Collaborative meeting tool with AI summaries
Jul 6 – Oct 25, 2026Updated Oct 25, 2026
Reviewed by Dimitry Apollonsky
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Widest split: Granola, 17% on ChatGPT and 96% on Google AI Mode.
Questions and answers
Google AI ModeOct 25, 2026
When meeting notes are scattered, you don't just need a
transcription bot—you need a centralized workspace that captures, summarizes, and organizes team knowledge into a single source of truth.The top collaborative meeting tools with AI-powered summaries vary depending on how your team works:
- Fellow — Best for collaborative agenda-setting and team alignment. Unlike standalone recording bots, Fellow is built around the meeting lifecycle. It combines collaborative agendas, action items, and AI-powered summaries in one workspace, making it ideal for teams trying to stop notes from scattering in the first place.
- Fireflies.ai — Best for searchable institutional memory. It joins your calls across Zoom, Meet, and Teams, transcribes everything, and builds a centralized knowledge base where you can search past conversations, track speaker analytics, and push summaries directly to Slack or Notion.
- Fathom — Best for ease of use and value. Highly rated for its generous free tier (with unlimited recordings) and crisp AI summaries. It easily highlights key moments and syncs action items across your team's stack.
- Granola — Best bot-free alternative. If your team dislikes having an uninvited "AI bot" sitting in video calls, Granola runs locally on your desktop to combine your personal rough notes with clean system audio into structured AI summaries.
- tl;dv — Best for product, engineering, and client-facing teams. It lets you tag, clip, and organize time-stamped video highlights alongside AI summaries, making it simple to share crucial snippets across Confluence or Slack.
To help narrow down the best fit, tell me:
- What video conferencing platform do you primarily use (Zoom, Google Meet, Microsoft Teams)?
- Do you prefer a bot that joins calls automatically or a bot-free notepad style?
- Do you need to sync notes into a CRM or project management tool (like Notion, HubSpot, or Jira)?
Sources cited in this answer5
- youtube.comThe Best AI Notetakers You're Not Using in 2026
- techrepublic.com6 Best AI Meeting Note Takers for 2026: Fathom, Otter, Fireflies and More - TechRepublic
- reddit.com5 Best AI-powered Note Takers in 2026: I Tested Krisp, Fathom ...
- justtalkingtech.medium.comMedium
- youtube.comBest AI Note Takers for Meetings: Ranked for 2026
ChatGPTOct 25, 2026
If your meeting notes are scattered across docs, chat threads, and people's personal notes, I'd prioritize a tool that does more than transcribe meetings. The best solution combines AI-generated summaries, searchable meeting history, clear action items, and a shared workspace where the whole team can find decisions later.
The key distinction is between tools that capture meetings and tools that organize your team's knowledge. The latter is what solves the scattered-notes problem.
My top picks for collaborative AI meeting notes
1. Fellow
(Best for team collaboration)
Fellow brings meeting agendas, shared notes, AI summaries, decisions, and assigned action items into one workflow. Its meeting-history AI can help teams find information from previous conversations, too.
Why I'd choose it: It addresses the whole meeting process, not just transcription.
Team plan reported from $7/user/month, billed annually.
2. Fireflies.ai
Best for finding old meeting notes
Automatically captures meeting transcripts, generates summaries, identifies action items, and makes conversations searchable. Its integrations help distribute information to other business tools.
Why I'd choose it: If your biggest frustration is not being able to find what someone said in a meeting weeks ago.
Pro plan reported from $10/seat/month, billed annually.
3. Fathom
Best for getting started free
Creates concise meeting summaries, transcripts, and shareable highlights for Zoom, Google Meet, and Microsoft Teams.
Why I'd choose it: An easy way to standardize meeting recaps without committing to a large software rollout. Some team collaboration features require a paid plan.
Free plan available; team plan reported from $15/user/month, billed annually.
4. Notion
Best for a central knowledge hub
Organizes meeting notes alongside project plans, documentation, and team decisions. It's particularly compelling if your team already uses Notion as its shared workspace.
Why I'd choose it: Your meeting notes can live next to the work they inform, rather than in a separate transcription app. Check which AI meeting-capture features are included in your plan.
Which one should you choose?
If your priority is… My pick Shared agendas, decisions, and follow-through Fellow Searching across lots of past meetings Fireflies.ai Simple summaries on a free plan Fathom One workspace for notes and project knowledge Notion My recommendation: start by evaluating Fellow and Fireflies.ai side by side. If your main problem is coordinating work after meetings, Fellow is the stronger starting point. If your main problem is locating past discussions across a large volume of calls, start with Fireflies.
Whichever you choose, make sure it can export or sync notes into your team's existing workspace. Otherwise, you risk creating yet another place where information gets scattered.
One question to narrow it down
Where do most of your meetings happen today?
1. Meeting platform
Microsoft Teams
Zoom
Google Meet
A mix of platforms
2. Team size
1–5 people
6–20 people
21–100 people
100+ people
3. Biggest pain point
Shared notes and action items
Finding old notes and decisions
Connecting meetings to projects and documents
Privacy and enterprise controls
4. Budget
Prefer free or low-cost
$10–20 per user/month
Flexible for the right solution
[Find the best fit]
Sources cited in this answer12
- meetingnotes.comThe 10 Best AI Note Takers in 2026 (Tested and Ranked)
- meetingnotes.comThe Best AI Meeting Summary Tools in 2026
- fellow.aiSecure AI Meeting Assistant for Enterprise and Regulated Teams | Fellow
- fireflies.aiAutomated Meeting Notes: How It Works and Best Tools [2026]
- zapier.comThe 11 best AI meeting assistants in 2026 | Zapier
- fireflies.aiFireflies.ai | #1 AI Teammate for Meetings, Email, Chat & CRM
Google AI ModeOct 16, 2026
Here are the top shared platforms for team meeting notes that
automatically generate AI summaries, categorized by your team's specific collaboration style:- Fellow stands out as the best overall for team collaboration. It combines collaborative meeting agendas, action items, and AI-generated summaries in one place. It integrates smoothly with project management tools like Asana, Jira, and Monday.com, and places a heavy emphasis on security and data privacy (not using meeting data to train third-party models).
- Fireflies.ai is ideal if your team wants deep analytics alongside summaries. An AI bot joins your video calls to record, transcribe, and synthesize action items. It features robust team workspace sharing, searchable conversation archives, and speaker talk-time analytics.
- Fathom is a great choice if you want a reliable, user-friendly platform with a generous free tier for individuals and scalable team-sharing features. It highlights key decisions and action items instantly and makes it easy to clip and share specific moments of a call with teammates who missed it.
- Read.ai focuses heavily on meeting efficiency, tracking engagement, sentiment, and participant talking time alongside the standard automated summaries. It works across Zoom, Teams, and Google Meet and creates unified team dashboards to track meeting health.
- Granola takes a unique "bot-free" approach. Instead of an uninvited AI avatar sitting in your call, it runs locally on your device, allowing you to take rough personal notes that the AI then combines with the audio transcript to craft a polished summary.
To help narrow down the best fit, tell me:
- Which video conferencing tool does your team use (Google Meet, Zoom, Microsoft Teams)?
- Do you prefer a bot that joins the call automatically, or a bot-free option?
- Are there any strict data privacy or security compliance requirements your team needs to follow?
ChatGPTOct 16, 2026
If your team's meeting notes are scattered across chat messages, documents, and people's personal notebooks, I'd recommend a shared AI meeting-notes platform that automatically transcribes calls, generates summaries, captures decisions and action items, and keeps everything searchable in one place.
My first choice to try would be Fathom for a straightforward, cross-platform solution. If your team needs deeper integrations and a searchable archive of past meetings, I'd also evaluate Fireflies.ai. Both are designed to reduce manual note-taking and make meeting outcomes easier to share.
Three platforms worth considering
1. Fathom
(Best overall starting point)
An easy option for teams that want automated notes without a complicated workflow. Generates summaries, decisions and action items, supports Zoom, Google Meet and Microsoft Teams, and can sync information to Slack, Notion and task-management tools.
Pricing: Free plan available; team features vary by plan.
2. Fireflies.ai
Best for a searchable meeting archive
A strong candidate if you want to find what was discussed weeks ago, search across conversations, and connect meeting notes to other business tools. Particularly worth evaluating if your team uses several meeting platforms or sales systems.
Pricing: Free tier available; advanced features are plan-dependent.
3. Otter.ai
Best for transcripts and team collaboration
Provides live transcription, AI summaries, action items and searchable meeting history. Its shared Channels organize meetings by team, project or topic, helping everyone find the right notes.
Pricing: Free plan available; paid plans add collaboration and administrative features.
What I'd choose for your team
- Choose Fathom if you want the quickest way to start producing and sharing summaries.
- Choose Fireflies.ai if your biggest problem is finding information across a growing library of meetings.
- Choose Otter.ai if accurate, live transcripts and collaborative note editing are priorities.
- Already standardized on Microsoft Teams? Check its built-in intelligent recap first; it can provide AI meeting notes and suggested tasks, subject to licensing and configuration.
One important setup tip
Whichever platform you choose, establish a shared structure for every meeting summary:
- Key takeaways
- Decisions made
- Action items, owners and deadlines
- Open questions
- Recording and transcript link
That gives your team a consistent source of truth rather than simply creating more notes. Also check your company's recording-consent rules, retention requirements and AI data policies before enabling automatic capture.
One question so I can narrow this down: What does your team primarily use for calls?
1. Meeting platform
Microsoft Teams
Zoom
Google Meet
A mix of platforms
2. Team size
1–5 people
6–20 people
21–100 people
100+ people
3. Most important outcome
One shared, searchable library
Automatic action items and follow-ups
Keep costs low
Enterprise security and administration
[Find the best fit]
Sources cited in this answer10
- fathom.aiZoom, Google Meet & Teams AI Note Taker | Fathom
- sentra.appBest AI Meeting Assistants for Teams (2026)
- learn.ynteractive.comFathom vs Fireflies vs Otter: AI Note-Takers Compared
- fathom.aiFathom AI Notetaker - Never Take Notes Again
- fathom.aiFathom AI Notetaker - Never Take Notes Again
- fireflies.aiFireflies.ai | #1 AI Teammate for Meetings, Email, Chat & CRM
i want an ai note taker app - which ones should I try?
Summary
Answers point to Otter.ai for live collaboration and Granola for bot-free hybrid notes, without a single clear pick.
Also asked as
- I need a way to centralize our team's meeting notes. Can you recommend a collaborative platform that automatically generates AI summaries?
