Meetings are where important decisions are made, strategies are discussed, and tasks are assigned—but without proper documentation, much of that value can be lost. That’s why Meeting Minutes Tools have become essential in today’s fast-paced business world. These tools help teams capture discussions, assign follow-ups, and create a reliable record of what happened during meetings.
A meeting minutes tool goes far beyond pen-and-paper note-taking. It can automate transcription, integrate with video conferencing platforms, and store notes in a shared digital workspace so everyone stays aligned. From small startups to large enterprises, accurate and accessible meeting minutes ensure accountability, streamline communication, and prevent details from slipping through the cracks.
Why Businesses Need Meeting Minutes Tools in 2025
In 2025, teams are more distributed than ever, with remote and hybrid work becoming the new standard. Traditional note-taking methods can’t keep up with the speed and complexity of digital collaboration. That’s where meeting notes software and collaborative meeting tools come in—they provide real-time documentation, assign action items, and sync with productivity apps so that meetings translate into measurable results.
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What are Meeting Minutes Tools?
Meeting Minutes Tools are software applications designed to capture, organize, and store key details from meetings in a structured way. Instead of relying on handwritten notes or scattered documents, these digital tools centralize meeting discussions, decisions, and action items in one accessible place.
At their simplest, they function like digital note-taking for meetings, but modern platforms go far beyond that. Many include built-in transcription tools, real-time collaboration, and integrations with productivity suites such as Google Workspace, Microsoft Office, and project management apps. This makes them indispensable for teams that want to ensure nothing is lost between discussion and execution.
Core Features of Meeting Minutes Tools
While every platform differs, the best meeting notes software usually includes:
- Note-Taking: Capture discussions, decisions, and action items in real time.
- Task Tracking: Assign responsibilities and deadlines directly from the meeting notes.
- Transcription: AI-powered tools like Otter.ai can transcribe entire meetings automatically.
- Integrations: Sync with calendars, video conferencing apps, and project management tools.
- Storage & Search: Keep all meeting notes in one place with searchable archives.
Real-World Use Cases
Meeting minutes tools are versatile and used across industries:
- Corporate Teams: Document board meetings, client calls, or project discussions.
- Remote & Hybrid Teams: Keep distributed employees aligned with shared meeting records.
- Schools & Universities: Record faculty meetings, academic boards, or student council sessions.
- Nonprofits: Maintain accurate records of board and committee decisions for accountability.
15 Best Meeting Minutes Tools
1. Fellow
Fellow is a popular meeting minutes tool designed to help teams run productive meetings and stay aligned on action items. Founded in 2017, Fellow has grown into one of the leading meeting notes software platforms used by startups, enterprises, and remote teams alike.
Fellow enables teams to collaborate on meeting agendas before, during, and after the meeting. Notes can be co-authored in real time, and action items can be assigned directly within the platform.
Features
- Shared agendas that keep meetings structured and goal-oriented.
- Real-time collaborative note-taking during meetings.
- Task and action item tracking with automatic follow-ups.
- Templates for 1:1s, team meetings, and project discussions.
Pricing
- Free Plan: Includes basic features for small teams.
- Pro Plan: $6 per user/month (advanced meeting notes and integrations).
- Business Plan: $9 per user/month (team-wide analytics and reporting).
Pros
- Easy to use with intuitive templates.
- Strong integrations with popular video conferencing and collaboration tools.
- Improves accountability with task tracking and follow-ups.
Cons
- Free plan has limited features.
- Some advanced analytics require higher-tier plans.
2. MeetingBooster
MeetingBooster is a professional meeting minutes tool designed to streamline meeting preparation, execution, and follow-up. Developed by MatchWare, MeetingBooster is widely used by enterprises, nonprofits, and government organizations that need structured meeting documentation and accountability.
What makes MeetingBooster stand out is its end-to-end approach. From creating agendas to distributing meeting minutes and tracking tasks, the platform provides a complete workflow.
Features
- Agenda builder with drag-and-drop functionality.
- Real-time note-taking and structured minutes templates.
- Task assignment and tracking integrated with meeting notes.
- Centralized archive for secure record-keeping and compliance.
Pricing
- Pricing is customized based on organization size and user requirements.
- Free demo available on request.
Pros
- Provides a structured and professional framework for meetings.
- End-to-end workflow from agenda creation to task tracking.
- Strong security and compliance features for organizations.
Cons
- Pricing not publicly listed; may be costly for small teams.
- Interface feels more formal and less flexible than lightweight tools.
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3. Otter.ai
Otter.ai is one of the most advanced AI-powered meeting transcription tools available today. Founded in 2016, Otter.ai has quickly become a go-to platform for businesses, educators, and remote teams that need accurate, real-time transcription and meeting documentation.
Otter.ai integrates seamlessly with popular video conferencing platforms like Zoom, Google Meet, and Microsoft Teams. During a meeting, it captures spoken words, identifies speakers, and creates searchable transcripts.
Features
- Real-time transcription with speaker identification.
- Integration with Zoom, Google Meet, and Microsoft Teams.
- Collaborative editing of transcripts with highlights and comments.
- Automated summary keywords and highlights for quick review.
Pricing
- Basic Plan: Free (includes 300 monthly transcription minutes).
- Pro Plan: $10 per user/month (1,200 monthly minutes + advanced features).
- Business Plan: $20 per user/month (6,000 minutes + team collaboration).
Pros
- Highly accurate AI transcription with real-time updates.
- Easy integration with major video conferencing platforms.
- Collaborative tools make transcripts interactive and actionable.
Cons
- Free plan has limited transcription minutes.
- Accuracy may vary with heavy accents or poor audio quality.
4. Fireflies.ai
Fireflies.ai is an AI-powered meeting minutes tool that specializes in recording, transcribing, and analyzing conversations. Founded in 2016, Fireflies.ai has become a favorite for remote and hybrid teams that rely heavily on video conferencing.
Fireflies.ai integrates with platforms like Zoom, Microsoft Teams, Google Meet, and Webex, allowing it to join meetings as a virtual assistant. Once the meeting ends, users receive a detailed transcript, complete with highlights, summaries, and action points.
Features
- Automatic meeting recording and transcription.
- AI-powered summaries with action items and highlights.
- Searchable database of past meeting transcripts.
- Collaboration tools for sharing notes, tagging teammates, and commenting.
Pricing
- Free Plan: $0 (limited transcription minutes per month).
- Pro Plan: $10 per user/month (unlimited recordings and transcripts).
- Business Plan: $19 per user/month (advanced collaboration and analytics).
Pros
- Automates the entire meeting documentation process.
- Strong integrations with popular conferencing and project tools.
- AI-generated summaries save time on reviews.
Cons
- Free plan has limitations on storage and minutes.
- Accuracy can drop with noisy environments or overlapping conversations.
5. Docket
Docket is a purpose-built meeting minutes tool that helps teams plan, organize, and follow through on their meetings. Founded in 2018, Docket has quickly gained popularity among startups, SMBs, and enterprises seeking to improve their meeting culture.
Docket provides end-to-end meeting management. Teams can build structured agendas, capture meeting notes in real time, and assign action items—all within one platform. Its integrations with Zoom, Slack, Google Workspace, and Microsoft Teams ensure that notes and tasks flow directly into the apps teams already use.
Features
- Agenda builder with customizable templates.
- Real-time collaborative note-taking.
- Task tracking and action item assignment.
- Integration with Zoom, Slack, Google Workspace, and Microsoft Teams.
Pricing
- Free Plan: Basic meeting management features for small teams.
- Pro Plan: $8.99 per user/month
- Business Plan: $19.99 per user/month
Pros
- Provides structured workflows for agenda creation and follow-ups.
- Strong integrations with conferencing and productivity tools.
- Improves accountability by linking tasks to meeting notes.
Cons
- Limited features in the free plan.
- May not be ideal for organizations needing AI transcription.
6. Minutes.io
Minutes.io is a lightweight and straightforward meeting minutes tool designed for teams that want to capture notes quickly without complicated setups. Unlike many feature-heavy platforms, Minutes.io focuses on simplicity, making it ideal for small teams, freelancers, and organizations that need a fast way to document and share meeting outcomes.
Launched as a browser-based app, Minutes.io doesn’t require lengthy onboarding or installations. Users can start writing meeting notes right away, structure them into decisions, tasks, and follow-ups, and then instantly share them via email or PDF.
Features
- Quick note-taking with a simple, browser-based interface.
- Categorization of notes into decisions, tasks, and information.
- Offline functionality for capturing notes without an internet connection.
- Instant sharing of minutes via email or PDF.
Pricing
- Free version available with core note-taking features.
- Pro Plan: $6 per user/month (adds cloud storage and enhanced collaboration).
Pros
- Extremely easy to use with no setup required.
- Works offline and online seamlessly.
- Great for small teams, nonprofits, and quick documentation needs.
Cons
- Limited integrations with other productivity platforms.
- Lacks advanced features like transcription or task management.
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7. Hugo
Hugo is a collaborative meeting minutes tool designed to connect meeting notes directly with a team’s workflows. Founded in 2017, Hugo focuses on centralizing meeting documentation so that conversations, agendas, and action items are easily accessible across the entire organization.
Hugo integrates with over 20 productivity tools, including Slack, Trello, Asana, Jira, and Salesforce, allowing teams to push tasks and action items directly from meeting notes into the tools they already use.
Features
- Shared agendas and real-time collaborative note-taking.
- Centralized meeting knowledge hub accessible to all team members.
- Action items sync directly into project management and CRM tools.
- Integrations with Slack, Asana, Jira, Trello, Salesforce, and more.
Pricing
- Free Plan: Includes basic features for small teams.
- Pro Plan: $6 per user/month (adds integrations and advanced collaboration).
- Business Plan: $12 per user/month (includes analytics and administrative controls).
Pros
- Strong integrations with project management and CRM tools.
- Easy for teams to collaborate in real time.
- Connects meeting notes directly with workflows.
Cons
- Limited transcription or AI-powered features compared to Otter.ai or Fireflies.ai.
- May feel overwhelming for very small teams that just need simple note-taking.
8. NTask
NTask is an all-in-one meeting minutes tool and project management platform that helps teams document meetings, assign tasks, and track progress in a single workspace. Founded in 2015, nTask has quickly gained traction among startups, SMBs, and remote teams for its affordability and comprehensive set of collaboration features.
Unlike standalone minutes of meeting apps, nTask goes beyond note-taking. It combines meeting documentation with task management, time tracking, and project planning.
Features
- Meeting scheduling and collaborative note-taking.
- Task management with assignments, deadlines, and priorities.
- Built-in time tracking and timesheets.
- Project planning with Gantt charts and Kanban boards.
Pricing
- Basic Plan: Free (limited features for up to 5 users).
- Premium Plan: $3 per user/month
- Business Plan: $8 per user/month
Pros
- Combines meeting notes with project and task management.
- Affordable pricing, especially for small teams.
- Strong integrations with conferencing and collaboration tools.
Cons
- Interface can feel cluttered with so many features.
- Lacks advanced AI transcription compared to tools like Otter.ai.
9. MeetingKing
MeetingKing is a streamlined meeting minutes tool designed to help professionals organize meetings efficiently, capture notes, and manage action items. Founded in 2011, MeetingKing focuses on simplifying the meeting process for small to medium-sized businesses, ensuring that every meeting is productive and that follow-ups are clearly defined.
MeetingKing allows users to create agendas, record minutes, assign tasks, and track progress all in one place. Unlike traditional note-taking methods, it emphasizes a structured approach to meetings, helping teams avoid wasted time and miscommunication.
Features
- Agenda creation and structured note-taking.
- Assign action items with deadlines and responsible team members.
- Track meeting history and decisions in a searchable archive.
- Email integration for sending agendas and minutes automatically.
Pricing
- Free Trial: 14 days with full features.
- Professional Plan: $5 per user/month (includes unlimited meetings and templates).
- Business Plan: $9 per user/month (adds advanced reporting and administrative controls).
Pros
- Clear and structured approach to meetings.
- Easy to assign and track action items.
- Lightweight and user-friendly interface.
Cons
- Limited integrations compared to competitors like Hugo or nTask.
- No built-in AI transcription for audio meetings.
10. Evernote
Evernote is a widely recognized digital note-taking tool that doubles as a meeting minutes solution for teams and individuals. Founded in 2008, Evernote has become a staple in productivity software, helping millions organize notes, tasks, and documents in a single, accessible platform.
Evernote allows users to create detailed meeting notes, attach files, and organize information using notebooks and tags. Its flexibility ensures that notes from meetings, brainstorming sessions, and project discussions are always structured and easily searchable.
Features
- Create and organize notes with text, images, audio, and attachments.
- Shared notebooks for team collaboration.
- Tagging and search functionality for quick retrieval of notes.
- Task lists and reminders to track action items.
Pricing
- Free Plan: Basic note-taking and sync across 2 devices.
- Personal Plan: $7.99/month (full search, task management, and unlimited devices).
- Professional Plan: $9.99/month (collaboration features, advanced integrations).
Pros
- Flexible note-taking options with multimedia support.
- Strong organizational structure with notebooks and tags.
- Wide integration options with productivity tools.
Cons
- Not specifically designed as a dedicated meeting minutes tool.
- Some features require higher-tier paid plans.
11. Microsoft OneNote
Microsoft OneNote is a versatile digital note-taking application that functions effectively as a meeting minutes tool. Launched by Microsoft in 2003, OneNote has grown into a robust platform for personal and professional use, enabling teams to capture, organize, and share information seamlessly.
OneNote allows users to create rich-text notes, embed multimedia content, and organize information in hierarchical notebooks, sections, and pages. For meetings, this means teams can maintain structured agendas, record discussions, and track follow-up tasks in a single, organized space.
Features
- Organize notes in notebooks, sections, and pages for structured documentation.
- Rich multimedia support including text, images, audio, and handwritten notes.
- Real-time collaboration for multiple users.
- Integration with Microsoft Teams, Outlook, and other Microsoft 365 apps.
Pricing
- Free Plan: Basic note-taking features with cloud sync across devices.
- Microsoft 365 Personal: $6.99/month (full OneNote features and Office apps).
- Microsoft 365 Business Standard: $12.50/user/month (collaboration, Teams, and SharePoint integration).
Pros
- Strong integration within Microsoft 365 ecosystem.
- Free and paid plans suitable for individuals and businesses.
- Flexible and rich note-taking features.
Cons
- Can be overwhelming for users who prefer minimalist tools.
- Lacks dedicated templates for structured meeting minutes compared to tools like Fellow or Hugo.
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12. ClickUp Docs
ClickUp Docs is a comprehensive collaborative workspace designed for teams to create, share, and manage documents, including meeting minutes. ClickUp, founded in 2017, has rapidly grown into an all-in-one productivity platform, offering task management, project tracking, and document collaboration in a single ecosystem.
With ClickUp Docs, teams can create structured meeting notes, embed tables, checklists, and multimedia content, and link action items directly to ClickUp tasks. Its real-time collaboration ensures all attendees can contribute simultaneously, while version history helps track changes and decisions over time.
Features
- Create structured meeting notes with headings, bullet points, tables, and media.
- Link notes directly to tasks and projects for actionable follow-ups.
- Real-time collaboration with comments, mentions, and editing.
- Templates for recurring meetings to standardize documentation.
Pricing
- Free Plan: Basic docs, tasks, and collaboration features.
- Unlimited Plan: $5/user/month (advanced integrations, unlimited storage, dashboards).
- Business Plan: $12/user/month (automation, advanced reporting, guest permissions).
- Business Plus: $19/user/month (goals, portfolios, enhanced security).
Pros
- Integrates meeting notes directly with tasks and projects.
- Real-time collaboration with comments and mentions.
- Templates streamline recurring meeting documentation.
Cons
- Can be complex for teams only needing simple note-taking.
- Some advanced features are limited to higher-tier plans.
13. Notion
Notion is a flexible all-in-one workspace that combines note-taking, project management, and collaboration, making it an excellent meeting minutes tool. Founded in 2013, Notion has grown into a popular platform for teams and individuals who need a customizable digital hub to organize notes, projects, and tasks in one place.
Notion lets users create pages with text, tables, checklists, embedded media, and databases, providing limitless possibilities for structuring meeting minutes.
Features
- Customizable pages with text, tables, checklists, and embedded media.
- Link meeting notes to tasks, projects, and databases.
- Real-time collaboration with mentions and commenting.
- Pre-built and shareable templates for meetings.
Pricing
- Free Plan: Unlimited pages and blocks for individuals, basic collaboration.
- Personal Pro: $5/month (advanced features for individuals).
- Team Plan: $10/user/month (collaboration, admin tools, advanced permissions).
Pros
- Highly flexible and customizable for any meeting format.
- Integrates notes, tasks, and projects in one workspace.
- Real-time collaboration for remote teams.
Cons
- Can be overwhelming for beginners due to its flexibility.
- Some advanced features are limited to paid plans.
14. Google Docs
Google Docs is a widely used cloud-based document editor that serves as an effective meeting minutes tool for teams of all sizes. Launched by Google in 2006, it has become a cornerstone of collaborative digital work, enabling real-time editing, sharing, and commenting.
Google Docs allows teams to create structured meeting minutes with headings, bullet points, numbered lists, tables, and embedded links.
Features
- Real-time collaborative editing with commenting and suggestions.
- Track changes with version history and revision control.
- Structured formatting with headings, lists, and tables.
- Assign tasks and action items using comments and mentions.
Pricing
- Free Plan: Basic editing, collaboration, and storage
- Google Workspace Business Starter: $6/user/month
- Business Standard: $12/user/month
Pros
- Simple, intuitive, and easy for teams to adopt.
- Real-time collaboration ensures all participants contribute.
- Integrates seamlessly with Google Workspace for workflow efficiency.
Cons
- Limited advanced project tracking features compared to dedicated meeting tools.
- Formatting options are basic compared to specialized note-taking apps.
15. Zoho Meeting Notes
Zoho Meeting Notes is part of the Zoho suite of productivity tools, designed to help teams capture, organize, and share meeting minutes efficiently. Zoho Corporation, founded in 1996, is known for delivering a comprehensive set of cloud-based applications for businesses, ranging from CRM to project management and collaboration tools.
Zoho Meeting Notes allows users to record meeting agendas, take detailed notes, assign action items, and follow up on tasks. It integrates seamlessly with Zoho’s other apps like Zoho CRM, Zoho Projects, and Zoho Mail, as well as with popular calendar and email platforms, ensuring all relevant stakeholders stay informed.
Features
- Create structured meeting agendas and minutes with templates.
- Real-time collaboration and editing for multiple participants.
- Assign action items and follow up tasks directly from notes.
- Integration with Zoho apps, Google Calendar, and email platforms.
Pricing
- Free Plan: Basic meeting note-taking features for small teams.
- Standard: $10/user/month – advanced collaboration and integration options.
- Professional: $20/user/month – enhanced analytics, workflow automation, and storage.
Pros
- Integrated with Zoho’s powerful suite of business applications.
- Real-time collaboration ensures accurate and complete documentation.
- Task assignment and follow-ups streamline accountability.
Cons
- Limited standalone features if not using Zoho ecosystem.
- May require learning curve for non-Zoho users.
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How to Choose the Right Meeting Minutes Tool
Choosing the right meeting minutes tool is crucial for teams looking to improve productivity and collaboration. With so many options available in 2025, businesses, schools, nonprofits, and remote teams need a tool that fits their specific needs.
1. Ease of Use
Look for tools with intuitive interfaces. A simple and user-friendly platform ensures all team members can adopt it quickly without extensive training.
2. Collaboration Features
Real-time editing, shared access, and task assignment capabilities are essential for teams that work remotely or across multiple locations.
3. Integration
Ensure the tool integrates with your existing workflows, such as calendars (Google Calendar, Outlook), project management software (Asana, Trello), and communication platforms (Slack, Microsoft Teams).
4. AI & Automation
Advanced features like AI transcription, automated action item detection, and voice-to-text capabilities can save time and reduce errors.
5. Pricing & Scalability
Evaluate pricing plans in line with your team size and growth expectations. Some tools offer free plans for small teams, while premium plans unlock advanced features for larger organizations.
Final Thoughts on Meeting Minutes Tools in 2025
Meeting minutes tools are no longer just a convenience—they are a necessity for modern teams. In 2025, organizations must prioritize accurate documentation, task tracking, and collaborative workflows to stay competitive and efficient.
These tools help streamline meetings, reduce wasted time, and ensure action items are completed. With features like AI-powered transcription, integrations with calendars and project management software, and real-time collaboration, teams can turn every meeting into a productive session.
Future trends indicate that AI, automation, and predictive analytics will further transform meeting management. Tools will increasingly summarize discussions, identify action items automatically, and integrate seamlessly with enterprise systems, saving hours of manual work.
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