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Start an assessmentHow do I summarise long client meetings with AI?
Use an AI tool to transcribe the call and draft the summary, then check names, figures, decisions and actions before it goes to the client.
The short answer
An AI tool can draft your meeting notes, and a person checks them before they go out
Connect an AI meeting tool to Zoom, Teams or Google Meet. It transcribes the call and drafts a summary with action items after the call ends. Check the names, figures, decisions and actions, correct any errors, then send the summary to the client.
For a small team, the main choices are which tool fits your call platform and how to use it with clients. The risks to manage are the rules on recording and transcription, how the provider handles the data, and an unchecked summary that gives an action to the wrong person or records a decision incorrectly.
Below we compare six tools, set out the privacy and consent questions to answer before you switch one on, and describe five habits that help a team act on the notes.
Tools compared
Six AI meeting tools for small teams
Plans, prices and features change often. Check each provider's current pricing page and documentation before choosing. The right choice depends mainly on which call platform you use most.
TagZoom users
PlatformsZoom
PriceFree and paid plans. Check current pricing.
Strengths- Records and summarises Zoom calls
- Structured summaries with action items
- Check how it joins the call and what participants see
WatchCheck which call platforms your plan supports before using it for Teams or Google Meet calls
TagSimple setup
PlatformsZoom · Teams · Google Meet
PriceFree and paid plans. Check current pricing and usage limits.
Strengths- Works with Zoom, Teams and Google Meet
- Live transcription during the call
- Speaker identification with named participants
WatchFree plan usage limits can run out quickly for a busy team. Check the current allowance.
TagCRM users
PlatformsZoom · Teams · Google Meet · Phone
PriceFree and paid plans. Check current pricing.
Strengths- Connects to CRM systems such as Salesforce, HubSpot and Pipedrive
- Topic tracking and keyword search across transcripts
- Talk-time and conversation metrics
WatchThe note-taker joins as a visible participant, which some clients may find distracting
TagRemote teams
PlatformsZoom · Teams · Google Meet
PriceFree and paid plans. Check current pricing.
Strengths- Highlights and clips for sharing after the call
- Support for several languages
- Connections to Slack and Notion
WatchCheck that its summary format suits client-facing notes before relying on it for them
TagTeams users
PlatformsMicrosoft Teams
PriceNeeds a Microsoft 365 Copilot licence. Check current pricing.
Strengths- Built into Teams, with no separate note-taker to add
- Meeting recap in the Teams interface after the call
- Managed through your Microsoft 365 admin settings
WatchCheck whether your Microsoft 365 plan includes Copilot before buying it separately
TagNotion teams
PlatformsUpload or paste transcript
PricePart of Notion's paid AI offering. Check current pricing.
Strengths- Summarises a transcript you add to Notion
- Summaries sit in your existing Notion workspace
- Suits teams that already document their work in Notion
WatchCheck whether the current version records calls or needs a transcript from another tool
Privacy and consent
What to check before switching AI transcription on
These are four areas to check before using AI meeting tools on client calls. This section gives general information. Take legal advice on your own situation.
Tell everyone on the call that an AI note-taker is in use before it starts, and give them a chance to object. Whether you also need consent, and what you must tell people about how the recording and transcript are stored, depends on the context: who is on the call, what is discussed, your sector and your contracts. Check the rules that apply to your business and take advice for sensitive calls.
Many AI meeting tools process audio on the provider's own cloud servers, which may be outside the UK. Before using a tool for legally sensitive, medical or confidential conversations, read the provider's data processing terms and check where data is stored, how long it is kept and who can access it.
Raw transcripts contain everything said in the meeting, including remarks made in passing or off the record. Review them before forwarding. Send a structured summary of what was agreed, and share the full transcript only if the client asks for it.
Some client contracts include clauses about the confidentiality of meeting content or limits on third-party processing. If you work in legal, finance or healthcare, review your standard agreements before using AI transcription on client calls.
Good practice
Five habits that make AI meeting notes useful
These habits help a team act on AI meeting notes once the call ends.
- 01Send the summary soon after the call
A checked summary sent while the meeting is fresh gives both sides a record of what was agreed and a reference for later decisions. Agree a target with your team, for example the same working day, and keep to it.
- 02Use a consistent summary format
Set up your tool, or a follow-up prompt, to produce summaries in the same structure each time: decisions made, actions with owners and deadlines, open questions and the next meeting date. Clients learn where to look, and your team spends less time reformatting notes into follow-up emails.
- 03Give each action an owner
An action such as 'look into the budget question' leaves the owner and deadline open. 'Finance lead to confirm the Q3 budget figure by [date]' names both. When you review the AI summary, check that each task has a named person, including tasks on the client's side.
- 04Use the summary to prepare for the next call
Reading the last summary aloud at the start of a call takes time and adds little. Use it to prepare: check it beforehand, confirm what has been done, and open the meeting by asking whether anything on the recap needs discussing.
- 05Review the summary before forwarding it
AI transcription makes mistakes. Speaker attribution can mix up voices, and names, figures, technical terms, product names and acronyms are common errors. Before the summary goes to the client, check names, figures, decisions and actions against what was said.
Common questions
FAQs
Do I need to tell people the meeting is being recorded?
Telling everyone at the start that an AI note-taker is in use, and giving them a chance to object, is good practice. Whether you also need consent, and what you must tell people about how the recording and transcript are stored, depends on who is on the call, what is discussed and your sector. Check the rules that apply to you and take advice for sensitive calls. This is general information. Take legal advice on your own situation.
Can I use an AI meeting tool for calls with external clients?
Yes, if you tell the client first and they are comfortable with it. Mention it before the call starts, for example: 'I use an AI note-taker to keep a record of what we agree. Are you happy for me to use it today?' If a client objects, take notes by hand or use another method they agree to.
Are AI meeting summaries accurate enough to send to clients?
They make a useful first draft and need checking before they are sent. AI tools mishear names, confuse similar-sounding terms and miss context that was implied. Before forwarding a summary, check names, figures, decisions and actions, correct speaker attributions, and confirm each action has the right owner and deadline.
What's the best free AI meeting tool?
Several of the tools above have a free plan or trial, and the limits change. Compare them on the platform you use: Fathom for Zoom, Otter.ai across several platforms, and Copilot if your Microsoft 365 plan already includes it. Check each provider's current plan details before choosing.
Where is the meeting data stored, and who can access it?
It varies by tool. Many AI meeting tools process audio on the provider's own cloud servers, so the content of your calls leaves your systems. For sensitive client conversations, such as legal, financial or medical calls, read the provider's data processing terms, check where data is stored and how long it is kept, and decide whether the tool is appropriate. Some providers offer a choice of data location on certain plans.
Can AI summarise a call I didn't record in real time?
Many tools let you upload an audio or video file for transcription and a summary after the call. If you recorded a call on Zoom, Teams or Google Meet without the AI tool active, check whether your tool accepts uploads. Processing time depends on the tool and the length of the recording.
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