If your team already pays for Google Workspace, Zoom, Microsoft 365 or Notion, you may already have an AI note taker, or be one license away from it. None of the four sends a separate bot into the call. The notes come from inside the meeting app, or, in Notion’s case, from the desktop app listening to your computer’s audio.
The real differences are which plan you need, where the notes end up and who can open them by default. Prices below are list prices from each vendor’s own page on 11 November 2026, per user per month and before tax. Billing terms and regional prices vary, so check your own admin console before you buy anything.
Google Meet: Gemini writes the notes into a Google Doc
Gemini note-taking works on Business Standard, Business Plus, Enterprise Standard and Enterprise Plus, according to Google’s admin help page. Business Starter is not on that list. Google’s Workspace pricing page lists Business Starter at $7, Business Standard at $14 and Business Plus at $22, so the cheapest plan with meeting notes is $14.
After the meeting, Google emails a Doc with the notes to the organizer and to whoever started note-taking. If the meeting was booked in Google Calendar, the notes are also attached to the event. If the organizer has the feature on, anyone in the meeting can start it.
The limits are specific. Notes are not retroactive, so starting them 20 minutes in means the first 20 minutes are not in the notes. Note-taking fails in meetings with fewer than 50 spoken words, and it supports eight languages but only one per meeting. A call that switches between English and German is not supported.
For data, the notes Docs follow your Meet retention rules in Vault, Google’s archiving tool. The default sharing setting is invited guests inside your organization. Admins can widen that to all invited guests, including outsiders, or narrow it to hosts and co-hosts, and they decide whether hosts can change it per meeting.
The admin switch
In the Admin console, go to Apps, Google Workspace, Google Meet, then Gemini settings. Google says changes can take up to 24 hours. The same section has a setting for whether screenshots of shared slides go into the notes.
Zoom: My Notes, which also works on other platforms
Zoom’s My Notes product page says paid Zoom Workplace plans starting at $14.16 include AI meeting summaries and My Notes. My Notes is also sold on its own from $8.33. Zoom’s basic tier gets three uses of AI note-taking a month and summaries for three hosted meetings a month.
The selling point is reach. Zoom says My Notes takes notes in Zoom, Microsoft Teams, Google Meet and in-person conversations, “no bots required”. For Zoom meetings, Zoom shows a visible indicator when transcription is on.
The page does not say how people on a Meet or Teams call are told they are being transcribed, and we could not confirm it. Ask before you use it on a client call.
Notes land in Zoom Hub under My Notes and can be shared through Zoom Canvas or Chat. Zoom says it does not use customer audio, video, chat or screen sharing to train its own or third-party AI models. Admin settings, including transcription permissions, sit in the web portal under Settings, Notes, My Notes, and Zoom asks for client version 6.7.5 or later.
One caution on that page: its comparison table against Otter, Fathom and Granola is Zoom’s own marketing. We did not check those rival figures and do not repeat them here.
Microsoft Teams: intelligent recap needs an add-on license
In Teams, AI notes and suggested tasks come from intelligent recap, which needs a Teams Premium or Microsoft 365 Copilot license on top of a Microsoft 365 plan with Teams, per Microsoft’s admin documentation.
Teams Premium lists at $10 per user per month, paid yearly, and still requires a Teams license. We did not check the Copilot price for this guide.
Admins must turn on transcription for recap to work. Recording matters too: without a recording policy, users get recap without speakers, topics and chapters. Video recap only works for recorded meetings of at least 10 minutes, and audio recap, still in preview, saves its files in each user’s OneDrive for 60 days.
With a Copilot license there is a second mode that skips the saved transcript. Microsoft’s support page on recap without transcription says Teams then builds the summary from live audio, and only for scheduled meetings, not instant ones. The summary is a read-only Word file in the organizer’s OneDrive Meetings folder, it expires after a period your admin sets, and only attendees with Copilot licenses can open it. Participants see a banner when recap is switched on or off.
Notion: AI Meeting Notes from the desktop app
AI Meeting Notes needs Notion’s Business or Enterprise plan, says Notion’s help page. On the Notion pricing page, Business is $20 per member per month and Plus, at $10, does not include it. Enterprise is custom priced.
Notion joins no call. You type /meet on a page and the desktop app records your microphone and your computer’s system audio, so it works with Meet, Zoom or Teams alike. In a browser or on a phone it only hears your microphone, so other people on a call with headphones will not be captured. Mac users need macOS 13 or later.
Notion puts consent on you. When you press Start transcribing, you are confirming everyone agreed. You can play a spoken consent message, and workspace owners can make it mandatory for everyone.
The limits are 10 hours a day per user and roughly one minute of speech before a summary is made. Speaker labels work in English only and are unreliable in group calls, unless you use Notion’s browser extension for Google Meet or its Zoom option on a Mac.
Where the audio and notes go
Notion lists OpenAI, Anthropic, Baseten, xAI and AssemblyAI as the subprocessors that transcribe and summarize. Notion says they do not store the audio, and that if live processing fails it keeps uploaded audio for up to 3 days to retry. Each note has its own sharing settings, but notes filed in a shared database can inherit that database’s access, which is easy to miss. Enterprise adds an automatic transcript deletion schedule and, per the pricing page, zero data retention with the model providers.
Where each one breaks for a small team
Mixed meeting apps are the first problem. Gemini notes only work inside Meet, and Teams recap only inside Teams. If your clients send Teams invites and you live in Google Workspace, only Zoom’s My Notes or Notion, of these four, will follow you across both. Both depend on one person running their app during the call.
The second is follow-up actions. Notion offers a “Complete action items for me” skill and Zoom attaches Workflows that send recap emails or create tasks. That moves note-taking toward what an AI agent does: acting on the notes, not only writing them. Check what each action is allowed to touch before switching it on.
The third is defaults. Most of the risk sits in one admin setting per tool, the same pattern as Claude’s company app connectors, where one switch decides what every teammate gets. Set it once, deliberately, rather than letting each person choose.
Recording and transcription laws differ by country and state, and Notion recommends getting consent from everyone. This guide is not legal advice.
What to do this week
Look up which plan your team is actually on, then open that tool’s admin setting listed above. Set the default sharing to people inside your organization, decide who may change it, and run one internal meeting with notes on. Afterwards, check where the notes landed, who can open them, and how long they are kept. If you need notes across Meet and Teams, test Zoom’s My Notes or Notion on a real call with your team before rolling it out.
Sources
- Google Workspace Admin Help: Let Google Meet AI take notes for my users
- Google Workspace pricing
- Zoom: My Notes AI note taker
- Microsoft Learn: Intelligent recap for Teams calls, meetings and events
- Microsoft Support: Use intelligent recap in Teams meetings without transcription
- Microsoft Teams Premium
- Notion Help: Take AI Meeting Notes in Notion
- Notion pricing
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Anna Jakovleva
Anna Jakovleva is the senior editor for AI tools at AI Observer, leading coverage of agents and automation, design and product, and the site's tutorials. She worked in operations and product teams before joining, so she judges tools by setup time, cost and where they break. Her writing is hands-on and practical.
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