AI Meeting Notes (beta)

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.

• You must be using Notion’s desktop app, version 4.7.0 or higher. This feature isn’t currently available in Notion’s web app.

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

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

To start 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.

To transcribe your meeting:

1. 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.

2. 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.

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

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 the format of your AI Meeting Notes summary:

1. Click the slider icon at the top of the block.

2. Hover over Format and select one of the options.

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

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 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

• 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. Effortlessly create, organize, and share meeting notes so you can stay present in meetings and keep your team in sync.

To connect AI Meeting Notes to Notion Calendar for the first time:

1. Click the slider icon at the top of an AI Meeting Notes block → Connect Notion Calendar.

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

2. In Notion Calendar, click your profile icon and go to Settings. From here, you can:

   • Choose where to store meeting notes (we recommend a meetings database).

   • Choose to auto-share meeting notes with event participants.

     • This will only occur with event participants who are also in your Notion workspace.

   • Choose to auto-add meeting notes to new events.

There are a few ways to connect AI Meeting Notes with existing events in Notion Calendar:

• Click the slider icon at the top of an AI Meeting Notes block, hover over Add calendar event, and select from an upcoming event.

• In the Upcoming events section of Notion Home, hover over an event and select the AI Meeting Notes icon. You won’t see this option for all-day events.

• Select an event in Notion Calendar, click on the AI Meeting Notes and Docs field, and add meeting notes.

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 and Anthropic) 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. The audio file is immediately deleted within Notion after audio file processing is complete.

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.