What an AI Meeting Assistant Does
An AI meeting assistant joins or records your calls, writes a transcript as people speak, pulls out action items and decisions, and hands you a summary once the meeting ends. ScreenApp offers both models: a meeting bot for Zoom, Google Meet and Microsoft Teams that joins from your calendar as a visible participant, and a Chrome extension that records tab, screen, mic and camera for when you would rather record your own tab with no bot in the call at all.
13,023 meetings were recorded on ScreenApp in the last 90 days. Either way, you read the summary and search the transcript instead of rewatching the recording to remember what was said.
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
Pick the mode that fits the call. For meetings on your calendar, connect it once and the bot joins automatically. For a call you would rather keep bot-free, start the extension before you join.
Three-step process:
- Connect your calendar or open the extension: Link Google Calendar and Microsoft Calendar for auto-join, or open the Chrome extension that records tab, screen, mic and camera before your call.
- Join the call as normal: With the calendar bot, it joins on schedule and everyone on the call can see it, the same way any other meeting bot does. With the extension, nothing joins as a participant.
- Read the transcript and notes: The transcript, AI summary, and action items are ready a few minutes after the call ends.
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.
AI Meeting Assistant vs Other Apps
Sources, checked 2026-09-28: ScreenApp meeting bot repository, ScreenApp Chrome extension, ScreenApp pricing, otter.ai/pricing, Fireflies pricing, guide.fireflies.ai/articles/4027724828-learn-about-the-fireflies-free-plan, fathom.ai/pricing, Tactiq plan guide, tactiq.io/pricing, otter.ai/otterpilot, otter.ai, fireflies.ai, fathom.ai, tactiq.io, fireflies.ai, fathom.ai
How they actually differ:
- vs 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.
- vs 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.
- vs 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.
- vs 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 AEs running discovery and demo calls use the assistant to log objections, budget hints, and competitor mentions without typing during the call. They review the summary and action items a few minutes after the call ends, and pull the transcript into their CRM through the API if their team has that set up.
Customer success managers handling QBRs and renewals run many customer calls a week. The assistant captures commitments and pushes summaries into a shared log so the whole team sees what was said without rewatching recordings.
Product managers running user interviews need verbatim quotes, not paraphrased notes. The assistant produces timestamped transcripts that paste cleanly into a research doc, with themes and pain points easy to spot across sessions.
Executive assistants supporting leadership sit in on strategy meetings, board prep, and partner calls where they need clean notes within the hour. The assistant produces the summary, splits action items by owner, and the recap can go out to attendees before the next meeting starts.
Hiring managers and recruiters on interview loops use the assistant to capture exact answers to structured interview questions and share debrief notes with the hiring committee, instead of relying on memory in the debrief.
Related tools: for a bot that joins Zoom calls specifically, see the Zoom bot. For dedicated meeting minutes with action items and decisions, try Minutes AI. For full video recording, use the meeting recorder.
