Best Meeting Notes App in 2026: AI Tools That Actually Work

Looking for the best meeting notes app in 2026? I've tested them all. Here's what actually works.

Quick Answer

Granola is the best meeting notes app in 2026. It captures meetings without a bot joining your call, creates structured notes with action items, and works on Mac, Windows, and iOS.

Try Granola Free

The Contenders

1. Granola (Best Overall)

How it works: Captures audio from your device's microphone—not by joining your call.

Pros:

• No visible bot joining meetings
• Works on any platform (Zoom, Teams, Meet, phone calls)
• Automatic action item extraction
• Works for in-person meetings (mobile app)
• Clean, modern interface

Cons:

• Requires device audio access
• Subscription pricing

Best for: Anyone who wants meeting capture without the awkwardness

Try Granola Free

2. Otter.ai

How it works: Bot joins your meeting as a participant

Pros:

• Good transcription accuracy
• Integrates with calendars
• Free tier available

Cons:

• Visible bot announces itself
• Can make participants uncomfortable
• Some meeting hosts block bots

Best for: Internal meetings where visible recording is acceptable

3. Fireflies.ai

How it works: Bot joins your meeting as a participant

Pros:

• Good integrations (CRM, etc.)
• Searchable transcript database
• Team features

Cons:

• Same visible bot problem
• More enterprise-focused
• Can feel surveillance-y to participants

Best for: Teams that want centralized meeting intelligence

4. Microsoft Copilot / Teams Premium

How it works: Built into Teams

Pros:

• Native Teams integration
• No separate tool needed
• Microsoft security/compliance

Cons:

• Only works in Teams
• Requires premium licensing
• Microsoft ecosystem lock-in

Best for: All-Microsoft organizations

Comparison Table

Feature	Granola	Otter	Fireflies	Teams Copilot
No visible bot	Yes	No	No	N/A
Works on any platform	Yes	Yes	Yes	Teams only
In-person meetings	Yes	No	No	No
Free tier	Trial	Yes	Yes	No
Action items	Auto	Manual	Auto	Auto
Participant comfort	High	Low	Low	Medium

Why "No Bot" Matters

When a bot joins your meeting:

1. "Otter Bot has joined"
2. Participants notice
3. Someone asks "Are you recording this?"
4. The conversation becomes guarded

This is especially problematic for:

• Client calls
• Sales conversations
• Sensitive internal discussions
• External partnerships

Granola avoids this entirely. Participants see just you on the call.

My Workflow

1. Calendar synced: Granola detects meetings automatically
2. Join meeting normally: No bot, no announcement
3. Focus on the conversation: Not on note-taking
4. After meeting: Review transcript, action items already extracted
5. Share if needed: Export to teammates

Try Granola Free

Getting Started

Try Granola free - syncs with your calendar and starts working on your next meeting.

FAQ

Is Granola recording other participants without consent?

You're responsible for consent laws in your jurisdiction. Many users inform participants they're "taking notes" without specifying the tool.

Does Granola work offline?

It needs internet for AI processing. The audio is captured locally, then processed in the cloud.

What about Zoom's built-in transcription?

Zoom's transcription is okay but visible to all participants and lacks the AI summarization and action item extraction.

Can I use multiple meeting apps?

Yes. Granola captures whatever audio your device plays—Zoom, Teams, Meet, phone calls, etc.

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The best meeting notes are the ones you don't have to take. Granola captures everything without changing the meeting dynamic.