AI Meeting Notes (beta)

AI Meeting Notes are a great way to take detailed notes from a meeting without needing to type alongside your meetings or video calls.

To use AI Meeting Notes, you will need version 4.7.0 of the desktop app – the feature is not available on Notion in the browser.

AI Meeting Notes is currently in beta and subject to the beta terms of your agreement.

To create an AI Meeting Note block:

• Type /meet into any page

• Type CMD + SHIFT + Y (Mac)

• Type CTRL + SHIFT + Y (Windows)

Write any agenda items or context under Notes before the meeting. When generating the summary, AI will take these notes into consideration.

1. Click Confirm consent to start the transcription.

2. To stop the transcription click Stop.

3. The AI summary will automatically start generating.

   • At least one minute of recorded audio is required to generate a summary.

AI Meeting Notes can structure notes based on the type of meeting—such as a sales call, standup, or other formats.

1. Click the ••• menu on the block.

2. Hover over Format and select one of the options.

   • Format changes only apply to new recordings or when you resume transcription. To update an existing summary with a new format, click

     Retry summary.

Once the block is selected, you will be reminded to disclose your use of AI Meeting Notes and obtain consent from all meeting participants before proceeding.

To help you request consent, you’ll have a few easy options:

1. Text: Copy the message and paste it into the conferencing chat (great for meetings using conferencing apps).

   • Quick copy is available in the block header and the message can be changed in the ••• menu.

2. Voice: Play an automatic audio message at the start of your meeting.

   • Click the 🔈 icon to play the message.

   • You can change the voice in the ••• menu and select different voices for different languages. Notion will automatically use your meeting's language to play the appropriate voice.

3. Say it out loud: A simple ask works too. For example: “Alright if I transcribe this meeting using Notion AI Meeting Notes?”

Important: The audio message plays through your computer speakers, not your conferencing mic. Be sure to unmute your speakers and disconnect any headphones so everyone in the room can hear it clearly.

AI Meeting Notes becomes even more powerful with Notion Calendar. Effortlessly create, organize, and share meeting notes—so you can stay present in meetings and keep your team in sync.

To connect AI Meeting Notes to Calendar:

1. On an AI Meeting Notes block, click ••• → Connect Notion Calendar.

   • If you don’t see that option, your workspace is already connected to Notion Calendar.

2. In Notion Calendar click your profile icon and go to Settings. From here you can:

   • Choose where to store meeting notes (we recommend a meetings database).

   • Choose to auto-share meeting notes with event participants.

     • This will only occur with internal participants.

   • Choose to auto-add meeting notes to new events.

Below is some general information on the laws and regulations that relate to transcriptions, as well as some best practices to consider when enabling AI Meeting Notes.

In the United States, certain laws require consent of at least one of the participants before recording or transcribing a call or conversation. Others require you to obtain consent from every participant before recording or transcribing a call.

Outside the United States, such as in the European Union, there are similar laws requiring consent of participants before recording or transcribing a call.

In addition to consent requirements, there may also be laws governing how you use, disclose, and secure your call recordings or transcriptions. These laws may vary depending on where your participants are located, the business sector, and industry standards.

Obtaining Consent: Determining which consent laws apply can be complicated when meeting participants are in multiple states or countries, or if you cannot be sure about the location of one or more participants. We recommend complying with the strictest consent laws and always obtaining consent from all participants before using AI Meeting Notes to transcribe a meeting. Some other best practices:

• Clearly explain to participants that you will transcribe the call using a third-party provider (e.g., Notion AI Meeting Notes).

• Keep adequate records of how you obtained consent.

• Respect a participant’s choice not to be transcribed.

• If new participants join a call after transcription has begun, stop and obtain consent from new participants before proceeding.

• AI Meeting Notes provides ways to disclose your use of the feature and obtain consent from meeting participants, but note that these are just a few examples of how you might obtain consent.

Other Best Practices:

• Make clear to your users how you plan to use and/or share transcriptions (or any information derived from them).

• Make sure that you only use and share transcriptions in a way that is consistent with what you told your users and all applicable laws.

• Keep transcriptions only for as long as you need.

AI Meeting Notes engages sub-processors (OpenAI and Anthropic) to record the meeting, process the audio file into a transcription, and then produce insights, such as a meeting summary, action items, participants in the call, and more. The audio file is immediately deleted within Notion after audio file processing is complete.

If you do not want the AI Meeting Notes feature available to your users, administrators may opt-out their workspace at any time via the toggle available in their console.