How to Record Meetings in 2026: Best AI Tools Without a Bot
Meeting recordings have come a long way since screen recording and basic transcription. In 2026, AI-powered tools can capture, transcribe, and summarize your meetings—some without anyone knowing you're recording.
This guide covers the best options for recording Zoom, Google Meet, Teams, and in-person meetings.
Quick Comparison: Meeting Recording Options in 2026
| Method | Bot Joins? | Works In-Person? | AI Summaries? | Cost |
|---|---|---|---|---|
| Granola | No | Yes | Yes | Free tier / Paid |
| Otter.ai | Yes | Limited | Yes | Paid |
| Zoom Built-in | N/A | No | Basic | With Zoom Pro |
| Teams Built-in | N/A | No | Yes | With Teams |
| Fireflies | Yes | No | Yes | Paid |
My Recommendation: Granola (No Bot Required)
Try Granola FreeAfter testing all the major options, Granola is my preferred choice because it captures meetings without a bot joining your call.
Why "No Bot" Matters
When Otter, Fireflies, or similar tools record your meeting, a bot joins the call:
"Otter.ai has joined the meeting"
This announcement creates problems:
- People get self-conscious - They speak differently when they know they're being recorded by a third-party service
- It can feel invasive - Clients and external partners may not appreciate surprise recording announcements
- It disrupts the start of meetings - "Is everyone okay with the recording?" becomes a required conversation
Granola captures audio directly from your computer's audio output. No bot joins. No one knows it's running.
How Granola Works
- Install the app (Mac, Windows, or iOS)
- Connect your calendar - It automatically knows when you have meetings
- Join your meeting normally - Granola detects when you're in a call
- Review AI notes after - Transcription, summary, and action items ready
That's it. No configuration per meeting. No remembering to start recording.
What You Get After Each Meeting
- Full transcript - Searchable text of everything said
- AI summary - Key points distilled into a few paragraphs
- Action items - Who needs to do what, automatically extracted
- Templates - Format output consistently (e.g., "Sales Call Template", "Team Standup")
Recording In-Person Meetings
This is where Granola really stands out. The iOS app lets you record meetings that happen face-to-face:
- Coffee meetings
- Conference conversations
- Client site visits
- Whiteboard sessions
One tap from your phone starts recording. The same AI processing creates transcripts and summaries.
Recording Zoom Meetings
Option 1: Granola (Recommended)
- Have Granola running
- Join your Zoom meeting normally
- Granola captures audio automatically
- Notes appear after the meeting ends
Option 2: Zoom's Built-in Recording
- Click "Record" in Zoom
- Choose cloud or local recording
- Generates basic transcript
- Limited AI features
Zoom's built-in recording works but produces less useful output. You get a video file and raw transcript, not structured notes with action items.
Recording Google Meet
Google Meet's recording feature requires Google Workspace. Even then, it doesn't offer the AI processing that dedicated tools provide.
Better approach: Run Granola, which captures Google Meet automatically without any special configuration.
Recording Microsoft Teams
Teams has good built-in transcription for paid tiers, but:
- It announces recording to all participants
- Transcripts are stored in Microsoft's ecosystem
- AI summaries require additional licenses
Granola offers a simpler, invisible alternative that works across all platforms.
Privacy and Consent
Know Your Laws
Recording laws vary by location:
- One-party consent states/countries: You can record any conversation you're part of
- Two-party consent jurisdictions: All parties must consent to recording
Granola's invisible operation doesn't change your legal obligations. Check your jurisdiction before recording.
Professional Contexts
For business meetings, consider:
- Company policy on recording
- Client expectations
- Industry regulations (legal, medical, financial)
Many professionals use meeting recording tools without announcing them, as their notes constitute personal work product.
Comparing to Alternatives
Granola vs Otter.ai
| Feature | Granola | Otter |
|---|---|---|
| Bot joins call | No | Yes |
| In-person meetings | Yes | Limited |
| Privacy | Higher | Lower |
| AI summaries | Yes | Yes |
| Action items | Yes | Yes |
Full comparison: Granola vs Otter
Granola vs Fireflies
Fireflies requires a bot to join meetings. Same visibility issues as Otter.
Granola vs Native Recording
Platform-native recording (Zoom, Teams, Meet) announces recording and often requires specific license tiers. AI features are limited or nonexistent.
Getting Started
- Download Granola: granola.ai
- Connect your calendar: Google or Microsoft calendar syncs automatically
- Join your next meeting: Granola handles the rest
The free tier covers basic usage. Paid plans unlock unlimited meetings and advanced features.
Related Guides by Profession
- Voice AI for Small Business Owners - General business productivity
- AI Voice Tools for Lawyers - Legal documentation
- AI Voice Tools for Doctors - Healthcare documentation
- Best Voice-to-Text for Developers - Technical deep dive
- Top 4 AI Voice Tools for 2025 - Complete voice tool roundup
Frequently Asked Questions
Does Granola work with phone calls?
Yes, on iOS. The mobile app can record phone calls and in-person conversations.
What if my meeting isn't on my calendar?
Granola detects when your microphone is in use and offers to start recording.
How long are recordings stored?
Recordings are stored securely per your account settings. You can delete at any time.
Can I share transcripts with my team?
Yes. Export to docs, share links, or integrate with note-taking tools.
Does it work on Windows?
Yes, Granola has native apps for Mac, Windows, and iOS.
The Bottom Line
In 2026, there's no reason to take manual meeting notes or rely on memory. AI tools capture everything accurately, extract action items, and generate useful summaries.
Granola is my recommendation because it works invisibly across all meeting platforms—video calls and in-person—without changing how your meetings feel.
Try Granola Free