What an AI Meeting Assistant Does
An AI meeting assistant records the call, transcribes it, and hands you the summary, the decisions and the action items once it ends. The real choice is how it gets into the call: a bot that joins as a participant, or a recorder on your own computer. ScreenApp does both, and which one you want depends on the meeting.
The bot is a meeting bot for Zoom, Google Meet and Microsoft Teams. It reads Google Calendar and Microsoft Outlook calendars: once a calendar is connected, the bot joins every meeting with a Zoom, Google Meet or Teams link, about a minute before it starts. It shows up in the participant list as “<your name>'s Notetaker”, so everyone can see it’s there.
The other way in is a Chrome extension that records tab, screen, mic and camera. Nothing joins the call. You record your own tab, and the meeting looks exactly as it would without any tool running.
8,958 meetings were recorded on ScreenApp in the last 90 days. Either way you end up in the same place: a summary to read and a transcript to search, instead of a recording to rewatch.
What you get with every recording:
- A transcript with speaker identification
- AI notes: action items with an owner and deadline, and decisions listed separately
- chapters with timestamps, so you can jump to the part of the meeting you need
- AI chat with any recording, so you can ask a question instead of re-reading the transcript
- Export as PDF, DOCX, TXT, SRT and VTT
- Free plan: 2 transcriptions of recordings up to 45 minutes each
For a side-by-side breakdown of competing tools, see our best AI meeting agents guide.
How the AI Meeting Assistant Works
- Connect your calendar for the bot, or install the extension and open it before the call.
- Join the call as normal. The bot arrives on its own a minute before the start. With the extension, you pick the meeting tab and nothing joins.
- Read the transcript, AI summary and action items a few minutes after the call ends.
One thing people only find out after connecting: the bot goes to every meeting on that calendar that has a Zoom, Meet or Teams link, not just the ones you meant. If your work calendar is full of other people’s meetings, connect it knowing that, or use the extension for the calls you’d rather keep bot-free.
Accuracy depends on the audio each participant sends, so a call with several people talking over each other or a poor connection will have more gaps than a clear one-on-one. See how we measure accuracy.
Bot or No Bot?
| Meeting bot | Chrome extension | |
|---|---|---|
| How it joins | As “<your name>'s Notetaker” in the participant list | It doesn’t. It records your own tab |
| Starts | By itself, from your calendar | When you press record |
| Platforms | Zoom, Google Meet and Microsoft Teams | Anything that plays in a browser tab |
| Webex | Webex isn’t supported by the bot | Works |
Sources, checked 2026-09-17: ScreenApp meeting bot repository, ScreenApp meeting bot, ScreenApp Webex bot
Use the bot for your own recurring meetings: the weekly team sync, standups, one-on-ones you host. It turns up without you having to remember, which is the whole point on a day with six calls.
Use the extension when a bot in the participant list would change the room. A first sales call, a sensitive HR conversation, a client who asks “who is Notetaker?” before you’ve said hello. It’s also the only option on Webex and on any meeting tool the bot doesn’t support.
For developers, the bot is open source: github.com/screenappai/meeting-bot. The meeting recording API page covers running it yourself.
AI Meeting Assistant vs Other Apps
Sources, checked 2026-10-14: ScreenApp meeting bot repository, ScreenApp Chrome extension, ScreenApp pricing, Otter pricing, Fireflies pricing, Fireflies free plan guide, Fathom pricing, Tactiq plan guide, tactiq.io/pricing, Otter meeting assistant, Otter home page, Fireflies home page, Fathom home page, Tactiq home page, Fireflies home page, Fathom home page
How they actually differ:
- Otter.ai: Otter’s free plan caps you at 300 minutes a month, and Pro starts at $8.33 a month billed annually. ScreenApp’s free plan is 2 transcriptions of recordings up to 45 minutes each, with a bot-free recording mode built in rather than an add-on.
- Fireflies.ai: Fireflies offers a Chrome extension recording without the Fireflies bot on its free plan, with 400 minutes of storage and 20 AI credits a month. Its Business plan is $19 a month billed annually.
- Fathom: Fathom’s free plan has Unlimited recordings and transcriptions, and the paid plan is $16 a month billed annually. ScreenApp adds a bot-free recording option alongside the calendar bot.
- Tactiq: Tactiq’s transcriber reads meeting audio from the browser rather than sending a bot into the call. Its free plan gives 10 transcripts a month, and Pro is $8 per user a month billed annually.
ScreenApp connects to other tools through the API: it works with Zapier, Slack and Notion through the API, rather than shipping native CRM connectors.
Who Uses an AI Meeting Assistant
Sales reps on discovery and demo calls. They want objections, budget hints and competitor names on record without typing while the prospect talks, The extension suits a first call. The bot is fine once the client knows you. If the team has it set up, the transcript goes to the CRM through the API.
Customer success managers with a week full of renewals and QBRs. The commitments from each call collect in a shared meeting library, so whoever picks up the account next can search what was promised.
Product managers running user interviews, who need the customer’s exact words, not a paraphrase. A timestamped transcript pastes into a research doc as it is.
Executive assistants who need clean notes out within the hour, with the action items already split by owner.
Recruiters on interview loops, who share the candidate’s actual answers with the hiring panel instead of everyone’s memory of them.
Related tools: for a bot that joins Zoom calls specifically, see the Zoom bot; the Google Meet bot and the Teams AI note taker cover the other two platforms. For dedicated meeting minutes with action items and decisions, try Minutes AI or the meeting minutes generator. For full video recording, use the meeting recorder.
