AI Meeting Assistant Tools: The Ultimate Guide

Many think that only expensive AI meeting assistants can provide good meeting assistance and that free tools don’t have the features for professional use.

There’s the old saying, “You get what you pay for,” and many overlook free solutions that could actually work for them.

The truth is, there are several top-notch free AI meeting assistants that have features like detailed transcription, note-taking, and action item tracking.

They have come a long way and can be just as professional and efficient just as the paid versions.

In fact, some free AI meeting assistants are designed for busy executives like you to manage your meetings without spending a penny.

It’s time to prove that just because an AI tool is offering a free plan doesn't mean it doesn't have what it takes to give you the perfect meeting experience.

We are going to cover the 7 best free AI meeting assistants that allow you to have full meeting management solutions that save time, improve accuracy, and boost productivity, all without any cost.

Let's jump right in.

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List of AI Meeting Assistants

1. Jamie: Best for executives who value privacy, human connection, diversity, online and in-person meeting transcriptions (offline), intelligent search function, and best all, unbeatable, highest quality notes.
2. Google Assistant: best for general daily organization, quick voice commands, Google Calendar.
3. Otter.ai: best for real-time transcription needs, pre-recorded audio/video transcriptions, English-speaking teams.
4. Reclaim: best for task and time management, avoiding burnout, and smart scheduling.
5. Clockwise: best for teams needing uninterrupted focus time, and balancing meeting schedules.
6. Fathom: best for highlighting key moments during meetings and detailed transcriptions.
7. Colibri: Sales teams, CRM integration, live transcription with easy note-taking.

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Tool 1: Jamie

Jamie is an advanced meeting assistant that captures and summarizes highly accurate notes from your meetings.

Unlike other tools, Jamie values human connection and your privacy, which is why Jamie doesn’t join your meetings as a bot.

It transcribes in the background and it deletes the audio once it is transcribed when your meeting comes to an end.

Once transcribed, you will get highly accurate meeting notes, action items, decisions, and transcriptions that are unmatched by other tools. Here is proof.

With Jamie, you will have a seamless, private, and uninterrupted meeting experience, with great notes after.

It works with any video conferencing platform and can transcribe online and offline meetings, including in-person sessions without the Internet. This is especially useful when you meet clients in person.

Jamie has an intelligent search function called the “Sidebar”.

This feature can be accessed with a shortcut (CTRL + J). Sidebar acts as your executive assistant that answers your questions about your meeting or gets help with writing content, emails, and more.

Jamie's core values lie in providing you with the best data safety and privacy, as it encrypts data, is GDPR compliant, and deletes audio after transcription. You can also train Jamie with custom words, use templates, and get meeting notes in 15+ languages.

Jamie is a tool that you can rely on the most.

Download now to feel the difference of Jamie's notes.

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Benefits

• Stay focused in meetings while Jamie takes notes for you, so you can focus on the conversation.
• Instant AI help with Sidebar, Need to write an email or ask a question? Jamie will help.
• Data is safe with no bot interruptions, data is encrypted and audio is deleted after transcription.
• Whether it's virtual video calls, in-person meetings, or offline, Jamie takes notes.
• Jamie works with all videoconferencing software.
• Jamie supports over 15 languages and various accents.
• Customize Jamie with your terminology and templates to fit your personal or company style.

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Drawbacks

• Jamie doesn't provide real-time transcription.
• It only handles audio, not video or visual content for your privacy.
• Clear audio is necessary for accurate transcriptions.

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Pricing

• Free Plan: €0 per month
• Standard Monthly Plan: €24 per month
• Pro Monthly Plan: €47 per month
• Executive Monthly Plan: €99 per month

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Tool 2: Google Assistant

Google Assistant is an amazing app that you can use for managing daily tasks like scheduling meetings, setting reminders, and checking notes across devices. You can also use voice commands for quick interactions and daily planning.

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Benefits

• Use voice commands to schedule or reschedule your meetings in Google Calendar.
• As an executive constantly on the move, you can check your notes on any device.
• Google Assistant supports multilanguage, which helps when you are meeting with a diverse team.

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Drawbacks

• Google Assistant is designed for everyday tasks and won't be suitable for executive meetings.
• Cannot integrate with other video conferencing platforms for seamless transcription services.
• Live transcriptions and action item extraction are not core functionalities of Google.

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Pricing

Free

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Tool 3: Otter.ai

Otter.ai is good for real-time transcription and can handle pre-recorded files. Otter.ai joins the meeting with its meeting bot, Otter Copilot, a virtual meeting bot for live sessions so good for teams that need transcripts ASAP.

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Benefits

• Otter's virtual meeting bot joins your meetings and provides real-time transcription.
• Can transcribe other pre-recorded audio or video files by uploading them to Otter.ai.
• Similar to Jamie, Otter's co-pilot can answer questions during the meeting.

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Drawbacks

• Otter only supports English, which could be restrictive if you are working with a multilingual team.
• Otter's copilot joins the meeting, which could interrupt and seem intrusive to the meeting participants.
• Occasionally struggles with accuracy and speaker identification. Here's proof.
• Otter will not help offline meetings because it is internet-dependent.

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Pricing

• Otter offers one free and two paid plans.
• Pro plan: $16.99 month/user
• Business: $30 month/user

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Tool 4: Reclaim

Reclaim is for optimizing your calendar by aligning tasks, meetings, and personal habits. It helps with smart scheduling and work-life balance.

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Benefits

• Arrange tasks and habits into your calendar so they line up with meetings and other commitments.
• Smart meeting scheduling finds the best time for everyone and minimizes scheduling conflicts
• It protects focus time and prevents burnout by scheduling breaks and workload distribution.
• Automatically includes buffer times between events so you can relax.
• Advanced analytics show you productivity, time spent on tasks, and work-life balance.

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Drawbacks

• May not accommodate last-minute or spontaneous meeting changes.
• The AI may not always take into account the need for sensitive or confidential discussions.
• Limited options to customize may lead to decision-making inefficiencies.

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Pricing

• Free forever plan
• Starter: $10 per seat per month.
• Business: $15 per seat per month.
• Enterprise: Custom pricing.

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Tool 5: Clockwise

Clockwise focuses on optimizing meeting schedules and protecting time for focused work. It integrates well with popular tools like Google Calendar and Slack.

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Benefits

• Clockwise schedules your meetings around everyone’s availability.
• Blocks out uninterrupted time for deep work so executives can focus on high-priority tasks without interruptions.
• Integrates with Google Calendar, Zoom, Slack, and more.
• Provides scheduling links that adjust to the best available times.
• It gives team availability and workload insights so you can coordinate better and avoid overbooking.

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Drawbacks

• Executives may feel they’re losing control of their calendar by relying on AI.
• As with any AI tool, there are data privacy concerns.
• Setting up Clockwise to match all personal and organizational preferences perfectly can be time-consuming.

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Pricing

• Free: $0 USD per user per month
• Teams: $6.75 USD per user per month (billed annually)
• Business: $11.50 USD per user per month (billed annually)
• Enterprise: Custom pricing

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Tool 6: Fathom

Fathom is suitable for those who need to highlight and summarize parts of conversations in Zoom, Google Meet, and Teams. It offers full transcriptions and easy integration with these platforms.

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Benefits

• Highlighting and summarizing short parts of the conversation once the button is clicked
• Offering full transcriptions of the Zoom, Google Meet, and Teams calls
• Seamlessly integrates into Zoom and can be used to generate great transcript

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Drawbacks

• Fathom only works in Zoom, Microsoft Teams, and Google Meet, meaning if your client is using another platform, Fathom may not be able to transcribe meeting notes for you.

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Pricing

• Free plan
• Premium: 15$ per user per month
• Team Edition: 19$ per user per month
• Team edition pro: 29$ per user per month

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Tool 7: Colibri

Colibri is best for sales teams needing smart checklists and live transcription features. It offers seamless integration with CRM systems and a searchable call library.

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Benefits

• Searchable call library so you can find and review past calls and conversations.
• Sales reps get smart checklists with reminders and triggers to follow best practices for every meeting.
• Integrates with your existing CRM so the sales process and data management are streamlined.
• Provides live transcription, and you can also highlight key moments by simply saying “Hey Colibri, take a note!”.

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Drawbacks

• Supports only Zoom, which may be restrictive for those who prefer alternative video conferencing solutions.
• There's a solution for Colibri to join other meeting platforms, and that's using a dial pad and inviting Colibri over to your meeting, which might be time-consuming and not very seamless.
• Colibri supports only English, so if you have a diverse team, Colibri might not be the tool for you.
• The 30-day trial may not be sufficient for some users to fully explore and assess the software's long-term benefits.
• Have to manually add how many speakers were in the meeting, reducing the seamless factor of using the tool.
• In comparison, Jamie accurately jots down how many speakers were there, without any manual effort.

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Pricing

• Free plan
• Starter: 20$ per user/month
• Pro: $50 per user/month

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What is an AI Meeting Assistant?

AI meeting assistants help with calls, transcribing, scheduling, and automating admin tasks. These features help with taking meeting recordings, getting automated meeting notes, finding key points, tracking action items, taking notes, and getting information about past meetings. It acts as your meeting assistant that uses artificial intelligence allowing you to have smooth meeting processes. They are a must-have for busy individuals like you.

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Why Executives Should Use an AI Assistant

Executives should use AI meeting assistants to have an easy and smooth meeting process, where all the repetitive tasks are done for them.

These tools help with ;

• Meeting recording,
• Transcribing audio,

And automating tasks like;

• Scheduling,
• Note-taking,
• AI-generated meeting insights,
• Track action items,
• and capturing decisions without the hassle of manual note-taking.

This is especially useful in Microsoft Teams meetings, Zoom meetings, or even in-person meetings, where AI tools take meeting insights, provide a meeting recap, and highlight key moments so you can onboard new team members and maintain a productive meeting culture.

By utilizing these tools, you will easily get high-quality and accurate AI meeting notes, reducing the repetitive administrative burden for you and your customer success teams.

By automating time-consuming admin tasks, you and your team can focus on important topics and strategies and create a collaborative environment that focuses on closing deals and not taking notes.

You are not the only one considering switching to AI, according to recent statistics, the use of AI meeting assistants is becoming more and more necessary.

The studies show that there has been around a 153% increase in weekly meetings since 2020.

Meaning more meetings, and more admin tasks.

It's time to stop doing tasks that can be done extremely well by AI and focus on what matters most in life.

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Quick Recap: AI Meeting Assistant

We covered so many great tools today, each with something special to help you manage meetings better. Here’s a quick rundown:

• Google Assistant: perfect for daily organization and voice commands, great for scheduling and reminders.
• Otter.ai: real-time transcription and pre-recorded audio, with a virtual meeting bot.
• Reclaim: Task management and scheduling, so you don’t burn out with smart planning.
• Clockwise: scheduling and deep work time optimization, integrated with popular tools.
• Fathom: highlights key moments and full transcriptions for Zoom, Google Meet and Teams calls.
• Colibri: For sales teams, CRM integration, and live transcription with a smart checklist.

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If Jamie caught your attention, here’s why:

• You value privacy and love that Jamie never joins meetings as a bot and deletes audio after transcription so your conversations are safe and private.
• You expect perfection in meeting notes and Jamie delivers high-quality, detailed summaries that capture everything—nothing left behind.
• You want a smooth experience and Jamie provides seamless transcriptions that are accurate and reliable, whether you’re online or offline.
• You appreciate that Jamie does not need Chrome extensions or integrations to work with multiple platforms, saving you and your client time. Jamie works well with any video conferencing platform without any extra effort.
• You value diversity and love that Jamie recognizes audio in multiple languages and accents.
• You need quick support and Jamie’s Executive Assistant Sidebar gives you instant help with drafting emails and insights to make your work more efficient and stress-free.
• You like a personal touch and Jamie’s customization options let you add your own terminology and templates so it fits your style and needs.

So, choosing Jamie isn’t just about getting a meeting assistant, it’s about working with a tool that shares your values. Jamie respects your privacy and delivers better meeting notes and a seamless experience.

Try Jamie today and see the difference.

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FAQs About AI Meeting Assistants

What Is an AI Meeting Assistant?

An AI meeting assistant is a tool that uses artificial intelligence to automate and simplify various parts of a meeting. These assistants can record meetings, create summaries, track action items, and even provide insights based on the conversation. They’re super useful for reducing admin tasks so you can focus on the discussion, not note-taking.

How Does Jamie Keep My Data Private and Secure?

Jamie doesn’t join meetings as a bot. Instead, it records in the background and deletes the audio file straight after transcription so no sensitive information is kept. This keeps your conversations private and secure. Plus, Jamie’s data is encrypted and GDPR compliant so you have an extra layer of protection.

Can I customize Jamie to my needs?

Yes! Jamie has lots of customization options so you can brand the assistant with your terminology and templates. This means your meeting notes will match your style and organization perfectly, making them super flexible and user-friendly.

Does Jamie Support Multiple Languages?

Yes, Jamie supports over 15 languages and various accents, so it’s perfect for international teams. Whether your meetings are in English, Spanish, French, or any other supported language, Jamie will transcribe accurately and reliably.

Why Choose Jamie Over Other AI Meeting Assistants?

Jamie is unique because it combines privacy, good notes, and a user-friendly experience. Unlike other tools, Jamie doesn’t interrupt the meeting with a bot presence and deletes all audio data after transcription.

With its Executive Assistant Sidebar, Jamie gives you instant help with drafting emails and getting insights, it’s part of your workflow. Jamie’s multi-language support and customization options make it the complete solution for all your meeting needs.

Pick Jamie, and you get a tool that respects your privacy, good meeting notes, and a hassle-free experience. It’s more than an AI assistant; it’s a partner that fits your values and boosts your productivity. Try Jamie today.

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