📍AI Notetaker How-to Guide

Get Started with AI Notetaker

AI Notetaker helps you stay fully present in meetings by automatically capturing notes, action items, and summaries. Instead of splitting your focus between listening and typing, Motion records what matters and organizes it for you. By the end of this guide, you’ll know how to manage settings, share notes, and turn follow-ups into tasks that keep your work moving forward.

At a glance

• Find and adjust AI Notetaker settings to match your team’s needs.

• Choose or change the meeting platform (Google Meet, Zoom, Teams).

• Share notes with teammates or external guests securely.

• Review and approve action items, turning them into Motion tasks.

• Access past, shared, and upcoming calls in one place.

• Re-enable AI Notetaker if it was removed from a meeting.

Access and Manage AI Notetaker Settings

You can fine-tune how AI Notetaker joins your meetings and where its notes go by adjusting your Conference Settings.

1. Go to Settings

   1. Click your profile menu (top left) or click the gear icon.

   2. Select Settings → Conference settings from the sidebar.

2. Set a default conference method

   1. Choose your preferred meeting platform. Zoom works with all accounts, while Google Meet is available if your main calendar is Google, and Microsoft Teams is available if your main calendar is Outlook.

   2. This ensures Motion automatically uses this method when scheduling new events.

3. Configure AI Notetaker defaults

   1. Turn on AI Notetaker for all meetings with conferencing → Makes Notetaker auto-join every meeting scheduled on your main calendar (you can still disable it for specific meetings).

   2. Automatically email external attendees with notes → Sends meeting summaries when the call ends.

   3. Allow all calendar editors to see recordings → Extends access to your team when they have calendar permissions.

⚙️ Note: These settings apply to all meetings and events by default, but you can configure AI Notetaker for specific events as needed, such as turning it off, changing conference methods.

Change Meeting Platforms

You can set or update the meeting platform used by AI Notetaker in two ways: globally (for all meetings) or per event.

Update in Settings

Method 1: Update in Settings (default for all meetings)

1. Go to Settings → Conference settings.

2. Under Default conference method, choose your preferred platform (e.g., Zoom, Google Meet, Microsoft Teams. The platform aligns with your connected calendar account).

3. Motion will automatically apply this platform whenever you create new events.

Update in an Event

Method 2: Update in an Event (one-off changes)

1. Open the event you want to edit.

2. In the Event Details section, select the dropdown under Conference method.

3. Pick your desired platform (e.g., switch from Zoom to Google Meet. Based on the main calendar provider).

4. Save your changes — the new platform applies only to that specific event.

⚙️ Pro tip: Use the settings option if you want consistency across all your meetings, and the event option when a single meeting needs a different platform.

Method 1: Update in Settings (default for all meetings)

Method 2: Update in an Event (one-off changes)

Share Meeting Notes

After AI Notetaker finishes capturing a meeting, you can share the notes so teammates (or entire workspaces) stay aligned.

Here’s how to share:

1. Go to the AI Meeting Notes tab in the sidebar.

2. Select the meeting you want to share.

3. Click the Share button in the top-right corner.

4. Choose how to share:

   1. With a workspace → Everyone in that workspace will see the notes and recordings.

   2. With an individual → Add specific teammates by name or email.

   3. Publish externally (link) → Generate a shareable link to send outside Motion.

See Permissions & Visibility for more details.

💡 Pro tip: By default, only people who attended the meeting have access. Use workspace sharing for team-wide visibility, individual sharing for targeted updates, or a public link if you need to collaborate with external partners.

Approve Action Items from a Meeting

AI Notetaker automatically pulls out potential action items from your meetings, but you get the final say before they’re added to Motion as tasks.

To approve action items:

1. Go to the AI Meeting Notes tab in the sidebar.

2. Select the meeting where you want to review action items.

3. Scroll down to the Action Items section.

4. For each item:

   1. ✏️ Click the edit icon to adjust the title. Click on the details assignee, duration, deadline, or project directly to edit them.

   2. ✅ Click the checkmark to approve and save it as a task.

   3. ❌ Click the X to dismiss and remove it.

💡 Pro tip: Reviewing action items right after the meeting ensures that responsibilities are clear and deadlines are realistic while the discussion is fresh.

How to Re-Enable AI Notetaker in a Meeting

If your AI Notetaker is removed from a meeting (for example, by the host or due to connection issues), you can bring it back with just a few clicks.

Steps:

1. Open the event in Motion where the meeting is scheduled.

2. In the event details panel, find the AI Notetaker section.

3. Click Add Notetaker now.

4. Motion will re-join the meeting with the Notetaker bot, so it can continue capturing notes, action items, and summaries.

💡 Pro Tip: If the Notetaker is removed multiple times, make sure the host or participants are aware it’s part of your workflow so it doesn’t get mistaken for an unwanted guest.