📓AI Notetaker

Capture meetings effortlessly with Motion's AI Notetaker

AI Notetaker joins your online meetings (Google Meet, Zoom, Microsoft Teams) to silently transcribe, summarize, and extract key action items — then delivers everything you need without stealing a minute of your focus. Think of it as your silent assistant who never misses a detail.

At a glance

• What it is: Motion’s built-in meeting companion that joins video calls to transcribe, summarize, and capture tasks.

• Why it matters: Saves you from note-taking and post-meeting admin; so you can focus on what matters most in the meeting.

• Supported platforms: Google Meet, Zoom, Microsoft Teams.

• Core outcomes: Auto-generated meeting summary, action item tasks with one-click approval, full transcript, video recording and the list of attendees, internal and external to Motion team

What you’ll learn

A high-level overview of the skills you’ll gain by the end of this tutorial. This tutorial walks you through how to:

1. Set up and enable AI Notetaker for your meetings.

2. Understand how it joins calls, captures content, and what’s captured.

3. Review summaries and approve or reject action items.

4. Share notes and enable automatic recap emails.

Quickstart

A fast, step-by-step checklist to get AI Notetaker running right away.

1. Enable AI Notetaker → Go to Settings > Conference settings and turn it on.

2. Schedule a main calendar meeting → Make sure your event has a valid Meet, Zoom, or Teams link.

3. Join as usual → The AI Notetaker will automatically ask to join your meeting once it starts, but it must be admitted from the waiting room

4. Check your notes → After the call, open the AI Meeting Notes tab to review the summary, transcript, and action items.

5. Share with your team → Send a recap emails when enabled.

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Detailed steps

In-depth instructions that expand on each "what you'll learn" topic.

Set up and enable Notetaker

Set up and enable Notetaker

Before AI Notetaker can capture your meetings, you’ll need to enable it in your settings.

1. Go to Settings → Conference Settings.

2. Choose your default conferencing method (Google Meet, Zoom, or Teams).

3. Under AI Notetaker, toggle on (only available when you select a conference method):

4. “Turn on AI Notetaker for all meetings with Conferencing” — ensures Notetaker joins automatically.

5. “Automatically email external attendees with meeting notes when the meeting ends” (optional).

Once enabled, AI Notetaker will be ready to auto-join your calls whenever a supported conferencing method (Zoom, Google Meet, or Microsoft Teams) is included in your calendar event. Note that it will only join meetings scheduled on your main calendar; secondary or shared calendars are not supported.

Joining and recording

How AI Notetaker joins and records

Here’s what to expect once AI Notetaker is turned on:

1. Joining the meeting

   1. AI Notetaker requests to join when your meeting starts

   2. As the host, you (or another participant with permissions) must admit the Notetaker into the call.

   3. It appears in the participant list as “[your team or account name] AI Notetaker,” so everyone knows it’s present.

2. What gets captured

   1. Included: meeting details (date and time of the meeting), live transcript, AI-generated summary, detected action items, the full audio/video recording and meeting attendees.

   2. Not included: In meeting chats, reactions, or interactions within breakout rooms.

3. Recording & transcript basics

   1. The transcript is generated directly from the live conversation and is available at the bottom of the meeting notes recap document.

   2. If recording is enabled, you can replay the call afterward.

4. Summaries and action items are available immediately after the meeting ends.

👉 Key takeaway: AI Notetaker won’t slip in silently — you stay in control by admitting it, and once inside, it reliably captures and organizes your meeting. If you remove the bot, it will not join back automatically. You can go back to your Motion event and re-add the Notetaker.

Review AI meeting notes

Review Your AI Meeting Notes

After your meeting ends, everything is neatly organized inside the AI Meeting Notes tab in your sidebar.

1. Open AI Meeting Notes

   1. From the left-hand sidebar, click AI Meeting Notes.

   2. You’ll see tabs for My Calls, Shared with me, All Calls, and My Future Calls. (see here for permission details)

      1. My Calls → Meetings you hosted or attended.

      2. Shared with me → Notes shared directly with you by teammates.

      3. All Calls → Everything captured by your team’s AI Notetaker (for team plans).

      4. Future → Upcoming meetings with AI Notetaker scheduled.

2. Sort, group, and filter

   1. Organize notes by date, attendees, or meeting title.

   2. Filters make it easy to track key projects or recurring calls.

3. Navigate to a specific meeting

   1. Select the meeting you want to review.

   2. You’ll see at a glance: meeting title, host, scheduled time, and the current status of action items.

4. Explore the captured content Inside the meeting note you’ll find:

   1. Recording: replay the full call.

   2. Attendees: see who joined, including internal and external guests.

   3. Meeting Summary: concise highlights of what was discussed.

   4. Action Items: suggested tasks, ready for approval. Only people within the workspace can approve the suggested tasks.

   5. Notes: any additional context or highlights.

   6. Transcript: the full text of what was said found at the bottom of your meeting notes document as a link.

5. Approve or reject action items

   1. Review AI-captured tasks.

   2. Edit task details on the spot (task title, workspace/project, duration, due date, and assignee)

   3. Approve or reject them to keep your task list clean and accurate.

💡Pro tip: If your meeting was spoken in another language, you can use AI chat to translate the document into a supported language.

✅ Key Tip AI Notetaker doesn’t just capture what was said — it organizes it so you can take action immediately. Summaries help you recall the key points, and approved action items flow directly into Motion tasks.

Enable AI Notetaker for specific meetings

Enable AI Notetaker for a specific meeting

Even if you’ve set a default in Conference settings, you can choose whether Notetaker joins each individual meeting.

When creating or editing an event:

1. In the Event details window, look for the AI Notetaker section (above the Event Details)

2. Toggle on:

   1. Add Notetaker to meeting when it starts – ensures AI Notetaker auto-joins.

   2. Send meeting recap email to all meeting attendees (optional).

3. Add your meeting link, guests, and other event details as usual.

4. Click Create event to save.

👉 This per-meeting toggle overrides the defaults you set in Conference settings.