7 min read
Overview
AI Notetaker keeps your team present and focused during meetings. It turns conversations into structured, searchable, and actionable insights. When you invite AI Notetaker to join your meeting, it transcribes conversations in real time and generates concise summaries, transcripts, and action items all in your monday.com workspace.
Key features:
- real-time transcription
- speaker identification
- summaries
- generates takeaways and highlights
- detects action items by extracting tasks and follow-ups
- creates a secure video recording that is searchable by keyword
- links summaries and action items to boards, items, and workflows
- a post-meeting chat powered by AI for follow-up questions
This article will walk you through setting up AI Notetaker in your account.
Set up Notetaker
To get started, open the left pane and click the AI Notetaker button at the top. If your calendar is not yet connected, you will be prompted to connect your Google or Outlook calendar. This is required to use the app.
Tip: If you run into calendar connection errors. If you see "We couldn't find the content you were looking for" or "cannot find page" during the Google/Outlook connection flow, follow the troubleshooting steps in the Calendar connection troubleshooting section below.
Once you're connected, the AI Notetaker homepage opens to two panels. On the left, Upcoming shows your meetings for a selected date, today by default. Use the arrows to move to another date, and toggle AI Notetaker on or off if you'd like to add or remove it for a specific meeting.
On the right, Meeting history lists your past and upcoming meetings, searchable and filterable by My meetings (meetings you were invited to, or you own) or Shared with me (Notetaker meeting recordings shared with you).
Invite Notetaker to meetings
To use AI Notetaker with a specific meeting, find it under Upcoming and switch its toggle on. The meeting link must be included in the calendar invite for AI Notetaker to join. AI Notetaker is supported on Zoom, Microsoft Teams, and Google Meet.
Add Notetaker mid-meeting
If you want AI Notetaker to join a meeting that's already started, or one that isn't on your calendar, click Add Notetaker at the top right of the screen. Paste the meeting link, and click Invite AI Notetaker. The meeting host will need to admit it and approve the recording.
Auto-invite
Open Settings at the bottom of the left panel, then go to Personal preferences to auto-invite AI Notetaker to meetings you create or are invited to:
Switch off both of these settings to make all activity with AI Notetaker manual.
Additional requirements
When you invite AI Notetaker to your meeting, AI Notetaker will join your Zoom, Microsoft Teams, or Google Meet session.
- To start recording, the bot must have recording permissions from the host.
- If you're using Zoom, your Zoom settings must also be configured to allow external bots or guests to join meetings.
During the meeting
Notetaker will join the meeting 2 minutes before the scheduled start time. This way, it won't miss a moment!
The bot will appear as a participant with the name monday Notetaker:
Remove AI Notetaker
You can remove the bot in the middle of a meeting through the Zoom, Microsoft Teams, or Google Meet interface. Removing the bot as a participant will stop the recording.
Invite agents to meetings
Your monday AI agents can join your live meetings alongside AI Notetaker. The agent joins as a meeting participant, listens to the full conversation in real time, and can be interacted with through the meeting chat. This gives you access to the same tools and data your agent already uses outside of meetings, without leaving the call.
Attention: This capability is rolling out gradually. If you don't see it in your account yet, it will become available soon.
Add an agent manually
From the AI Notetaker homepage, click Add an agent. Select the agent you want to invite from the dropdown, paste the meeting link and choose the access scope. Once you've invited the agent, the meeting host will need to admit the agent, as with any other participant. You can currently only select from monday agents you created yourself.
Access scope
When you invite an agent, you choose who can address it:
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Only I can ask (recommended): Only the person who invited the agent can @mention it and trigger a response. Other participants can't address it directly. For this restriction to work correctly, the meeting host's video conferencing account email must match their monday.com email.
- Anyone in the meeting can ask (use with care): Any participant can @mention the agent. Before you confirm this option, the Review resources panel lists the private boards, individually-shared documents, and connected external tools, such as Gmail or CRM integrations, that everyone in the meeting would be able to reach through the agent's answers.
Note: Regardless of the access scope you choose, an agent's answers are always posted in the public meeting chat and visible to all participants. If the agent's response draws on private information, such as personal boards or connected inboxes, that information becomes visible to everyone on the call and may be captured in a meeting recording.
Add AI agents to my meetings automatically
Your agent can automatically join your meeting, without being manually invited via the meeting link.
You can enable this in your Personal preferences, under Add AI agents to my meetings. Select an agent, and set which meetings it joins, which meeting types to include (internal, external, or both), and who can interact with it.
Note: Everyone in the meeting sees the agent's answers, including people who aren't meeting participants. The agent can access everything it's connected to, such as boards, recordings, Slack, email, and files. Review its permissions before inviting it.
Interact with an agent during a meeting
To activate an agent, @mention it by name in the meeting chat. The agent has full context of everything discussed in the meeting up to that point, so you don't need to repeat context in your chat command.
If you invite the agent with the Only I can ask access scope, the first time anyone @mentions it, the agent replies with a verification link. Click the link, then copy the one-time code shown if you're signed in as the agent's owner, and post it back in the chat. Your agent will reply with your answer. You only need to verify once, and the agent will remember you for future meetings.
What an agent can do in a meeting
An agent has the same tools and data access in a meeting that it has outside of meetings. It can:
- Pull information from your boards and connected data sources
- Create items and action items
- Draft and send emails
- Build action plans based on what was discussed
Remove an agent from a meeting
You can remove an agent in the middle of a meeting, the same way you'd remove any participant. Only the meeting host can do this.
Notetaker settings
Open Settings at the bottom of the left panel to manage AI Notetaker. Everyone sees the following tabs: Connected calendars, Personal preferences, and Account settings, though only admins can edit Account settings. Admins also see a fourth tab, Usage.
Connected calendars
Manage your calendar connections to Notetaker, or click Connect new calendar to add another.
Personal preferences
Note: These settings apply only to you. If they conflict with your account's settings, the account settings apply.
Under Personal preferences, you can manage:
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Add AI agents to my meetings: select an agent to join alongside AI Notetaker in your meetings
-
Attendance: choose whether AI Notetaker auto-joins meetings you create or are invited to, and which meeting types to include for each
-
Meeting summaries: choose whether to receive meeting summaries to your email
- Appearance: shows how AI Notetaker appears in your video calls; this is admin-controlled and locked for individual account members
Click Reset all to Org defaults to revert your personal preferences back to your account's defaults.
Account settings
Note: Only admins can change Account settings. Account settings override personal preferences for all users.
Under Account settings, admins can manage:
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Attendance (account default): set whether AI Notetaker auto-joins meetings users create or are invited to, by default, and which meeting types to include for each. Use the lock icon next to either setting to prevent account members from overriding it.
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Email meeting summaries: set the account default for meeting summaries, or turn on Disable summaries for all users to stop everyone in the account from receiving them. While this is on, account members can't turn summaries back on for themselves.
-
Meeting presence: control how AI Notetaker appears and introduces itself in meetings, including its display name, appearance, and a customizable join message.
- And Disable AI notetaker, admins can disable AI Notetaker for the entire account. This will:
- Permanently delete all AI Notetaker data, including recordings, transcripts, and summaries
- Stop AI Notetaker from attending all future meetings
- Remain reversible only in that you can re-enable AI Notetaker later, though deleted data can't be recovered
Click Disable notetaker to confirm.
Warning: Disabling AI Notetaker permanently deletes all AI Notetaker data for your account. This action is irreversible.
Usage
Note: Only Admins can see this page.
Manage usage and user permissions in monday's admin settings, under AI Governance. Click Manage user access or View usage to go there directly.
After your meeting
To view the notes from your meeting, click on the meeting entry in the AI notetaker homepage. Here you can view the transcript, meeting summary, a video recording of the meeting, action items, and more.
On the left side of the meeting summary screen, you will see four tabs:
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Overview: The Overview tab is the default view when you open a meeting. You'll see a summary of the meeting, and you can also choose a summary template to set the structure of your meeting summary.
To choose how your meeting is summarized, open any meeting in Notetaker and go to Overview > Summary templates. Choose a template or create your own.You can write your own instructions for how a meeting should be summarized, then save them as a reusable template or as your default overview.
You can also use ready-to-go sales templates, such as MEDDICC, BANT, and a discovery call.
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Action items: The Action items tab shows a list of action items generated from your meeting, which you can add directly to a board.
With action items, you can use Notetaker to create real workflows in your day-to-day.
Select one or multiple action items from the list. Then, select the workspace and board where you'd like to add the items. A new item will be created with the meeting's name. All selected action items will be added to the item as subitems.
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Transcript: Click the Transcript tab to view the full transcript of the meeting. The participants are differentiated by icons.
- Participants: The Participants tab shows a full list of attendees. Here, you can see each attendee's participation in minutes and as a percentage of the total meeting time.
Recording and topic summary
In the center of the meeting page, you will see a recording of the meeting and a breakdown of the topics covered during the meeting:
Open any topic dropdown to see meeting highlights for that topic. You'll see a timestamp that correlates to the note. You can then click the timestamp to go to that moment in the meeting recording.
Ask Sidekick about your meeting
Use the Sidekick panel on the right of the meeting Overview to get instant answers about your meeting. Choose from suggested actions, such as What was this meeting about?, Generate meeting's follow-up email, or What are the next steps?, or type your own question.
Emails & Activities
You will also see call summaries on your Emails & Activities timeline. When a contact's information matches that of a meeting participant, a summary of your relevant calls with AI Notetaker will populate on the timeline.
Share your meeting
On the meeting summary page, or from the three-dot menu next to any meeting in Meeting history, click Share to adjust who can view the meeting.
In the Share this meeting window, use the dropdown to choose the visibility level:
- Only for participants: visible to meeting participants from your organization
- Shared with organization: visible to everyone in your organization
To grant access to specific people or teams regardless of visibility level, type their name in the "Type a name or team" field and click Share. Everyone with access appears under Who has access.
Click Copy link to copy a direct link to the meeting. Meetings shared with you this way appear under Shared with me in the AI Notetaker homepage Meeting history, separate from My meetings.
AI Notetaker desktop app
The AI Notetaker desktop app lets you record meetings and conversations directly from your computer, without inviting the AI Notetaker bot to join as a visible participant. When you're on a call, the app detects it and prompts you to start recording.
To get the app, look for the download banner on the AI Notetaker homepage or download it here. The app is available for macOS, Windows coming soon.
The desktop app supports the same core functionality as the web-based AI Notetaker, plus:
- Records online meetings without adding the AI Notetaker bot as a participant, so there's no bot for the host to admit
- Records the meeting window itself, so you can review the visual content, such as shared screens or slides, alongside the recording
To record a meeting using the AI Notetaker desktop app, click the Record button at the top right corner of the app, and select the relevant meeting. For an unscheduled meeting, select New meeting and enter the meeting name.
The rest of the functionality and settings are identical to the web-based AI Notetaker in the monday.com platform.
Privacy
The recordings captured via the AI Notetaker desktop app are not automatically shared with the meeting's participants, unlike those captured via the web-based AI Notetaker. So when you start a recording with the desktop app, you confirm that you have provided any notice and obtained any consent required by applicable law.
Note: Recordings you make with the desktop app are visible only to you by default. AI Notetaker doesn't share your recordings with other participants automatically, so you're responsible for providing any required notice or consent before you record.
Pricing
The desktop app uses the same credit model as AI Notetaker: 120 AI credits per hour of recording.
Calendar connection troubleshooting
If you run into issues while connecting your Google or Outlook calendar, use the troubleshooting suggestions below. You can also check your calendar connection status directly under Settings > Connected calendars.
If you see "We couldn't find the content you were looking for" or "cannot find page"
- First, try connecting via the web: If you're connecting from a mobile or desktop app and the connection flow fails, try connecting via the web instead. Some users report that connecting via the web resolves these issues.
- If the error continues: Contact Support and include a screenshot of the error message and whether you were connecting Google or Outlook.
More AI Notetaker troubleshooting tips can be found in the monday.com AI Notetaker: troubleshooting article.
Pricing FAQs
Check out some of our frequently asked questions and answers about pricing.
Note: The following information applies to customers who joined monday on or after May 6, 2026, and were offered to purchase seats and AI credits. If you signed up prior to May 6, 2026, or if you joined later but wish to transition your full experience to credit-based consumption, contact our support team or your dedicated Account Team for assistance.
Other FAQs
Check out some of our frequently asked questions and answers.
If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.