Best AI note taker for teams: a shortlist sorted by bot rules, team size and calling app

Best AI note taker for teams: the shortlist

• Krisp: captures audio on your computer with no bot by default, lists a record-with-bot option, and offers a 7-day trial before Core, Advanced and Enterprise. Limit: it asks for calendar access by default.
• Otter: lists a free Basic plan, a notetaker that joins calls, and bot-free desktop and Chrome capture. Limit: workspace caps of 5 billed users on Pro and 25 on Business. See Krisp vs Otter AI.
• Fireflies: lists Free, Pro, Business and Enterprise, covers Zoom, Meet, Teams and more, and lists a Chrome extension that records without its bot. Limit: the free plan has limited AI summaries and 400 minutes of storage per team.
• Fathom: lists a free plan with unlimited recordings and a choice of bot-free capture (beta, Mac) or bot capture. Limit: its paid team plans list a two-user minimum.
• Read AI: lists a free plan with 5 meeting transcripts a month and adds an assistant to Zoom, Teams or Meet calls. Limit: free meetings are capped at one hour.
• Built-in tools: Zoom's My Notes, Google Meet's Take notes for me and Copilot in Teams. Limit: Meet and Teams notes stay inside their own platform, and Zoom's free tier limits My Notes uses.

Criteria that decide the choice

Five criteria separate these tools more than feature lists do. First, cost per seat for a year at your team size, in both billing settings. Second, bot rules: whether the tool joins the call, captures on a device, or offers both, and what clients see. Third, fit with the calling apps your team actually uses. Fourth, storage: how much each plan holds and where recordings live. Fifth, admin and consent controls such as who can start a recording and whether participants are told.

Write those five down before you open any pricing page, then compare vendors against the same list. The Krisp pricing worksheet shows the yearly arithmetic once you have the live per-seat figure.

Options compared: capture, free tier and team limits

• Capture: Krisp and Otter list device capture without a bot. Fireflies lists a Chrome extension. Fathom lists bot-free capture in beta for Mac. Read AI describes an assistant that joins calls.
• Free tier: Otter Basic, Fireflies Free, Fathom Free and Read AI Free are listed on the vendors' pages. Krisp lists a 7-day trial. Free tiers differ in minutes, summaries and storage, so read the limits.
• Team limits: Otter lists 5 billed users on Pro and 25 on Business. Fathom's Team and Business plans list a two-user minimum. Krisp lists unlimited members on every plan.
• Storage: Krisp lists 10 GB on Core and 60 GB on Advanced. Fireflies lists 8,000 minutes per seat on Pro and unlimited on Business. Otter lists unlimited storage on Pro.
• Billing: all five list per-seat plans with monthly and annual settings. Amounts differ by setting and region, so read each live US page.

Built-in options inside Zoom, Meet and Teams

Before paying for a separate tool, check what your calling app already does. Zoom's ZoomMate page describes My Notes, which captures conversations on Zoom, in person, on mobile and on third-party platforms, with a limited number of uses on the free tier and unlimited AI note-taking on the paid tier. Google's help page says Take notes for me needs an eligible Google Workspace edition or Google AI plan, writes notes into Google Docs and supports a list of spoken languages including English, Spanish and German.

Microsoft's page says Copilot in Teams depends on the organizer's setting, needs a transcript for questions after the meeting, and will not work in meetings hosted outside the participant's own organization, which matters for client calls. Meet and Teams notes only help for meetings held on their own platform, while Zoom says My Notes also works on third-party platforms with limited free uses, so a team that meets on all three should check which single tool covers every meeting.

Trade-offs between bot and bot-free capture

• A bot is visible and obvious to guests, which can double as a recording notice. Some clients dislike an extra participant.
• Device capture keeps the attendee list clean, but the person running it must tell others, and Krisp's help article warns that some platforms block chat messages or audio prompts.
• A bot can attend when you cannot. Krisp, Otter, Fireflies and Fathom each describe a bot option.
• Admin control matters at 10 or more people: Krisp lists note-taking mode enforcement on Advanced, and Google lets admins require consent before Take notes for me starts.

Which fit to pick by team size and tools

• 3 to 5 people: start with free tiers and trials. Check Otter's 5 billed user cap and Fathom's two-user minimum before choosing.
• 6 to 10 people: compare yearly cost per seat and storage, and check admin features before inviting everyone.
• 11 to 20 people: member caps, admin controls and single sign-on options matter more, and Krisp's SSO is on Enterprise.
• Mostly one platform: try the built-in notes first. See how to take meeting notes with AI for a trial routine.