In this guide · 7 sections
Short answer
If you already pay for Zoom, Microsoft 365 or Google Workspace, start with the built-in note taker, since the data stays in that system. Use bots like Otter or Fireflies only if you need notes across several platforms. Either way, tell participants that the meeting is being recorded or transcribed, and why.
Built-in AI note takers vs meeting bots
The first choice is where the AI lives. That decides who holds the recording, which admin settings apply and how many vendors you have to vet.
Built-in (Teams, Zoom, Meet)
Start hereOften included or an add-on
- Data stays with your existing provider
- Admin controls you already manage
- Works best inside your own organisation's meetings
- Limited to that one platform
Best for: Teams that mostly use one meeting platform.
Bots (Otter, Fireflies)
Cross-platformFrom about US$8 to US$10/user/mo (annual)
- Joins Zoom, Teams and Meet as a participant
- Searchable library of all meetings
- Integrations with CRM and task tools
- Another vendor holds your recordings
Best for: Sales or consulting teams on many platforms.
Prices are approximate, as of October 2026, from Otter's pricing page and Fireflies' pricing page, shown in US dollars.
Teams, Zoom and Google Meet: what is built in
Microsoft Teams with Copilot
Microsoft's Copilot in Teams meetings guide explains that Copilot summarises discussion points, who said what and action items, during and after a meeting. To ask Copilot about a meeting afterwards, transcription must be on. Organisers can set Copilot to 'during and after', 'only during' (no transcript kept) or off, and Copilot does not work in meetings hosted outside your organisation. Copilot is a paid add-on; Microsoft's Singapore page lists Business Standard with Copilot at US$23.50 per user per month on an annual plan.
Zoom
Zoom's announcement of ZoomMate (June 2026) says core AI features, including meeting summaries and transcription, remain included with eligible paid Zoom Workplace plans. The host turns the meeting summary on, and it can be shared by email or Zoom Chat. ZoomMate is a separate paid add-on for agent-style features.
Google Meet
Google's 'Take notes for me' help page says the feature needs an eligible Workspace edition or Google AI plan, saves notes to Google Docs and emails the organiser a link. It supports one spoken language at a time, from a list that includes English but not Chinese, Malay or Tamil. Admins can require participants to give explicit consent before notes, recording or transcription start.
Prices and limits compared (October 2026)
| Tool | Price (per user per month) | Notes |
|---|---|---|
| Zoom meeting summary | Included with eligible paid plans | Free Basic plan: summaries for 3 hosted meetings a month |
| Copilot in Teams | Copilot add-on to Microsoft 365 | Business Standard with Copilot listed at US$23.50 (annual) |
| Google Meet 'Take notes for me' | Eligible Workspace editions | One spoken language per meeting |
| Otter | Free; Pro US$8.33; Business US$19.99 | Annual billing; free plan 300 minutes a month |
| Fireflies | Free; Pro US$10; Business US$19 | Annual billing; monthly prices are higher |
We have not run our own accuracy tests, and we have not found a published, independent benchmark for Singapore accents or mixed English, Chinese and Malay speech. Run a trial on two or three real meetings and check names, numbers and action items before relying on any tool.
PDPA: recording and transcribing meetings in Singapore
A recording or transcript that identifies people contains personal data, so the PDPA's data protection obligations apply: have a purpose, tell people, get consent or rely on an exception, protect the data and do not keep it longer than needed. This is general information, not legal advice.
Tell people before you record or transcribe
Put a line in the invite ('This meeting will be transcribed by an AI note taker for minutes and action items') and say it again at the start. Built-in tools show an on-screen notice, but do not rely on that alone.
Let people object
If a client or candidate does not want to be recorded, switch it off. Keep a simple way to note that choice.
Choose the tool and account deliberately
Use company accounts, not staff members' personal Otter or Fireflies sign-ups. Check where the vendor stores recordings and whether it uses your content to train its models.
Limit who can see transcripts
Share summaries, not full recordings, by default. Restrict access for HR, medical or legal discussions, or do not record them at all.
Set a retention period
Decide how long transcripts and recordings are kept, for example 90 days, and set auto-deletion where the tool allows it.
An AI note-taking policy for your team
One page is enough. Agree it once and add it to your staff handbook.
AI meeting notes policy
The last two points matter. AI summaries can attribute a comment to the wrong person or miss a decision, and a hacked account with years of transcripts is a serious data breach. See what went wrong in the PDPC's first AI-related data breach case.
Do it yourself or get help?
Turning on a built-in note taker is a few clicks for an admin. The policy and the account settings are where to spend your time. Our PDPA checklist for small businesses shows where recording fits, and our guide on whether Microsoft 365 Business Premium is worth it covers the security controls around Teams.
If you would like help, our Security Awareness Training (S$390) gives staff short lessons, including safe use of AI tools, with completion tracking. The Microsoft 365 / Google Security Lockdown (S$590) enforces MFA, limits risky third-party app connections such as unapproved meeting bots, and tightens sharing settings.
Frequently asked questions
Recording or transcribing a meeting is not banned, but recordings that identify people contain personal data, so the PDPA applies. Tell participants what you are recording and why, obtain consent or rely on a valid exception, protect the files and delete them when no longer needed. Take legal advice for sensitive situations.
Zoom says core AI features, including meeting summaries, are included with eligible paid Zoom Workplace plans at no additional cost. Its free Basic plan includes meeting summaries for three hosted meetings a month. ZoomMate, Zoom's newer agent-style product, is a separate paid add-on.
Both join Zoom, Teams and Meet as a bot and have free plans. As of October 2026, Otter Pro lists US$8.33 and Fireflies Pro US$10 per user per month on annual billing. Choose based on a trial with your own meetings, the integrations you need, and where each stores your data.
There is no published independent benchmark for Singapore accents or mixed-language meetings that we can point to. Google says 'Take notes for me' supports one spoken language per meeting. Test any tool on a few real meetings and have someone check names, figures and action items before relying on the output.
It is better not to. Personal accounts put company and client conversations outside your control, with no admin oversight, retention settings or offboarding when the person leaves. Approve specific tools, provide company accounts, and block or review third-party app connections in Microsoft 365 or Google Workspace.