AI Meeting Notes (גרסת בטא)

AI Meeting Notes takes detailed meeting notes for you so you can stay focused on the conversation you're having. Notion AI transcribes your meeting and identifies key points and action items that you can share with your entire team.

To use AI Meeting Notes:

• You must be on Notion’s Business or Enterprise Plan to use AI Meeting Notes.

• AI Meeting Notes is also available for eligible mobile subscriptions where Notion AI is included.

• If you’re using Notion’s desktop app, you must be on version 4.7.0 or higher.

  • If you’re using a Mac device, you must be using macOS 13 or later.

  • If you’re using a Windows device, you must be on the latest version.

AI Meeting Notes is available on the Notion app and browser. The Notion app provides the best experience, especially for video calls, because it captures all sides of the conversation using your system audio and mic. The browser is best suited for in-person conversations since it can only pick up audio from your microphone.

If you're using this feature on your browser, a few things to note:

• Only mic inputs will be transcribed. System audio won't be captured.

• Audio from conferencing tools (Google Meet, Zoom, Microsoft Teams, etc) will not be captured if you are using headphones. If you’re not using headphones and your device’s volume isn’t too low, audio from conferencing tools may be captured.

To create AI Meeting Notes, type /meet into any page in the desktop app. If you’re on a web browser, you’ll be prompted to open the Notion desktop app or download it if you haven’t already.

• Write any agenda items or context under Notes before the meeting. When generating the summary, Notion AI will take these notes into consideration.

• Once the meeting has started, select Start transcribing. By doing this, you’re confirming that everyone in the meeting has given their consent for the meeting to be recorded and transcribed.

• Once the meeting is over and you want to stop transcribing, select Stop. The AI summary will automatically start generating. Note that at least one minute of recorded audio is required to generate a summary.

• If you’d like to resume your recording, click the slider icon at the top of the meeting notes block → Resume transcription.

When AI Meeting Notes detects that the person speaking has changed, it will start transcribing on a new line.

On the desktop app, Notion can label speakers in the transcript so it’s easier to follow who said what. This works best for virtual one-on-one meetings, where Notion can capture both your microphone and your system audio. If your meeting note is linked to a calendar event, Notion can also label the other participant by name.

In other meeting setups (like in-person conversations or group meetings), speaker labeling may be limited. You may not see reliable speaker labels if you’re:

• In a live meeting where multiple people share one microphone.

• In a group meeting with multiple speakers.

• Using Notion in a browser or on the mobile app.

You’ll also find citations to your transcript in your meeting notes summary. Hover over a citation to see the snippet of your transcript that’s been referenced. You can also click on a citation to jump to the corresponding line in your transcript.

AI Meeting Notes can structure notes based on the type of meeting you’re having, like a sales call, standup, or team meeting. To change how your AI Meeting Notes creates a summary:

1. Go to Instructions at the bottom of the meeting notes block.

2. Click the dropdown to change the instructions from Auto.

   • Instruction changes only apply to new recordings or when you resume transcription. To update an existing summary with new instructions, click Retry summary.

In addition to built-in instructions, you can create custom instructions to define the structure of your meeting summaries. To add custom instructions:

1. Go to Instructions at the bottom of the meeting notes block.

2. Click the dropdown to change the format from Auto.

3. Click + Add custom instructions.

4. A template page will open — edit it to define your preferred structure and instructions.

5. Your custom instructions will now appear in the instructions list and can be selected for any meeting.

Sharing and privacy for custom summaries

Custom summary instructions are private by default — only you can see and use them.

If a meeting note uses private custom instructions, users who have access to the meeting block will still see the same summary. However, the Instructions setting will show their own default instructions instead.

Shared custom instructions

Custom summary instructions are private by default. If someone shares an instructions page with you and you have access to view it, you can open the page — but it won’t automatically appear as an option in your meeting notes Instructions dropdown until you add it.

To add a shared instructions page in your own meetings:

1. Open the shared instructions page.

2. Click + Add to my instructions at the top of the page.

If you open a meeting notes block where a shared instructions page is already selected, you will see it shown as the selected instruction even if you haven’t added it to your list yet.

If you don’t have access to the selected instructions page, your Instructions setting will default to Auto.

You can set any summary instructions — including custom ones — as your default so it's applied automatically to all new meetings.

1. Go to Instructions at the bottom of the meeting notes block.

2. Click the dropdown.

3. Hover over the instructions you want to use as default.

4. Click ••• → Set as default

Once the block is selected, you will be reminded to disclose your use of AI Meeting Notes and obtain consent from all meeting participants before proceeding.

To help you request consent, you’ll have a few easy options:

• Text: Click the slider icon at the top of the AI Meeting Notes block and hover over Consent. Edit the consent message as you’d like, then copy and paste it into the chat of the conferencing app you’re using.

• Voice: Click 🔈 at the bottom of the AI Meeting Notes block before you start transcribing. This will play your consent message to all attendees.

  • You can change the voice by clicking the slider icon at the top of the meeting notes block and selecting different voices for different languages. Notion will automatically use your meeting's language to play the appropriate voice.

• Say it out loud: A simple ask works too. For example, you could ask, “Alright if I record and transcribe this meeting using Notion AI Meeting Notes?”

You can choose to have an audio message play automatically at the start of each transcription to let others know you are using AI Meeting Notes.

If you are a workspace owner: you can turn this functionality on for all users in your workspace by going to Settings → Notion AI → AI Meeting Notes and updating the Enforce consent for all workspace members setting.

If you are in a workspace where this setting has been enabled by the workspace owner: the consent message will play each time you use AI Meeting Notes. Remember to unmute your speakers and disconnect any headphones before starting transcription so meeting participants can hear the consent message clearly.

If you are in a workspace where automatic consent message isn't enabled: you can turn this setting on for yourself. You will see a message in the meeting notes block asking you to choose your default consent option:

• Get consent myself: continue obtaining consent from all participants manually

• Automatically play audio: have the audio consent message play automatically at the start of each transcription

This message disappears after you select your default consent option. You can update your preference at any time:

• Go to Settings → Notion AI → AI Meeting Notes and update the Auto play consent message on start option.

• Open the slider menu at the top of the AI Meeting Notes block and update the

  Auto-play consent setting there.

By default, meeting notes you create are private to you. You can choose to automatically share notes created from a Notion calendar event with meeting participants who are members of your workspace.

To do so, go to Settings → Notion AI and toggle on Auto-share with internal calendar event participants.

• Meeting notes remain private to you.

• After creating notes from a Notion calendar event, you'll see an option to "share with participants" if you want to grant access.

• You can always manually share using Notion's standard sharing controls.

• Meeting notes created from Notion calendar entry points (Meetings tab, desktop notifications, calendar header) will be automatically shared with meeting participants who are members of your workspace.

• Participants will receive access to view and edit the meeting notes.

• You can still manually adjust sharing settings after creation.

Want to store all of your AI Meeting Notes in one database for easy access? To set a default database for your meeting notes:

1. Go to Settings → Notion AI.

2. Open the dropdown menu next to Default meetings database.

3. Find and select the database where you want your AI Meeting Notes to be stored.

The next time you create a new AI Meeting Notes page (from an AI Meeting Notes notification, for example), the page will automatically be created inside your default database.

You may be getting a pop-up asking you to grant Notion access to your screen and system audio, even after you’ve already granted access. Sometimes, resetting these permissions can resolve the issue.

How to fix it

• Try closing other applications and browser tabs to free up memory, then try again.

• In your device’s settings, revoke screen and system audio access for Notion. Then quit Notion, restart your device, open Notion, and follow the prompts to grant access.

• Make sure you’re on the latest version of the Notion desktop app. If not, upgrade to the latest version and see if that fixes the issue.

Depending on which version of your operating system or the Notion app you’re on, AI Meeting Notes might not work properly and you might get an error telling you the feature couldn't launch.

How to fix it

• If you’re using a Mac device, make sure you’re using macOS 13 or later.

• If you’re using a Windows device, make sure you’re on the latest version.

• Make sure you’re on the latest version of the Notion app.

• Reload your page or restart the app.

If you’re not able to see AI Meeting Notes in your slash menu, it’s possible that AI Meeting Notes has been turned off for your workspace.

How to fix it

• If you’re a workspace owner, go to Settings → Notion AI and toggle on AI Meeting Notes.

• If you’re not a workspace owner, reach out to your workspace owner and ask if they can turn on AI Meeting Notes for your workspace.

AI Meeting Notes becomes even more powerful with Notion Calendar. Create, organize, and share meeting notes so you can stay present in meetings and keep your team in sync. Once you’re done, you can easily access the meeting summary right from the event.

To connect AI Meeting Notes to Notion Calendar for the first time, you have three options:

In your sidebar in Notion

1. Open your sidebar

2. Select Meetings

3. Click Connect your calendar

4. Choose your calendar provider → your browser will open and guide you through connecting your calendar.

In the AI Meeting Notes block:

1. Open a page with your AI Meeting Notes block

2. Click the Settings icon at the top of an AI Meeting Notes block

3. Choose Connect Calendar.

   • If you don’t see that option, this means your workspace is already connected to Notion Calendar.

In Notion Calendar:

1. At the top of Notion Calendar, click your profile icon → Settings.

2. Under Notion workspaces → choose your workspace.

3. Choose your Default meetings database. We recommend using a designated meeting notes database.

After you’re connected, you can create, open, and manage AI Meeting Notes directly from an event in Notion Calendar. Depending on the event and your settings, you’ll see different options for adding notes, starting a transcription, or viewing a summary.

• AI Meeting note: If an event doesn’t have participants, conferencing, or a linked note yet, use the AI meeting note option in the event to get started. This allows you to create a new meeting note or link an existing Notion page.

• Add meeting note: If an event has participants or conferencing, but doesn’t have a meeting note yet (and the meeting hasn’t started), you’ll see Add meeting note. This creates a linked meeting note using your saved preferences, then opens it in Notion for you to edit.

• Open meeting note: If a meeting note is already linked, you’ll see Open meeting note. Select it to open the meeting note to get started.

• Join and transcribe: Starting 15 minutes before a meeting, you may see Join and transcribe in your event (depending on your settings). This will either open the linked meeting notes page or create one within your Notion workspace.

• Transcribe meeting: If an event doesn’t have conferencing details, you’ll see Transcribe meeting instead of Join and transcribe.

• View summary: After the meeting, you can view the AI meeting notes summary by clicking on View summary

.

Select Meetings in your Notion sidebar to manage your AI Meeting Notes in one place. Here, you can view your upcoming meetings and your previous AI Meeting Notes.

Prepare for your upcoming meetings in this section. You can easily see what meetings are coming next, prepare your meeting notes in advance, and start your transcription directly from here.

You can hover over an upcoming meeting and:

• Quickly Join meeting without having to leave Notion.

• Create meeting note in a specific page or database in your workspace. Before the meeting starts, you can create the AI Meeting Notes in advance and add any notes or agenda items in advance of the meeting. Once the meeting starts, you can easily access the AI Meeting Notes, and start transcribing right away.

In the Meetings tab, you’ll also be able to see a consolidated view of all your meeting notes. The list view in your Meetings tab is different from your default database for storing AI Meeting Notes — it shows you meeting notes you created as well as meeting notes linked to calendar events that you attended, regardless of where those meeting notes are stored in your workspace. This allows you to quickly find any notes you need.

Here, you can filter, sort, and search your notes. You can also easily rename and open them.

You can also open the slider menu at the top of the list to adjust view settings. For example, you can choose which properties are visible or adjust how your meeting notes are grouped.

Select New at the top of the list view to create new AI Meeting Notes.

If you don’t want the Meetings tab in your Notion sidebar, you can turn it off by going to Settings → Notion AI and toggling on Hide meetings tab.

Below is some general information on the laws and regulations that relate to transcriptions, as well as some best practices to consider when enabling AI Meeting Notes.

In the United States, certain laws require consent of at least one of the participants before recording or transcribing a call or conversation. Others require you to obtain consent from every participant before recording or transcribing a call.

Outside the United States, such as in the European Union, there are similar laws requiring consent of participants before recording or transcribing a call.

In addition to consent requirements, there may also be laws governing how you use, disclose, and secure your call recordings or transcriptions. These laws may vary depending on where your participants are located, the business sector, and industry standards.

Obtaining consent

Determining which consent laws apply can be complicated when meeting participants are in multiple states or countries, or if you cannot be sure about the location of one or more participants. We recommend complying with the strictest consent laws and always obtaining consent from all participants before using AI Meeting Notes to transcribe a meeting.

Some other best practices

• Clearly explain to participants that you will transcribe the call using a third-party provider (e.g., Notion AI Meeting Notes).

• Keep adequate records of how you obtained consent.

• Respect a participant’s choice not to be transcribed.

• If new participants join a call after transcription has begun, stop and obtain consent from new participants before proceeding.

• Make clear to your users how you plan to use and/or share recordings and transcriptions (or any information derived from them).

• Make sure that you only use and share recordings and transcriptions in a way that is consistent with what you told your users and all applicable laws.

• Keep recordings and transcriptions only for as long as you need.

AI Meeting Notes provides ways to disclose your use of the feature and obtain consent from meeting participants, which you can learn more about here, but note that these are just a few examples of how you might obtain consent.

AI Meeting Notes engages sub-processors (OpenAI, Anthropic, Fireworks, and Baseten Labs, Inc.) to record the meeting, process the audio file into a transcription, and then produce insights, such as a meeting summary, action items, participants in the call, and more.

When you use AI Meeting Notes in the Notion app or browser, the audio file is processed and then immediately deleted. When you use AI Meeting Notes on the Notion mobile app, the audio file is uploaded and stored temporarily during processing. After successful processing for the mobile app, the audio file is immediately deleted. If processing fails, the file is retained for up to three days to reattempt processing.

If you are a workspace owner and do not want the AI Meeting Notes feature available to members of your workspace, you may opt-out your workspace at any time by going to Settings → Notion AI and toggling off Workspace availability.

Local copies of recorded meeting audio are available to the user initiating AI Meeting Notes (the “recorder”). The 10 most recently recorded meeting audio files will be stored on the recorder’s local device and available to download. Only the recorder has the ability to download a locally saved audio file.

This capability is turned off by default for all plans. If you want local audio storage enabled to your users, you may opt-in your workspace at any time by going to Settings → Notion AI and toggling on Store audio locally.

A transcription can be deleted in two ways:

• Directly in the AI Meeting Notes block, by clicking the slider icon → Delete transcript. This will also delete the accompanying locally stored audio from the recorder's device.

• By deleting the parent page where the AI Meeting Notes block sits. Once deleted, the page will follow your workspace’s data retention settings.

Enterprise Plan workspace owners can set an automatic deletion schedule for transcriptions by going to Settings → Notion AI and setting a deletion schedule for Automatic transcript deletion. Summaries and notes will remain in AI Meeting Notes blocks in your workspace, but all transcriptions will be automatically deleted following the chosen deletion schedule.

You can choose to store audio recordings on the recorder’s local device. The recorder can delete locally stored audio from their local device at any time by clicking the slider icon in the AI Meeting Notes block, hovering over Audio Recordings, and selecting Delete recordings. This deletes all recordings for the specific AI Meeting Notes block.

If an Enterprise Plan workspace owner has turned on both Automatic transcript deletion and Store audio locally in their settings, local audio recordings will follow the automatic deletion schedule selected for transcriptions. When a transcription is deleted following the automatic deletion schedule, the associated audio recordings stored on the recorder's local device will also be deleted. If a workspace owner sets transcriptions to be deleted immediately after the AI Meeting Notes summary is generated, then no audio will be stored locally on the recorder's device.