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Record and summarize meetings with Notion AI

Record, transcribe and summarize Zoom, Meet or Teams calls with Notion AI Meeting Notes, with no bot in the call, then turn them into tasks in 15 minutes.

By Recaply EditorsBeginner14 min5 stepsUpdated

A desk microphone sends sound lines toward an open blank notebook as a hand holds a pencil above it

What you need

Transcripts work in 16 languages, including Spanish, French, German and Japanese. Speaker labels are English only.

  1. Step 1: Set up the desktop app

    3 min

    The desktop app hears both your mic and the call's sound, so both sides of the conversation get transcribed.

    1. Download the app from notion.com/desktop, or update it to version 4.7.0 or newer.
    2. Sign in to your Business or Enterprise workspace.
    3. When your computer asks, allow Notion to record the screen and system audio.

    You should see Notion open on your desktop, with permission to record the screen and system audio.

    Only your own voice gets transcribed?

    Notion is missing the system audio permission, or you're in the browser, which only hears the mic. Allow screen and system audio recording in your computer's privacy settings, then restart Notion.

  2. Step 2: Add a meeting notes block

    2 min

    Putting the notes inside your project page keeps the summary next to the work it's about.

    1. Open the page for the project or the meeting, such as your team's weekly page.
    2. Type /meet and pick the meeting notes option.
    3. Or open the Meeting notes tab in the sidebar to start a note on its own page.
    4. Type your agenda into the notes area. The summary takes your own notes into account.

    You should see a meeting notes block on the page, with a Start transcribing button.

    Nothing comes up when you type /meet?

    Check the app version first, since you need 4.7.0 or newer. Then check the plan: on Free and Plus, the trial may have run out.

  3. Step 3: Pick the summary format

    2 min

    Instructions shape the summary, such as a stand-up layout or a sales call layout.

    1. At the bottom of the block, open the Instructions menu. It's set to Auto at first.
    2. Pick a built-in format, such as the stand-up or team meeting one.
    3. Or click + Add custom instructions and paste the text below.
    4. To use a format every time, open its ••• menu and click Set as default.
    Your instructions
    Summarize in this order: decisions made, action items with an owner and a due date, open questions, and risks. Use short bullets. Quote numbers exactly as they were said.

    You should see your chosen format shown in the Instructions menu.

    You changed the format, but the summary looks the same?

    New instructions only apply to new or resumed recordings. Click Retry summary to rebuild an existing summary with them.

  4. Step 4: Record the call

    3 min

    Notion records from your own computer, so no bot joins the call and you need no outside recording tool.

    1. Join your Zoom, Google Meet or Teams call as usual.
    2. Ask everyone for consent. You can copy a ready-made consent message from the block's slider icon into the call chat.
    3. Click Start transcribing.
    4. When the meeting ends, click Stop. Notion can also stop by itself when the call ends.

    You should see a live transcript as people talk, then a summary with key points and action items.

    No summary appeared after you stopped?

    A summary needs at least 300 transcribed characters, about 1 minute of speech. Each person can also record up to 10 hours a day.

    To pick up after a break, click the slider icon at the top of the block and choose Resume transcription. This step's time doesn't count the meeting itself.

  5. Step 5: Turn the summary into follow-ups

    4 min

    A summary only helps once its action items reach the people who own them.

    1. Hover over a citation in the summary to see the line it came from. Click it to jump to that moment in the transcript.
    2. Run the Create follow-up tasks skill to turn the action items into tasks.
    3. Open Notion Agent from the face icon on the note, and ask a question such as "What concerns were raised?"
    4. Then paste the prompt below to get an update ready for Slack.
    Your prompt
    Rewrite this meeting summary as a Slack update for people who missed the call. Start with the 3 decisions that matter most, then list the action items with their owners. Keep it under 120 words.

    You should see follow-up tasks with owners, and a short update you can paste into Slack.

    The meeting skills don't show up?

    Skills work in the web and desktop apps only, not on mobile. You can manage them under Library > Skills.

You get

A transcript, a summary that links back to the transcript, and follow-up tasks from every meeting, with no bot in the call

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