative IP protection +- **All-prem**: Complete organizational control with all components running on your infrastructure +- **Prem-hybrid**: STT and database on-premises while LLM workloads run in controlled environments—balances compliance with powerful AI capabilities + +#### Pricing + +Hyprnote pricing + +Hyprnote offers all core features and unlimited AI summaries free forever. Consider upgrading to Pro ($8/month) for unlimited everything. + +Enterprise becomes relevant when your organization needs an on-premises deployment, SSO integration, consent management, multi-factor authentication, an agentic workflow builder, 24/7 priority support, or custom branding. [Contact sales for a quote](https://hyprnote.com/founders). + +#### Enterprise Features + +- **End-to-end encryption**: Zero-trust architecture with hardware security module support protects data at every stage—from capture to storage to processing. +- **Multi-framework compliance**: Built-in support for HIPAA, SOC 2, ISO 27001, GDPR, and CCPA without requiring new certifications or security reviews. Works with existing compliance frameworks. +- **Smart consent management**: Built-in recording consent collection with audit logs for all acknowledgments, ensuring compliance with one-party, two-party, or all-party consent laws. +- **Enterprise authentication**: SSO (SAML 2.0/OIDC) and Multi-Factor Authentication (MFA) with seamless integration into your existing identity provider. +- **Access management**: Advanced role-based permissions and granular controls for managing who can record, access, and share meeting data across the organization. +- **Audit and monitoring**: Comprehensive audit trails and real-time monitoring track all access and usage, with a custom admin dashboard builder for visibility. +- **Team collaboration**: Securely share notes with team-level controls, ensuring information flows to the right people while maintaining governance. +- **Universal meeting compatibility**: Works with all platforms (Zoom, Teams, Meet, etc.) without requiring bots—captures both microphone and system audio directly. +- **Vendor-agnostic AI**: Connect to OpenAI, Mistral, Ollama (via LM Studio), or any custom endpoint—no vendor lock-in for LLM processing. +- **Workflow integrations**: Current integrations with Obsidian and Attio, with enterprise customers driving additional integration priorities based on their tech stack. +- **Custom model support**: Bring your own speech-to-text and language models, plus calendar integration for automatic meeting detection. + +#### How it works + +How does Hyprnote work + +Hyprnote uses two types of models: speech-to-text (STT) and large language models (LLMs). + +For transcription, Hyprnote utilizes the Whisper series from Hugging Face, which ranges from the lightweight Tiny and Base models to the V3 Large Turbo. Users choose based on their accuracy vs. speed requirements. + +For summarization and intelligence, Hyprnote developed HyperLLM-V1, a custom model based on Qwen 1.7B architecture. At just 1.1GB (compared to LLaMA's 2.0GB), it delivers high-quality summaries optimized for English while being extremely fast. + +The key technical advantage: all of this happens locally. + +Hyprnote captures both microphone input and system audio output, allowing it to work universally across various meeting platforms without requiring bots. No internet required for core functionality. + +Your transcription and note data never touch external servers unless you explicitly choose to connect an LLM provider for additional features. + +Speaker identification works automatically for one-on-one calls by distinguishing between the microphone and system audio. + +For group meetings, users manually tag speakers using the transcript editor. Real-time transcription is supported with latency varying based on model size and hardware capabilities. + +Export options include Markdown, PDF, and Rich Text. + +#### Limitations & Trade-offs + +- **Platform availability**: Currently macOS only (Sonoma 14.2+), optimized for Apple Silicon. +- **Speaker identification**: Limited to basic two-channel distinction (mic vs. system audio). Real-time speaker diarization for multi-person meetings isn't available yet. +- **Language support**: Transcription supports all languages, but quality varies (strong for English/Korean, weaker for Hindi/Persian). HyperLLM-V1 summarization is fine-tuned exclusively for English. + + + +### 2. Read AI + +Read AI for enterprises + +[Read AI](https://www.read.ai) is a cloud-based AI copilot that transforms meetings, emails, and messages into searchable insights across your entire workspace. Think of it as a unified intelligence layer connecting all your communication platforms. + +**Deployment options**: Cloud-based (SaaS only) + +**Pricing**: Enterprise ($29.75/month, 10+ licenses) includes unlimited transcripts, video playback, custom branding, and premium integrations. Enterprise+ ($39.75/month, 10+ licenses) adds HIPAA compliance, SSO/SAML, domain capture, and custom data retention. + +#### Enterprise Features + +- **Role-based access control**: Assign User, Manager, or Admin roles with customizable permissions controlling who can view analytics at organization, team, and individual levels. +- **Domain capture**: Enterprise+ automatically provisions and adds users from your company domain to the workspace without manual invitations. +- **Meeting policy configuration**: Set organizational standards for meeting timing, size, and duration based on performance data showing Read Score, engagement, sentiment, and on-time rates. +- **Security & compliance**: SOC 2 Type 2 and GDPR certified, with HIPAA compliance (including Business Associates Agreement) on Enterprise+. No data selling, opt-out model training by default. Custom data retention policies and SSO/SAML on Enterprise+. +- **Search Copilot**: Free unified AI search across meetings, emails, chats, CRMs, and workflows for all users. Query in natural language, get answers with citations showing sources. +- **Integrations**: Native with Zoom, Teams, Google Meet (joins as bot). Premium tier connects Notion, Salesforce, HubSpot, Jira, Confluence, Zapier, and webhooks. Chrome extension for Gmail/Outlook, Slack for sharing reports. + +#### How it works + +Read AI joins meetings as a visible bot that announces itself and requires host approval. + +Cloud-based STT transcribes in 20+ languages, then LLMs generate summaries, action items, topics, and coaching insights on metrics like speaker time and engagement. Video/audio playback available on Enterprise tier and above. + +#### Limitations & Trade-offs + +- **Bot visibility**: Joins as participant, which can affect conversation dynamics in sensitive meetings +- **Cloud-only**: No on-premises option, data sovereignty requirements make this a non-starter for some organizations +- **Platform lock-in**: Can't bring your own AI models or switch providers + +### 3. MeetGeek + +meetgeek for enterprises + +[MeetGeek](https://meetgeek.ai/) is a cloud-based conversation intelligence platform focused on tracking meeting performance across teams and departments. It emphasizes analytics, measuring things like engagement, sentiment, and meeting effectiveness at an organizational scale. + +**Deployment options**: Cloud-based (SaaS), with private data storage on Enterprise + +**Pricing**: Business ($39/month) includes 100 hours monthly transcription, team spaces, meeting insights by team/call type, and unlimited transcript storage. + +Enterprise ($59/month) adds unlimited transcription, custom branding, custom data retention, custom speech models, branded emails, and private data storage. + +#### Enterprise Features + +- **Team spaces**: Organize meetings by department or project with granular sharing controls for who can access specific recordings and transcripts. +- **Organization-wide settings**: Enterprise tier lets admins configure default settings, permissions, and policies that apply across the entire company. +- **Performance analytics**: Track meeting metrics at department, team, and individual levels. Measure engagement, meeting management effectiveness, and topic interest with sentiment analysis and AI coaching tips. +- **Automated workflows**: Set rules to auto-share meeting records with specific teams based on meeting type, and push summaries to document repos, chat platforms, CRMs, and task management tools. +- **Security & compliance**: SOC 2 Type 2, GDPR, CCPA certified with HIPAA compliance via Business Associate Agreement. Enterprise includes private data storage option where data stays in isolated infrastructure. AES-256 and TLS encryption with regular third-party penetration testing. +- **Custom speech models**: Enterprise tier trains the transcription system on industry-specific terminology for better accuracy in specialized fields. +- **Integrations**: Works with Microsoft Teams, Zoom, Google Meet. Syncs with Google/Microsoft calendars, Google Drive, Notion, Slack, Teams, HubSpot, Salesforce, Asana, Monday, ClickUp, plus 10,000+ apps through Zapier, Make, and n8n. Public API and webhooks available. + +#### How it works + +Bot-based assistant with automatic language detection across 100+ languages and automatic speaker recognition. + +The platform generates AI summaries and highlights automatically, extracts next steps and action items, and creates follow-up emails. + +#### Limitations & Trade-offs + +- **Bot-based only**: Visible participant that can affect sensitive conversations +- **Aggressive storage limits on lower tiers**: Free keeps transcripts only 3 months +- **100-hour monthly limit on Business tier**—high-volume teams need Enterprise or pay overages +- **No on-premises deployment** except the Enterprise private data storage option + +### 4. Fellow + +fellow ai for enterprises + +[Fellow](https://fellow.ai) is a cloud-based meeting assistant designed around internal meeting workflows, particularly manager tools like one-on-ones, team meetings, and collaborative agendas. Its distinguishing feature is granular recording controls for internal conversations. + +**Deployment options**: Cloud-based (SaaS) + +**Pricing**: Enterprise ($25/month, minimum 10 users) includes unlimited AI notes/recordings, advanced recording permissions, domain control, transcript redaction, org-wide analytics, AI-powered CRM field updates, dedicated account management. + +#### Enterprise Features + +- **Advanced recording permissions**: Granular control over who can record meetings, what meetings can be recorded, and what recordings get shared across the workspace with org-level policy settings. +- **Transcript redaction**: Remove sensitive information from transcripts before sharing with tools to edit out confidential data, client names, or proprietary details. +- **Custom recording channels**: Organize recordings by team, department, or project with customizable access controls determining who can view each channel. +- **Domain control & provisioning**: Automatically provision users from your company domain with HRIS sync, keeping user access current as people join or leave. +- **Admin governance**: Role-based permissions with admin role limits control who manages workspace settings. Detailed audit logs track who accessed recordings and when. +- **Security & compliance**: SOC 2 Type II, GDPR, and HIPAA/BAA compliant with military-grade encryption (AES-256 and TLS 1.2+). Fellow explicitly doesn't train AI models on your meeting data. SSO integration with Okta and OneLogin. +- **Org-wide meeting analytics**: Track patterns across departments—meeting frequency, duration, participant engagement, with keyword tracking to monitor specific topics across all meetings. +- **Meeting policy enforcement**: Tools include meeting cost calculator, optimal attendees suggestions, no-meeting day enforcement, and short notice booking restrictions to improve meeting culture. +- **AI-powered CRM integration**: Automatic field updates sync meeting notes and action items to Salesforce or HubSpot. Sales AI recap templates standardize sales call summaries. Private coaching comments let managers give feedback on sales calls invisibly. +- **Integrations**: Works with Google Meet, Zoom, MS Teams. Connects to Asana, Monday, Confluence, Notion, Slack. Glean integration makes meeting content searchable across your entire knowledge base. 50+ integrations total. + +#### How it works + +Fellow operates as a bot that joins meetings to record and transcribe. It supports 99 languages for transcription and generates AI summaries, action items, and agendas automatically. + +#### Limitations & Trade-offs + +- **Bot visibility** can feel intrusive in internal conversations +- **Cloud-only**: No on-premises for data sovereignty needs +- **Internal meeting focus**: Less robust than dedicated sales tools for customer-facing conversation intelligence +- **Minimum 10 Enterprise licenses** +- **Free/Team plans cap at 10 AI notes/recordings per user monthly** + +### 5. Plaud + +plaud + +[Plaud](https://www.plaud.ai) takes a completely different approach: hardware-first AI notetaking. Instead of bots joining meetings, you get physical devices that capture conversations anywhere, anytime. + +**Deployment options**: Cloud-based with hardware devices + +**Pricing**: Hardware from $159 (Plaud Note) includes a 300-minute monthly transcription quota. AI membership: Pro ($99.99/year) or Unlimited ($239.99/year). Enterprise pricing for PLAUD for Business not yet public—contact sales. + +#### Enterprise Features + +- **Hardware-based capture**: Plaud leverages dedicated sensors to capture conversations in multiple scenarios, unlocking previously untapped real-life data. +- **Security & compliance**: HIPAA and SOC 2 compliant with GDPR and EN18031 certification. End-to-end encryption with custom data storage options for where your meeting data lives. +- **Multi-language transcription**: AI transcription in 112 languages with automatic speaker labels and custom vocabulary that learns industry-specific terminology for better accuracy. +- **Template library**: Over 3,000+ summary templates for generating multidimensional summaries, mind maps, and structured outputs for different meeting types and use cases. +- **Ask Plaud AI**: Chatbot provides timestamped insights across all recordings—query meetings in natural language and get answers with exact timestamps to the original audio. +- **Cross-platform access**: Record on physical devices, then access transcripts and summaries on the mobile app, web browser, and desktop with unlimited cloud storage. +- **Dual-mode recording**: One-button switch between phone call recording mode and in-person conversation mode for different capture scenarios. +- **Multimodal input**: Combine audio recording with typed notes, images, and press-to-highlight key moments for richer context and documentation. + +#### How it works + +Hardware sensors capture high-quality audio locally (up to 64GB) then sync to cloud for AI processing. + +Devices work offline for recording, sync when connected—ideal for field professionals in environments where laptops aren't practical. + +#### Limitations & Trade-offs + +- **Hardware dependency**: $159+ upfront cost per user plus ongoing subscription +- **300-minute base quota**: Heavy users need Pro ($99.99/year) or Unlimited ($239.99/year) +- **Cloud processing required** for transcription and AI features +- **Manual device management**: Remember to carry, charge, and position devices +- **Less convenient for virtual-only meetings** compared to automatic software bots + +## Why Choose Hyprnote + +Every enterprise has unique compliance requirements, workflow needs, and technical constraints. + +Whether you need edge-only deployment for maximum IP protection, all-prem for complete infrastructure control, or prem-hybrid to balance compliance with powerful AI, Hyprnote's flexible architecture adapts to your requirements. + +Our team works with Fortune 500 companies, healthcare systems, legal firms, financial institutions, and government agencies to deploy privacy-first AI notetaking that fits their security posture. + +Ready to see how local-first AI works in practice? + +[Contact Sales](https://hyprnote.com/founders) to discuss your specific needs, explore deployment options, and schedule a demo tailored to your organization's use cases. + + diff --git a/apps/web/content/articles/google-gemini-meeting-notes.mdx b/apps/web/content/articles/google-gemini-meeting-notes.mdx index e7b27eecad..b4a9967546 100644 --- a/apps/web/content/articles/google-gemini-meeting-notes.mdx +++ b/apps/web/content/articles/google-gemini-meeting-notes.mdx @@ -3,4 +3,159 @@ meta_title: "I Tested Google Gemini Meeting Notes So You Don't Have To" meta_description: "Can Google Gemini take meeting notes? Yes, but only in Google Meet with paid plans. If you use Teams or Zoom, then you'll need workarounds. Know more." author: "John Jeong" created: "2025-09-24" +coverImage: "https://ijoptyyjrfqwaqhyxkxj.supabase.co/storage/v1/object/public/public_images/blog/google-gemini-meeting-notes/cover.png" --- + +If you've come to rely on Gemini for day-to-day admin tasks, you're probably wondering: can it handle my meeting notes too? Yes, but the devil's in the details. + +## Can Google Gemini Take Meeting Notes? + +Gemini itself, the AI assistant you're familiar with, doesn't join your meetings like other [AI notetakers](https://hyprnote.com/blog/best-ai-meeting-assistant-for-taking-notes). There's no "Gemini bot" that automatically hops into your Zoom calls or Teams meetings. + +Instead, Google has built something called "Take notes with Gemini" into Google Meet. It's part of their premium Google Workspace offering, and it works differently from the regular Gemini you might use for other tasks. + +When you use this feature, Gemini listens to your Google Meet conversations and creates structured notes in real-time. It shows you running summaries during the call and generates a polished document afterward with key points, decisions, and action items. + +However, there's a catch - it only works with Google Meet. + +If your team uses Zoom, Teams, or literally any other meeting platform, you're out of luck with the built-in solution. + +## How to Use Google Gemini to Take Meeting Notes + +The approach depends on whether you're sticking with Google's ecosystem or need to work with other meeting platforms. + +### 1. If You're on a Google Meet Call + +If your organization uses Google Workspace and you're having Google Meet calls, the process is straightforward. + + + +**During the meeting:** +- Gemini listens to the entire conversation +- Creates real-time summaries as the meeting progresses +- Shows you "Summary so far" that updates throughout the call +- Organizes everything in a structured Google Doc + +**After the meeting:** +- Automatically generates a complete meeting summary +- Creates suggested next steps and action items +- Saves everything to the meeting organizer's Google Drive +- Attaches the notes doc to your Calendar event +- Emails a summary to the host and co-hosts + +**But, there are some prerequisites:** +- You need Google Workspace Business Standard or higher (starting at $12/user/month) +- Your meeting has to be in one of nine supported languages: English, French, German, Italian, Japanese, Korean, Portuguese, or Spanish +- You need to have enough storage space in your Google Drive +- You can only use it on a desktop; no mobile support + +### 2. The Manual Approach (For Everything Else) + +Gemini + +For most people using Zoom, Teams, or other platforms, you'll need to take a more hands-on approach. You get the transcript from your meeting platform, then feed it to Gemini for summarization. + +Zoom includes cloud recording with transcription on paid plans. Teams automatically transcribes when you record. Once you have that text, you can paste it into Gemini and ask for a summary. + +💡 Use a prompt like this: +"Please summarize this meeting transcript. Include key decisions, action items, and next steps. Format it professionally with clear sections for main topics discussed, decisions made, and follow-up tasks assigned." + +The results can be pretty good—Gemini excels at taking messy transcripts and turning them into clean, organized notes. But it's definitely more work than the automated Google Meet solution and if you prefer real-time transcription, this approach is not for you. + +## What Are the Pros and Cons of Using Gemini to Take Meeting Notes? + +Let's be honest about what Google Gemini meeting notes actually delivers versus what it promises. + +### The Good Stuff + +**It's genuinely smart.** When Gemini works, it produces surprisingly good meeting summaries. It catches key decisions, identifies action items, and organizes everything in a clean format that's actually useful. + +**Real-time summaries are helpful.** The "Summary so far" feature during Google Meet calls is genuinely handy. You can glance over and see if you missed anything important without interrupting the flow. + +**It integrates seamlessly (if you're in Google's world).** Notes automatically attach to your calendar events and save to your Drive. No extra steps needed. + +### The Not-So-Good Stuff + +**Those subscription costs add up fast.** At $12-18 per user per month for Workspace plans that include this feature, you're looking at serious money for larger teams. A 20-person company pays $2,880-4,320 annually just to take meeting notes in Google Meet. + +**Privacy concerns are real.** Every word spoken gets uploaded to Google's servers. That might be fine for internal team meetings, but what about client consultations, legal discussions, or healthcare conversations? Many organizations simply can't risk it. + +**Manual workflows are clunky.** For non-Google Meet platforms, you're essentially doing the AI's job yourself: downloading transcripts, copying text, crafting prompts, and organizing results. It defeats the purpose of having an automated assistant. + + + +### So Should You Use It? + +Here's what I've found after testing Google Gemini meeting notes extensively: it works well if you meet three specific criteria: + +- Your entire organization uses Google Meet exclusively +- You're comfortable with Google processing sensitive conversations +- You're already paying for expensive Workspace subscriptions + +If any of those don't apply, and for most teams, at least one doesn't, you'll find yourself constantly working around limitations rather than benefiting from the automation. + +## What Is the Best Alternative to Gemini for Note-taking? + +To be honest, the list of alternatives is huge, because any decent AI meeting assistant can do a better job. And we have comprehensive articles on AI note-takers for [Google Meet](https://hyprnote.com/blog/best-ai-notetakers-google-meet), [Zoom](https://hyprnote.com/blog/best-ai-notetaker-for-zoom), and [Microsoft Teams](https://hyprnote.com/blog/best-ai-notetaker-for-microsoft-teams), that you can check out. + +But, if I have to single out one platform that works well universally, is free, and keeps your data where ot belongs (with you!), then Hyprnote would be my recommendation. + +Quick disclaimer: I'm the co-founder of Hyprnote, but you'll soon find out that my vouching for the platform is not out of personal bias. + +Here's what it delivers: + +- **Local-first privacy.** Hyprnote is a [local AI notepad](https://hyprnote.com/product/local-ai) that uses on-device AI models to transcribe and summarize meetings without sending data to the cloud. +- **Universal platform support.** Works with any meeting software and in-person conversations without bots or restrictions. +- **Real-time intelligence.** Live transcription and summaries while meetings happen, not just afterward like Gemini. +- **Flexible deployment.** Run locally on your Mac or deploy on-premises for enterprise teams. +- **Fastest time to value.** Core features free forever. Pro upgrade ($8/month) only when you need advanced functionality. +- **Minimizes compliance risks.** Local processing reduces audit trails and third-party data exposure concerns. + +And talking specifically about Hyprnote's note-taking and summarizing features: + +Hyprnote + +- **Familiar interface that just works.** Feels like Apple Notes with powerful AI running locally in the background. +- **Custom templates for every situation.** Tailored formats for therapy sessions, legal meetings, job interviews, or casual coffee chats. +- **Search your meeting history naturally.** Ask "What did Sarah say about the budget?" instead of scrolling through months of notes. +- **AI chat for instant clarification.** Get immediate answers about action items, deadlines, or who said what during meetings. +- **Control how much AI changes your notes.** Choose minimal improvements to your original thoughts or complete AI restructuring. +- **Verify everything with source analysis.** Hover over summaries to see the exact transcript quote behind every AI-generated point. + +So as you can see, the difference is night and day. Instead of hoping Google's limited solution works with your workflow, you get a tool that adapts to however your team actually meets. + +Want to try Hyprnote? [Download it for free](https://hyprnote.com/download)! + +## Frequently Asked Questions + +### 1. Can Google Gemini transcribe audio files? + +Yes, you can upload audio files directly to Gemini and ask it to transcribe the content. This works well for recorded meetings, interviews, or voice memos, but keep in mind you're uploading your audio to Google's servers. + +### 2. Can Gemini generate meeting notes? + +Absolutely. Gemini excels at generating structured meeting notes when you provide it with source material like transcripts. The key is crafting good prompts that specify what sections and format you want in your notes. + +### 3. Is Gemini Note Taker free? + +The basic Gemini chatbot has free and paid tiers, but the automatic meeting note-taking features require Google Workspace Business subscriptions starting at $12/user/month. + +### 4. How do I transcribe Google Meet calls? + +You have two main options: Google Meet's built-in transcription (which requires expensive Workspace subscriptions) or a third-party tool like Hyprnote. + +Unlike cloud-based tools like Otter or Fireflies that send your conversations to their servers, Hyprnote provides unlimited real-time transcription completely free while keeping everything local on your device for maximum privacy. + +### 5. Does Google Meet transcription work in all languages? + +No. Google Meet only supports transcription in 9 languages: English, French, German, Italian, Japanese, Korean, Portuguese, and Spanish. You can only use one language per meeting. + +### 6. Is there a free AI note taker for Google Meet? + +Yes - Hyprnote is a completely [free AI note taker](https://hyprnote.com/blog/free-ai-notetakers) that works with Google Meet, Zoom, Teams, and any other meeting platform. + +Unlike Google's "Take notes with Gemini" feature, which requires expensive Workspace subscriptions, Hyprnote's core transcription and note-taking features are free forever. + +Plus, your conversations stay private since everything processes locally on your device instead of being sent to the cloud. + + diff --git a/apps/web/content/articles/how-to-transcribe-zoom-calls.mdx b/apps/web/content/articles/how-to-transcribe-zoom-calls.mdx index 941fd85e45..bbdd9fd344 100644 --- a/apps/web/content/articles/how-to-transcribe-zoom-calls.mdx +++ b/apps/web/content/articles/how-to-transcribe-zoom-calls.mdx @@ -3,4 +3,192 @@ meta_title: "How to Transcribe Zoom Calls Automatically?" meta_description: "Learn how to automatically transcribe Zoom calls using Zoom's built-in feature or powerful third-party AI tools. Step-by-step guide with accuracy comparisons." author: "Harshika" created: "2025-09-16" +coverImage: "https://ijoptyyjrfqwaqhyxkxj.supabase.co/storage/v1/object/public/public_images/blog/how-to-transcribe-zoom-calls/cover.png" --- + +Transcribing Zoom calls manually is time-consuming and error-prone. Fortunately, you can automate this process using either Zoom's built-in transcription feature or more powerful third-party AI tools. + +This article presents both methods and helps you choose the one that's right for you. + +## Method 1: Transcribing Zoom Calls Using Zoom's Built-in Transcription + +Let's start with what Zoom offers natively. Zoom provides audio transcription that automatically transcribes the audio of meetings or webinars that you record to the cloud. + +### What do you need to get started? + +Before diving in, you'll need: + +- **Zoom account type:** Pro, Business, Education, or Enterprise account (basic free plan doesn't include transcription) +- **Cloud recording enabled:** Transcription only works with cloud recordings +- **Admin permissions:** Depending on your organization's setup + +Beyond transcription, if you're looking to learn more about Zoom's meeting summaries feature, we have a detailed [Zoom AI Companion Review](https://hyprnote.com/blog/zoom-ai-companion-review) you might want to check out. + +### How to set up Zoom's built-in transcription? + +How to set up Zoom's built-in transcription + +1. Log into your Zoom web portal +2. Navigate to Settings → Recording +3. Toggle on "Cloud Recording" +4. Under Cloud Recording section, check "Audio transcript" box +5. Go to Settings → Meeting → In Meeting (Advanced) +6. Find "Automated captions" and toggle it on +7. Enable "Full transcript" for running transcript alongside captions +8. Save all changes + +### How to Turn On Zoom's Native Transcription Feature During a Meeting? + +How to Turn On Zoom's Native Transcription Feature During a Meeting + +1. Start your Zoom meeting +2. Click "Record" and select "Record to the Cloud" +3. For live transcription, click "Live Transcript" in the toolbar and select "Enable" +4. Zoom automatically generates a transcript after the meeting ends +5. You receive an email with links to the recording and transcript (VTT format) + +## Method 2: Using Third-Party Tools to Transcribe Zoom Calls + +While there are many excellent options available (check out our comprehensive guide on the [best AI notetakers for Zoom](https://hyprnote.com/blog/best-ai-notetaker-for-zoom) for a detailed comparison), we highly recommend Hyprnote—not just as a transcription tool, but as a complete AI notetaking solution. + +### What is Hyprnote? + +Hyprnote is a privacy-first [local AI notepad for meetings](https://hyprnote.com/product/local-ai) that goes far beyond simple transcription. Unlike cloud-based alternatives, Hyprnote runs entirely on your device, ensuring that not a single byte of your data leaves your computer. This makes it perfect for: + +- **Privacy-sensitive conversations:** Healthcare professionals, lawyers, counselors, and anyone handling confidential information +- **Compliance-heavy industries:** Organizations meeting HIPAA, GDPR, SOX, or CCPA requirements +- **Reliable offline functionality:** Works perfectly without internet connectivity +- **Universal compatibility:** Works with all meeting platforms without requiring bots + +On top of it all, Hyprnote not only transcribes your meeting in real-time, but also generates actionable summaries automatically, without any bots joining your call. Let's see how! + +### How Does Hyprnote Transcribe Zoom Meetings Automatically? + +Here's a step-by-step process to use Hyprnote for real-time Zoom transcription and note-taking. + +#### Step 1: Download and Install the Hyprnote App + +download Hyprnote app for Zoom + +1. Visit [hyprnote.com](https://hyprnote.com) and click "Download" +2. Download the macOS app (Windows coming soon) +3. Open the DMG file and drag Hyprnote to your Applications folder +4. Launch Hyprnote from Applications + +#### Step 2: Start Recording Your Meeting + +How does Hyprnote work for Zoom + +1. Open Hyprnote before or during your Zoom call +2. Press the red recording button to start listening +3. Hyprnote captures both system audio (speakers/headphones) and your microphone +4. Real-time transcript appears in the right panel as people speak + +**Important:** Always ask for consent, especially in all-party consent states like California + +#### Step 3: Let AI Create Your Notes + +Hyprnote for zoom calls + +1. After your meeting ends, press the stop button +2. Hyprnote automatically processes the transcript using its custom HyperLLM-V1 model +3. AI generates a personalized summary with key points, action items, and insights +4. Review and edit the enhanced notes as needed +5. Export in multiple formats (Markdown, PDF, Rich text) + +### Why choose Hyprnote over Zoom's native transcription? + +The differences become clear when you compare what you get with each approach: + +#### 1. Accuracy and Reliability + +Zoom native transcription review +*Source* + +While Zoom users report spending hours editing 45-60 minute transcripts due to poor accuracy and formatting issues, Hyprnote's advanced AI models provide superior transcription quality with minimal manual cleanup required. + +#### 2. Privacy and Control + +Zoom processes your conversations in the cloud, raising compliance concerns for sensitive industries. Hyprnote keeps everything on your device; not a single byte of your data leaves your computer. + +#### 3. Intelligence vs. Basic Text + +Zoom gives you raw transcript files that require manual organization. Hyprnote delivers structured notes with automatic extraction of key points, decisions, and action items. + +#### 4. Long-term Value + +Zoom transcripts sit in isolation, difficult to search across meetings or connect insights over time. Hyprnote builds a searchable knowledge base where you can find patterns, track decisions, and understand the evolution of projects. + +#### 5. Interactive Intelligence + +Zoom gives you static transcript files. Hyprnote lets you have conversations with your meeting notes through AI chat—ask "What are my action items?" or "What exactly did Sarah say about the budget?" and get instant answers without scrolling through pages of text. + +#### 6. Flexibility + +Zoom locks you into their ecosystem and processing limitations. Hyprnote works with any meeting platform, offers custom templates, and gives you complete deployment flexibility, from local-only processing, on-premises deployment to private cloud options. + +And did we mention? Hyprnote offers its core features, including unlimited AI summaries and transcription free forever. Why not give it a try? + +[Download Hyprnote for macOS](https://hyprnote.com/download) + +## Best Practices for Automatic Zoom Transcription and Note-Taking + +Regardless of which method you choose, here are tips to get the best results: + +### Audio Quality Optimization + +- Use a quality microphone or headset +- Choose quiet environments for meetings +- Ask participants to mute when not speaking +- Speak clearly and avoid overlapping conversations + +### Meeting Preparation + +- Test your setup before important meetings +- Inform participants about recording and transcription +- Consider a quick audio test to check levels + +### Post-Meeting Workflow + +- Review AI-generated notes for accuracy and completeness +- Edit important details, names, and technical terms +- Organize notes in your preferred system +- Share relevant sections with team members + +## Frequently Asked Questions + +### 1. How to get Zoom transcript without recording? + +Unfortunately, Zoom's native transcription feature only works with cloud recordings. You cannot generate transcripts from Zoom without recording the meeting first. + +However, third-party tools like Hyprnote can capture and transcribe your Zoom audio in real-time without requiring you to record the meeting to Zoom's cloud servers. + +### 2. Where are Zoom transcripts stored? + +Zoom transcripts are stored in Zoom's cloud servers alongside your recorded meetings. You can access them through the Zoom web portal under "Recordings." + +The transcripts are saved in VTT format, which you can download and convert to other formats like Word documents or PDFs. This cloud storage raises privacy concerns for sensitive meetings. + +### 3. What's the best alternative to Zoom's transcription? + +For privacy-conscious users, Hyprnote offers the best alternative with its local-first approach; no data ever leaves your device. + +For those comfortable with cloud processing, other popular alternatives include Otter AI, Fathom, and Tactiq. Check out our comprehensive guide on the [best AI notetakers for Zoom](https://hyprnote.com/blog/best-ai-notetaker-for-zoom) for a detailed comparison + +### 4. How accurate is Zoom's native transcription? + +Zoom's transcription accuracy has significant issues. + +[Users report](https://community.zoom.com/t5/Zoom-Meetings/Transcription-Highly-Inaccurate/m-p/130271) that the transcription is highly inaccurate with problems including incorrect speaker identification, common words needing editing even with clear speech, and frequent formatting errors. + +### 5. Can I transcribe Zoom calls offline? + +Zoom's native transcription requires an internet connection and cloud processing, so it cannot work offline. + +However, Hyprnote can transcribe Zoom calls completely offline using local AI models, making it perfect for situations with unreliable internet. + +### 6. Do I need a paid Zoom account for transcription? + +Yes, Zoom's transcription feature requires a Pro, Business, Education, or Enterprise account. The basic free Zoom plan does not include transcription capabilities. + +In contrast, Hyprnote offers unlimited transcription and AI summaries free forever, regardless of your Zoom account type. diff --git a/apps/web/content/articles/is-ai-notetaking-legal.mdx b/apps/web/content/articles/is-ai-notetaking-legal.mdx index 9f9ba9e790..f2da18bcf5 100644 --- a/apps/web/content/articles/is-ai-notetaking-legal.mdx +++ b/apps/web/content/articles/is-ai-notetaking-legal.mdx @@ -3,4 +3,180 @@ meta_title: "Is AI note-taking legal? Everything You Need to Know" meta_description: "AI note-taking is legal, but selecting the wrong tool or missing compliance requirements can expose you to privacy and compliance risks. Learn more." author: "Harshika" created: "2025-08-26" +coverImage: "https://ijoptyyjrfqwaqhyxkxj.supabase.co/storage/v1/object/public/public_images/blog/is-ai-notetaking-legal/cover.png" --- + +AI notetaking is legal, but the devil's in the details. While you can absolutely use these tools, certain missteps can trigger privacy violations, consent law breaches, and compliance nightmares that cost millions. + +The good news? Most compliance issues stem from overlooking consent requirements and choosing tools without understanding their data practices. Get these fundamentals right, and you can stay productive while staying protected. + +**TL;DR:** + +- **Consent is non-negotiable:** Always assume you need all-party consent, especially across states/countries. +- **Data practices matter:** Many tools record, train AI, and store conversations—creating legal exposure. +- **Privilege risks:** Using cloud AI can waive attorney-client, medical, or corporate confidentiality. +- **Industry compliance:** Different laws (HIPAA, GDPR, CCPA, FERPA, SOX) impose strict safeguards. +- **Safer choice:** Cloud-based tools demand heavy due diligence, while local-first solutions (like Hyprnote) minimize compliance risks since no data leaves your device. + +👉 **Bottom line:** Get consent, vet your vendor, protect confidentiality, and if compliance is key, use a [local-first AI notetaker](https://hyprnote.com/product/local-ai). + +## What Are the Key Legal Considerations for AI Note-taking? + +### 1. Consent Requirements: You Must Comply with the Strictest Applicable State Law + +The foundation of AI note-taking legality starts with recording consent laws, and they're more complex than most people realize. + +At the federal level, the Electronic Communications Privacy Act allows "[one-party consent](https://detectiveservices.com/2012/02/state-by-state-recording-laws/)", meaning you can legally record a conversation if you're a participant or if one participant consents with full knowledge. A majority of states require only one-party consent, meaning that a party to the conversation can record it without getting the consent of anyone else. + +However, 11-13 states require "[all-party consent](https://detectiveservices.com/2012/02/state-by-state-recording-laws/)", meaning everyone involved in the conversation must agree to be recorded. These states include California, Connecticut, Delaware, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Pennsylvania, and Washington. + +But here's where it gets tricky: when participants are in different states, the strictest standard generally applies. This means that obtaining consent from all parties is necessary to ensure compliance with relevant laws. + +### 2. Data Processing: Understanding Where Your Data Goes and How It's Used + +Many cloud-based AI note-taking tools like Otter AI don't just transcribe your meetings—they're also learning from them. This creates a web of data processing issues that many organizations never consider. + +For instance, a [recent lawsuit against Otter](https://hyprnote.com/blog/is-otter-ai-safe) alleges that the service can automatically join meetings through calendar integrations "without obtaining the affirmative consent from any meeting participant." The recordings are then used to train Otter's AI systems without participants knowing their private conversations became training data. + +Cross-border data transfers add another layer of complexity. If your AI note-taking service processes data outside your home country, you may need to comply with additional regulations about international data transfers, especially under frameworks like GDPR. + +### 3. Third-Party Access: What Your Vendor Really Does with Your Data + +Here's an uncomfortable truth: most people using AI note-taking tools have never read their vendor's data processing agreements. This oversight can be costly. + +To ensure appropriate security, businesses should purchase licensed AI applications and ensure that meeting recordings and AI outputs are retained in their own AI cloud instance, are used to train AI only for their use, and are encrypted during transmission and at rest. + +But many popular AI note-taking tools don't offer this level of control in their standard plans. They may: + +- Store your data indefinitely on their servers +- Use your conversations to improve their AI models +- Share data with third-party partners for analysis +- Lack proper encryption for data in transit and at rest + +This makes Business Associate Agreements (BAAs) crucial, especially for organizations in regulated industries. Businesses should structure their relationship with AI providers pursuant to appropriate data processing agreements, which ensure compliance with cybersecurity and privacy laws and outline the parties' respective roles and liabilities. + +The vendor security assessment should cover: + +- Where data is stored geographically +- Who has access to your data within the vendor organization +- Whether data is used for AI training purposes +- Encryption standards for data at rest and in transit +- Data retention and deletion policies +- Incident response procedures +- Compliance certifications (SOC 2, ISO 27001, etc.) + +### 4. Privilege Protection: When AI Recording Breaks Confidentiality + +This might be the most dangerous pitfall of all. Attorney-client privilege can be waived if confidential information is shared with a third party. + +Since AI transcription services may store transcripts, privilege could be inadvertently waived if a third party outside the circle of privilege has access to that data storage. + +The implications extend beyond legal conversations. Healthcare providers risk violating doctor-patient confidentiality, financial advisors may breach client confidentiality requirements, and any organization could inadvertently disclose trade secrets or sensitive business information. + +Unlike human-generated notes, which can fall under the protections of attorney-client privilege or other confidentiality safeguards, AI-produced content could be seen as a neutral document and easily [discoverable by opposing parties during legal proceedings](https://www.huffpost.com/entry/ai-notetaker-meetings-privacy_l_683dda81e4b0cceca4075fc6). + +### 5. Compliance Standards: Navigating Industry-Specific Regulations + +Different industries face different regulatory requirements, and AI note-taking can trigger compliance obligations you might not expect. + +#### HIPAA (Healthcare) + +Healthcare organizations face some of the strictest requirements. HIPAA's Security Rule mandates specific technical, administrative, and physical safeguards for electronic protected health information (ePHI), including end-to-end encryption, access controls, audit logging, and Business Associate Agreements with AI vendors. + +Any AI note-taking tool used in healthcare settings must: + +- Be covered by a signed Business Associate Agreement +- Encrypt data throughout the entire lifecycle +- Provide audit trails for all data access +- Allow for patient data deletion upon request +- Meet HITRUST validation requirements + +The penalties for HIPAA violations are severe, with fines ranging from thousands to millions of dollars, plus potential criminal charges. + +#### GDPR (Global/EU) + +The General Data Protection Regulation applies to any organization serving EU residents and requires explicit consent for processing personal data, data minimization principles, and the ability for individuals to access, correct, and delete their personal information. + +For AI note-taking, GDPR creates several specific challenges: + +- Recording a person's voice itself constitutes personal data processing +- Explicit consent is required from all EU participants +- Individuals have the right to request deletion of their voice data +- Data transfers outside the EU require additional safeguards +- Violations can result in fines up to 4% of annual global revenue + +#### CCPA/CPRA (California) + +California's privacy laws require businesses to provide notice at collection of personal information, including the categories collected and purposes of use. The California Privacy Rights Act expands protections for "sensitive personal information" including biometric data. + +Since voice recordings can be considered biometric identifiers, AI note-taking may trigger CCPA's sensitive data provisions, requiring additional consent and opt-out mechanisms. + +#### SOX (Financial Services) + +Financial services firms using AI note-taking for client communications must ensure proper data governance and retention policies. Client conversations may need to be preserved for regulatory examination, but they must also be protected from unauthorized access. + +#### FERPA (Education) + +Educational institutions must be particularly careful about AI note-taking in settings where student information might be discussed. Student records and information are protected under FERPA, and unauthorized disclosure can result in loss of federal funding. + +#### SOC 2 (System and Organization Controls) + +SOC 2 is a security framework that evaluates how organizations handle customer data. For AI note-taking tools, SOC 2 Type II compliance demonstrates that the vendor has implemented proper security controls around data processing, access management, and system monitoring. + +## AI Note-taking Legal Compliance Checklist + +Use this checklist to ensure your AI note-taking practices meet legal requirements and protect your organization from compliance risks. + +- ✅ Get consent from all meeting participants before recording (assume all-party consent required) +- ✅ Verify where your data is stored and whether it's used for AI training +- ✅ Review your vendor's data processing agreements - ensure they limit data use and provide proper security controls +- ✅ Protect privileged communications - ensure attorney-client, doctor-patient, or confidential business discussions remain protected (local processing helps maintain privilege) +- ✅ Ensure compliance with your industry regulations (HIPAA for healthcare, GDPR for EU data, CCPA for California residents, etc.) +- ✅ Implement data retention and deletion policies for meeting transcripts +- ✅ Monitor for unauthorized AI tool usage by employees ("[shadow AI](https://www.ibm.com/think/topics/shadow-ai)") +- ✅ Verify vendors encrypt data in transit and at rest, or use local processing to avoid data transmission entirely +- ✅ Maintain access controls for who can view transcripts +- ✅ Schedule regular compliance reviews as regulations change frequently + +## Choosing the Right AI Note-taking Solution + +Given all these compliance risks, your choice of AI note-taking tool largely determines whether compliance is a complex ongoing challenge or a manageable one-time setup. + +Cloud-based tools require extensive due diligence: vendor assessments, data processing agreements, cross-border transfer compliance, and ongoing monitoring. Each regulation adds another layer of complexity. + +Local-first solutions like Hyprnote eliminate most compliance challenges by processing everything on your device. When "not a single byte of your data leaves your device," you avoid: + +- Third-party data sharing risks +- Cross-border transfer regulations +- Vendor compliance certifications +- International data storage requirements + +Learn more about [Local AI](https://hyprnote.com/product/local-ai) + +**The bottom line:** Your architecture choice determines your compliance burden. Cloud tools require extensive legal and technical safeguards. Local-first tools like Hyprnote make compliance straightforward by design. + +For organizations serious about both productivity and legal protection, local processing isn't just safer—it's simpler. + +## About Hyprnote's AI Notetaker + +Hyprnote ai notetaker + +Hyprnote has an Apple Notes-like interface that feels instantly familiar, with powerful AI running locally in the background. + +As soon as you launch a new meeting, the AI assistant starts transcribing speech in real-time without any bots joining your call. + +When the meeting ends, it immediately presents a structured summary with key decisions, action items, and discussion themes automatically extracted. + +The AI can work completely hands-off, generating organized notes without any input from you. Or you can collaborate by jotting down key points, and the AI will intelligently expand your rough notes with context you might have missed while actively participating. + +**Key benefits:** + +- Complete on-device processing using Whisper and custom HyperLLM-V1 models +- Universal platform compatibility without requiring meeting bots +- Reduces Regulatory Compliance Surface Area and dependency on cloud vendors, making audits easier +- Enterprise features, including on-premises deployment and SSO integration +- Open-source transparency for security audits and customization + +[Download Hyprnote for MacOS](https://hyprnote.com/download) to experience truly secure AI note-taking. + + diff --git a/apps/web/content/articles/meeting-preparation-checklist.mdx b/apps/web/content/articles/meeting-preparation-checklist.mdx index 52c0aa8f90..72b1484b13 100644 --- a/apps/web/content/articles/meeting-preparation-checklist.mdx +++ b/apps/web/content/articles/meeting-preparation-checklist.mdx @@ -2,12 +2,13 @@ display_title: "Meeting Preparation Checklist: 7 Steps to Run More Productive Meetings" meta_title: "My Go-to Meeting Preparation Checklist" meta_description: "Use this meeting preparation checklist to walk into every call with clarity and confidence. Build a repeatable system to have productive meetings." -author: "Harshika" +author: "John Jeong" created: "2025-11-03" +coverImage: "https://ijoptyyjrfqwaqhyxkxj.supabase.co/storage/v1/object/public/public_images/blog/meeting-preparation-checklist/cover.png" --- -Walk into your next meeting with clarity instead of chaos. This checklist walks through the preparation steps that reduce meeting fatigue and help you run focused, effective meetings. +Walk into your next meeting with clarity instead of chaos. This checklist walks through the preparation steps that [reduce meeting fatigue](https://hyprnote.com/blog/how-to-reduce-meeting-fatigue) and help you run focused, effective meetings. ## Stop Scrambling Before Calls with This Meeting Preparation Checklist @@ -21,6 +22,8 @@ The manual approach is brutal: digging through old emails, Slack threads, and sc **A better system 💡:** Use an AI notetaker that lets you search across all past conversations instantly. With Hyprnote's Search feature, press cmd + k and type any keyword: a project name, a person, a specific topic. You'll see every note containing that term, along with when it was mentioned and who said it. +Preparation Checklist + Need deeper insight? Open AI Chat for any past meeting and ask questions like "What did Sarah say about the budget constraints?" or "Bring up notes related to the product launch timeline." The AI pulls exact context from transcripts so you're not working from memory. This matters because walking into a meeting armed with specific references shows preparation and keeps conversations focused on moving forward, not rehashing what's already been covered. @@ -46,6 +49,8 @@ When you know that two participants have historically disagreed on resource allo **Where to gather this intel 💡:** LinkedIn for professional background, your CRM for past interactions, and your meeting history. +Preparation Checklist + If you use Hyprnote, check the Contacts View in Finder to see every meeting you've had with each person, what they care about, and where previous conversations left off. Filter contacts by organization to understand team dynamics and spot patterns in what resonates with that company. ### 3. Sending the Briefing Package and Meeting Details @@ -112,6 +117,8 @@ Taking manual notes means you're distracted from the actual conversation. Missin Hyprnote solves this by running entirely on your device. No bot joins your call. No data leaves your machine. It just captures the conversation, both your microphone and system audio, so you have a complete record without the overhead. +Hyprnote + **What to consider when recording 💡:** - **Consent management:** In many jurisdictions and industries, you need explicit consent to record conversations. Mention recording in your meeting invite. For higher-stakes meetings, consider verbal confirmation at the start: "Just confirming we're recording this for our records, everyone comfortable with that?" @@ -133,6 +140,8 @@ Identify your recurring meeting types. For each, define the standard structure. Set a default template in Settings, and every meeting gets summarized in that format automatically. Or select a specific template right after finishing a recording for one-off meetings. +Preparation Checklist + To create a custom template, define your sections (the structure you want) and add system instructions (rules for the AI to follow). For example: - **For user interviews:** "For every bullet point you write, attach the user's actual quote as a reference next to it." Now every interview summary comes with supporting evidence automatically. diff --git a/apps/web/src/routes/_view/download/apple-silicon.tsx b/apps/web/src/routes/_view/download/apple-silicon.tsx index 5af2f74d6c..342339fab8 100644 --- a/apps/web/src/routes/_view/download/apple-silicon.tsx +++ b/apps/web/src/routes/_view/download/apple-silicon.tsx @@ -3,7 +3,7 @@ import { createFileRoute, redirect } from "@tanstack/react-router"; export const Route = createFileRoute("/_view/download/apple-silicon")({ beforeLoad: async () => { throw redirect({ - href: "https://desktop.hyprnote.com/download/latest/dmg-aarch64?channel=stable", + href: "https://desktop2.hyprnote.com/download/latest/dmg-aarch64?channel=nightly", }); }, }); diff --git a/apps/web/src/routes/_view/route.tsx b/apps/web/src/routes/_view/route.tsx index e2620e65fd..f4ca2774fd 100644 --- a/apps/web/src/routes/_view/route.tsx +++ b/apps/web/src/routes/_view/route.tsx @@ -19,6 +19,11 @@ export function useHeroContext() { return useContext(HeroContext); } +function getMaxWidthClass(pathname: string): string { + const isBlogOrDocs = pathname.startsWith("/blog") || pathname.startsWith("/docs"); + return isBlogOrDocs ? "max-w-[1400px]" : "max-w-6xl"; +} + function Component() { const router = useRouterState(); const isDocsPage = router.location.pathname.startsWith("/docs"); @@ -42,6 +47,8 @@ function Header() { const platform = usePlatform(); const heroContext = useHeroContext(); const platformCTA = getPlatformCTA(platform); + const router = useRouterState(); + const maxWidthClass = getMaxWidthClass(router.location.pathname); const handleCTAClick = (e: React.MouseEvent) => { if (platformCTA.action === "download") { @@ -58,7 +65,7 @@ function Header() { return ( <>
-
+
-