Glossary
What is an AI notetaker?
Software that records a meeting, transcribes it and writes a summary with decisions and action items, so nobody takes notes by hand.
Definition
An AI notetaker is software that records a meeting, transcribes it and writes a summary with decisions, action items and follow-ups, so no one has to take notes by hand. Some join the call as a visible bot participant; others capture audio directly on your computer without adding anyone to the meeting.
How an AI notetaker works
The tool captures the meeting audio, converts speech to text with speaker labels, and then uses a language model to write a summary. A good summary is short and structured: what was discussed, what was decided, who owns what, and the next step with a date. Many notetakers also push notes into a CRM or draft a follow-up email.
Bot-based vs bot-free recording
- Bot-based. A bot joins the Zoom, Google Meet or Teams call as an extra participant and records from inside the meeting. It's easy to set up and works on any device, but everyone sees the bot, and some hosts or companies block them.
- Bot-free (on-device). A desktop app captures audio from your own computer. No extra participant appears, and it works with any meeting tool. The trade-off is that it needs an app installed and only records meetings you attend from that machine.
Consent and recording laws
Recording rules differ by country and by state, so this is general information, not legal advice. In the US, federal law allows recording when one party to the conversation consents. Some states go further: Washington, for example, requires the consent of everyone in a private conversation, though a clear announcement that the call is being recorded can count as consent there. Other countries have their own rules.
The simple, safe habit: tell everyone at the start that you're recording and why, whether a bot is visible or not.
What to look for
- Accurate transcripts with correct speaker labels, especially on names and product terms.
- Action items with owners, not just a wall of summary text.
- Where notes go: linked to the right contact and deal, not stuck in a separate app.
- Privacy controls: who can see recordings and how long they're kept.
How Siela AI uses it
Siela records meeting notes from its desktop app with no bot, then produces a transcript, decisions, owners and follow-ups linked to the contact, and drafts a follow-up email for your approval.
Questions
Is it legal to use an AI notetaker?
Generally yes, as long as you follow the recording consent rules where you and the other participants are. Some places allow recording with one party's consent; others require everyone's. This isn't legal advice, but announcing the recording at the start is a simple habit that covers most situations.
Can other people see an AI notetaker in a meeting?
With a bot-based notetaker, yes: it joins as a named participant. A bot-free notetaker records on your own computer, so no extra participant appears. Either way, it's good practice to tell people you're recording.
What is the difference between an AI notetaker and a transcription tool?
A transcription tool turns speech into text. An AI notetaker goes further: it summarizes the conversation, pulls out decisions and action items, assigns owners, and often drafts a follow-up or updates your CRM. The transcript is the raw material; the notes are the useful output.
Sources, checked 25 October 2026: 18 U.S. Code § 2511(2)(d) (Cornell LII): one-party consent under federal law, Washington RCW 9.73.030: consent of all parties to record private conversations.
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