AI Notetaker
Last updated: March 2026
Send an AI-powered bot to your meetings on Zoom, Google Meet, or Microsoft Teams. The notetaker records the conversation, generates a real-time transcription in 40+ languages, and produces structured summaries with action items.
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What is the AI Notetaker?
The AI Notetaker is a meeting assistant that joins your video calls as a virtual participant. It listens to the conversation, records audio, and uses AI to transcribe everything in real time. After the meeting, it generates a structured summary with key discussion points, decisions, and action items.
The notetaker integrates directly with your Webooto calendar. When you schedule a meeting, you can automatically send a bot to join and take notes. The transcription and summary are then linked to the calendar event and can be synced with your CRM data.
Setting up a meeting bot
You can send a notetaker bot to any meeting by providing the meeting URL. The bot supports Zoom, Google Meet, and Microsoft Teams. Once configured, the bot joins the meeting at the scheduled time and begins recording.
Provide the meeting URL
Enter the meeting link (e.g., a Zoom or Google Meet URL). The system automatically detects the platform from the URL format.
Name your bot
Give the bot a display name that will appear in the meeting participant list. The default name is "Webooto Notetaker". You can customize it per meeting.
Link to a calendar event
Optionally connect the bot to a specific calendar event. This links the transcription and summary to the event record for easy retrieval later.
Launch the bot
Click "Send Bot" to deploy. The bot will join the meeting, display its name in the participant list, and begin recording when the meeting starts.
You can also schedule bots to join recurring meetings automatically through the calendar integration.
Transcription and summary
Once the meeting ends, the notetaker processes the recording and generates a full transcription. The transcription includes speaker identification, timestamps, and is available in the detected language. Over 40 languages are supported for transcription.
The AI-generated summary is structured as JSON, containing key topics discussed, decisions made, and action items identified during the meeting. This summary can be reviewed in the notetaker panel within the calendar view.
| Output | Description |
|---|---|
| Recording | Full audio/video recording of the meeting, stored securely |
| Transcript | Complete text transcription with language detection and duration |
| Participants | List of participants who joined the meeting |
| Summary | AI-generated summary with key points and action items |
If transcription or summary generation fails, the error is captured and displayed. You can retry the processing from the notetaker panel.
Bot status tracking
Each meeting bot job has a lifecycle with status tracking. You can monitor the bot from the calendar or notetaker workspace. The status indicates whether the bot is waiting to join, actively recording, processing the transcript, or completed.
The job record stores the meeting URL, platform, bot name, start and completion times, and any errors that occurred. If a bot fails to join (for example, due to an incorrect URL or meeting permissions), the error details are available for troubleshooting.
CRM and data integration
Meeting transcriptions and summaries can be linked to your CRM records. When a meeting is associated with a contact or deal in your entities, the notetaker data flows into the entity timeline. This creates a complete history of interactions with each contact.
You can also use workflows to automate post-meeting actions. For example, after a meeting summary is generated, a workflow could create follow-up tasks, update a deal stage, or send a summary email to all participants.