How to Build a Team Memory Knowledge Base
1. Record Your Meetings Automatically
Start ScreenApp’s recording feature before any meeting. The tool captures audio, transcribes conversations in real-time, and stores everything in your searchable knowledge base. No manual note-taking required—the system handles transcription and timestamp indexing automatically.
2. Extract Decisions and Action Items
After each meeting, review the AI-generated summary. ScreenApp identifies key decisions, assigns owners to action items, and links them to relevant project documents. You can edit any entry, add tags, or connect related discussions from previous meetings.
3. Search Past Conversations Instantly
Use natural language search to find specific decisions, topics, or discussions. Type “pricing decision March” or “who owns the API integration” and get exact timestamps and transcript excerpts. The search engine understands context and surfaces relevant results across all stored meetings.
4. Share Knowledge with Your Team
Grant team members access to specific meeting archives or your entire knowledge base. New hires can read past discussions to understand context, and cross-functional teams can reference decisions without scheduling another meeting.
Team Memory vs Notion vs Confluence: Pricing and Features Comparison
| Feature | ScreenApp Team Memory | Notion | Confluence | Guru | Read AI |
|---|---|---|---|---|---|
| Pricing | $8-15/user/mo | $8/user/mo (Team) | $6-12/user/mo | $8-12/user/mo | $22/user/mo |
| Auto transcription | ✅ Built-in | ❌ Requires Fireflies | ❌ Requires add-on | ❌ Requires integration | ✅ Built-in |
| Action item extraction | ✅ AI-powered | ⚠️ Manual tagging | ⚠️ Manual macros | ⚠️ Manual cards | ✅ AI-powered |
| Natural language search | ✅ Context-aware | ⚠️ Keyword only | ⚠️ Keyword only | ✅ Context-aware | ✅ Context-aware |
| Meeting recordings storage | ✅ Unlimited | ❌ Requires embed | ⚠️ Limited | ❌ Requires integration | ✅ Unlimited |
| Chrome extension | ✅ Free | ⚠️ Limited | ❌ Premium only | ✅ Free | ✅ Free |
| Mobile app | ✅ iOS + Android | ✅ iOS + Android | ✅ iOS + Android | ✅ iOS + Android | ✅ iOS + Android |
| Slack integration | ✅ Real-time | ✅ Real-time | ✅ Real-time | ✅ Real-time | ✅ Real-time |
| Security & encryption | ✅ SOC 2 | ✅ SOC 2 | ✅ SOC 2 | ✅ SOC 2 | ✅ SOC 2 |
| Best for | Meeting-focused teams | Flexible workspaces | Atlassian users | Verified knowledge | Enterprise analytics |
Why ScreenApp Team Memory costs less: We focus on meeting capture and searchable transcripts, not bloated wiki features most teams never use. Notion charges $8/user for basic features then upsells AI ($10/mo extra). Read AI charges $22/user for similar meeting memory. We include everything at $8-15/user with no hidden AI credits.
Why Not Use ChatGPT or Gemini for Team Memory?
ChatGPT, Claude, and Gemini can store meeting notes, but they have major limitations for team knowledge management:
What AI assistants can’t do:
- No persistent team memory - ChatGPT Projects have small storage quotas (few MB max). Your team can’t build an unlimited knowledge base.
- No automatic meeting capture - You must manually copy transcripts into the chat. No audio recording, no speaker identification, no timestamp indexing.
- No searchable archive - Finding a specific decision requires scrolling through old chats or re-uploading files. No dedicated search interface.
- No access control - Everyone with the Project sees everything. You can’t restrict sensitive HR discussions or financial decisions.
- No audit trail - Edits overwrite previous content. No version history or “who changed what when” tracking.
- No integrations - You can’t push action items to Jira, sync with Slack, or export to Confluence without custom code.
What ScreenApp Team Memory adds:
- Records meetings automatically with speaker labels and timestamps
- Stores unlimited transcripts in a searchable, encrypted database
- Lets you set permissions per meeting or project
- Tracks every edit with full version history
- Integrates directly with Slack, Teams, Google Calendar, and task managers
- Exports to PDF, markdown, or CSV for external archiving
ChatGPT is great for drafting one-off summaries. But for a real team knowledge base that scales to hundreds of meetings, you need dedicated infrastructure.
Who Needs Team Memory for Meeting Notes?
Knowledge Managers and Ops Teams
Knowledge managers spend hours creating documentation from scattered meeting notes. ScreenApp automatically captures discussions, identifies key decisions, and links them to project docs—reducing manual documentation work by 60%. Instead of chasing people for updates, you have a searchable archive of every decision and its rationale.
Remote and Hybrid Teams
Remote teams lose context when people join late or miss meetings. ScreenApp records every meeting with searchable transcripts, so new team members can catch up without scheduling another call. Distributed teams across time zones can reference discussions asynchronously instead of waiting for someone’s workday to start.
Project Managers Running Multiple Projects
Project managers need clear accountability for action items and decisions. ScreenApp extracts tasks with owners and due dates, then tracks them in one dashboard. You can search “API integration decision” and find the exact meeting where it was discussed, who owned it, and what the timeline was.
HR Teams Managing Performance and Feedback
HR professionals need secure records of performance reviews, feedback sessions, and team discussions. ScreenApp provides encrypted storage with granular access control, so sensitive conversations stay private while maintaining a searchable history for compliance and documentation purposes.
Executive Teams Making Strategic Decisions
Executives need quick access to prior strategic discussions without digging through email threads. ScreenApp gives leadership teams a structured archive of board meetings, planning sessions, and decision rationales—making it easy to review context before quarterly planning or investor updates.
Training and Development Teams
Training teams run workshops and onboarding sessions that should become reusable resources. ScreenApp captures training sessions, identifies key lessons, and lets you build a library of searchable content for continuous improvement and new hire onboarding.
FAQ
What is team memory in knowledge management?
Team memory is a searchable database of meeting notes, decisions, and action items that captures what was discussed, decided, and assigned during team conversations. It lets you find specific decisions by searching keywords, dates, or topics instead of digging through email threads or old documents.
How do I create a team knowledge base from meeting notes?
Record meetings with ScreenApp, which automatically transcribes discussions and identifies key decisions. Review the AI-generated summary, add tags for relevant projects, and assign action items to owners. The system stores everything in a searchable archive that your team can query with natural language.
Is team memory software secure for confidential meetings?
Yes. ScreenApp uses AES-256 encryption for stored recordings and TLS 1.3 for data in transit. You can set granular permissions per meeting or project, so sensitive HR or financial discussions remain private. All data storage complies with SOC 2 Type II and GDPR requirements.
Can I export meeting notes from Team Memory?
Yes. You can export individual meetings or entire projects as PDF, markdown, or CSV files. Exports include full transcripts, action items, and timestamps. This makes it easy to archive records externally or share with stakeholders who don’t have ScreenApp access.
How is Team Memory different from Notion or Confluence?
ScreenApp Team Memory is purpose-built for meeting capture—automatic transcription, speaker identification, and action-item extraction are included. Notion and Confluence require manual note-taking or third-party integrations like Fireflies ($18/user/mo extra). ScreenApp includes everything at $8-15/user with no add-ons.
Does Team Memory work with Slack and Microsoft Teams?
Yes. ScreenApp integrates with Slack and Microsoft Teams to notify you when meetings are transcribed, post action-item reminders, and let you search meeting content directly from chat. You can also trigger recordings from Slack slash commands.
How long does ScreenApp store meeting recordings?
ScreenApp stores meeting recordings and transcripts indefinitely on paid plans. Free trials include 30 days of storage. You can delete meetings manually at any time or set automatic deletion policies for compliance requirements.
Can I search meeting transcripts by speaker or topic?
Yes. The search engine supports filters for speaker name, date range, project tags, and keywords. You can also search by natural language questions like “What did Sarah say about pricing?” and get exact transcript excerpts with timestamps.
How does Team Memory help with employee onboarding?
New hires can access a curated archive of relevant meetings by project or team. Instead of scheduling “catch-up” meetings, they can read past discussions, understand decision context, and see who owns what—cutting onboarding time by 40% for most teams.
Is there a free trial for Team Memory?
Yes. ScreenApp offers a 14-day free trial with full access to Team Memory features—unlimited meeting recordings, transcription, and search. No credit card required. You can export your data before the trial ends if you decide not to continue.
