Start with the notes already available through your organisation's meeting platform. If they meet your language, recording and sharing needs, a separate app may add little. If they do not, compare alternatives using the output you actually send after a meeting: decisions, owners, deadlines and open questions.
We publish Notibo. This is a documentation-based comparison checked on 11 October 2026, not an independent accuracy ranking. Prices are US list prices where stated; annual equivalents require annual billing. Regional offers and taxes can differ.
Choose the meeting before choosing the app
| Your main need | Where to start | What to check |
|---|---|---|
| Notes from calls in your existing platform | Teams, Google Meet, Zoom | Licence, language and sharing permissions |
| Frequent calls across platforms | Fathom, Fireflies, Otter, tl;dv | Capture mode, session cap and storage retention |
| A discussion around a table | Supported microphone or in-person mode | Whether the room's quieter speakers are audible |
| A checked written follow-up from permitted audio | Notibo or a transcript editor | Correction, export and access to your original audio |
Do not assume that an app uses only the recording method it first became known for. Several tools now offer both meeting bots and capture without a bot. That still does not establish permission to record.
What Teams, Google Meet and Zoom already provide
Microsoft Teams
Intelligent recap is available through Teams Premium or a qualifying Microsoft Copilot licence. AI notes require a transcribed meeting lasting at least five minutes. Danish is among the supported languages.
Direct intelligent-recap access is limited to invited people in your organisation. Microsoft also documents sending the generated summary by email to external participants. Check that distinction if you work with clients: access to a recap page and receiving a copy of its notes are different things.
Google Meet
Take notes for me requires an eligible Workspace edition or Google AI plan. It supports English, French, German, Italian, Japanese, Korean, Portuguese and Spanish, one language at a time. Danish is not listed.
Google now documents notes for in-person and on-the-go conversations too. For meetings, participants are notified and the notes are saved in the organiser's Drive. Check the actual sharing setting and eligible account instead of assuming everyone in an invitation can access the resulting document.
Zoom
Zoom pricing lists three hosted meeting summaries monthly on Basic and unlimited meeting summaries on Pro. Pro is US$16.99 monthly or US$14.16 per user per month billed annually. The meeting-summary support guide still lists licensed paid accounts as a requirement, so confirm Free availability in your own account.
Zoom also offers a distinct My Notes feature for in-person and cross-platform conversations. Do not assume a limit for hosted meeting summaries describes every note-taking feature in the product.
Independent meeting assistants
Otter: check session length and language
Otter Basic provides 300 monthly transcription minutes, a 30-minute cap per conversation and three lifetime file imports. Pro costs US$16.99 monthly or US$8.33 per month billed annually, with 1,200 minutes, 90-minute conversations and ten monthly imports.
Otter lists six transcription languages: English, Spanish, French, German, Japanese and Chinese. A 30-minute limit can be enough for a short check-in but does not cover a one-hour planning meeting. See Otter alternatives if language or duration is the obstacle.
Fireflies: free transcription has conditions
Fireflies pricing lists Pro at US$18 monthly or US$10 per seat per month billed annually; Business is US$29 or US$19 respectively. Free and Pro have a two-hour recording limit; Business allows three hours.
Free unlimited transcription depends on the documented auto-join configuration. Without the qualifying setting, the allowance is three transcription credits. Storage, summaries and AI credits have separate limits, so read beyond the word unlimited. Fireflies offers a meeting bot and capture without a bot through supported extension and desktop options. Our Fireflies comparison explains those limits and the conflicting wording on its language pages.
Fathom: generous capture, separate AI allowances
Fathom Free includes unlimited recordings and transcriptions, while advanced summaries are limited to five calls monthly. Premium is US$20 monthly or US$16 per month billed annually.
Fathom's older transcription list includes Danish. Its 3.0 update announces native-language summaries in 39 languages, with a phased Mac rollout. Check availability on your account rather than relying on an older description of English-only capture. See Fathom alternatives for the distinction between ordinary summaries, advanced summaries and capture methods.
tl;dv: check how long Free keeps the recordings
tl;dv's pricing advertises unlimited Free recordings but limits storage to three months. Full AI notes are available for ten meetings, then cover the first ten minutes. Its pricing and help pages differ on the free Ask AI allowance, so confirm the counter in your account.
These restrictions matter if you expect to search a project history later. Export what you need within the permitted retention period, and compare tl;dv alternatives by archive access and follow-up work as well as recording volume.
A practical test for useful notes
Choose a short, permitted meeting with a clear outcome. Use the same recording or equivalent setup for each candidate, without creating extra recordings of confidential material just for testing.
Check these five items against the source:
- A decision: was it agreed, proposed or postponed?
- An owner: did the named person actually accept the action?
- A date or amount: was a provisional figure presented as final?
- A disagreement: did the summary preserve the unresolved point?
- A recipient: can the people who need the notes open them, without exposing them to others?
For example, “Maya will ask finance whether Friday is possible” must not become “Maya will deliver the budget on Friday.” The second is clearer but changes the commitment. Use the meeting notes template to structure the checked result.
Recording and privacy depend on the meeting
Follow your organisation's approved-tool policy, tell participants what is being captured and establish the required permission before recording. Ask where audio and transcripts are processed, who can access them, whether they are used for training and how deletion works.
Requirements vary by jurisdiction and context. Denmark's Datatilsynet guidance on digital meetings discusses documentation needs and consent; it is not a universal rule for every reader or every recording. A provider's data centre location alone does not establish that your particular use is lawful or authorised.
Where Notibo fits
Notibo is useful when you want editable text and structured notes from a permitted recording, without a bot joining the meeting. It captures a microphone or supported tab/system audio in the browser, and accepts audio uploads up to 50 MB. Direct recording lasts up to two hours within the remaining allowance.
You can correct the transcript and notes and export them to PDF or Word. Notibo deletes the audio after the transcript and notes are ready, so keep your own authorised original if you need to check quotations or disputed commitments. It is not a replayable meeting archive.
The 14-day Pro trial includes 240 audio minutes in total and requires no card. It starts with the trial action or first recording. Free then provides 30 minutes monthly; Pro provides 1,200 monthly minutes for €9.99 per month or €88.99 per year. See pricing and transcription.
Try it with one meeting, correct the output and send a short follow-up through your usual process. Choose the tool whose checked notes your team can actually use.