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The 5 Best AI Note-Taking Apps of 2025

After exploring all the different AI meeting note-taking apps available, we put together a list of the five best meeting note-taking apps that will help you and your team thrive in 2025.
Marc Gingras
Advice
January 6, 2025
5 minute read

AI note-taking apps have become indispensable tools for professionals, enabling seamless capture and organization of information. However, these apps vary significantly in their approach.

The most critical distinction is between bot-free apps, which work discreetly in the background, and bot-driven apps, which rely on bots joining your calls to take notes.

Understanding this difference is essential when selecting an AI note-taking app that aligns with your workflow, preferences, and privacy needs.

Before we dive in, let’s explore the key features that define an exceptional AI note-taking app.

What Makes an Exceptional AI Note-Taking App in 2025?

Discreet experience: Having genuine conversations is paramount. Apps that don’t require bots joining calls often ensure a more intimate experience.

Actionable Summaries and Insights: Beyond transcription, the best apps offer intelligent summaries, pre-meeting briefs, and follow-up action items to maximize productivity.

Collaboration and Organization: For teams, the best note-taking apps don’t just allow shared and collaborative note-taking—they also ensure that meeting summaries are self-organized.

Ease of Use: Simplicity is key—whether onboarding new users or performing daily tasks, the experience should be intuitive and frictionless.

Seamless Operation: The best apps integrate effortlessly into your workflow, capturing key details and making data synchronization across applications easy.

Bot-Free AI Note-Taking Apps

Bot-free apps operate discreetly, without requiring bots to join your meetings. These apps prioritize privacy while delivering powerful note-taking features.

Bloks.app: Relationship Intelligence at Its Best

Bloks.app is a standout AI note-taking app that combines seamless operation with powerful relationship intelligence. It creates personalized pre-meeting briefs, organizes notes into a self-organizing personal CRM, and works across platforms without requiring bots.

Key Features:

• Easy to use manual-notes enhancements and “one-click” call highlights.

• Personalized pre-meeting briefs with insights on attendees and companies.

• Collaborative team features for shared notes.

• Self-organizing notes, and CRM synchronization.

Platforms: Mac, Windows, iOS, Android

Pricing: $15/month per user, with a free trial available.

Granola.ai: Simple, Efficient, and Private

Granola.ai focuses on simplicity and functionality. It provides live transcription monitoring and manual note-enhancement tools, making it ideal for professionals who prefer a lightweight, no-bot experience.

Key Features:

• Live transcription monitoring.

• Easy-to-use manual note enhancement tools.

• Privacy-focused design with no bots or recordings.

Platforms: Mac

Pricing: $18/month per user, with annual plan discounts.

Bot-Driven AI Note-Taking Apps

Bot-driven apps require a bot to join your meetings to record, transcribe, and summarize discussions. While less discreet, these apps often excel in real-time collaboration and advanced transcription.

Fireflies.ai: The Bot-Powered Classic

Fireflies.ai is a trusted choice for meeting transcription. Its bots join meetings to record, transcribe, and deliver actionable insights, making it a staple for team collaboration.

Key Features:

• Automatic recording and transcription for virtual meetings.

• Integration with Zoom, Google Meet, and Microsoft Teams.

• Actionable follow-ups and insights.

Platforms: Mac, Windows, iOS, Android

Pricing: Free basic plan; premium plans start at $10/month per user.

Otter.ai: Real-Time Transcription with Collaboration

Otter.ai is known for its robust transcription capabilities and team-focused features. It integrates seamlessly with conferencing tools and calendars, offering real-time insights during meetings.

Key Features:

• Real-time transcription with high accuracy.

• Collaborative note-taking capabilities.

• Integration with calendars and scheduling tools.

Platforms: Mac, Windows, iOS, Android

Pricing: Free basic plan; premium plans start at $16.99/month.

Fathom.ai: Insights Tailored for Professionals

Fathom.ai specializes in creating concise summaries and capturing key moments during meetings. Its bot integration ensures every critical detail is documented.

Key Features:

• Automatic meeting summaries with key action points.

• Integration with Zoom and other platforms.

• Real-time capture of meeting highlights.

Platforms: Mac, Windows

Pricing: Free basic plan; premium plans start at $12/month per user.

Find the AI Note-Taking App That Works for You

Choosing the right AI note-taking app depends on your priorities. If you value privacy and a bot-free experience, Bloks.app and Granola.ai deliver discreet, seamless solutions. For those who don’t mind bots joining their meetings, Fireflies.ai, Otter.ai, and Fathom.ai offer robust tools for transcription and collaboration.

Each app brings unique strengths to the table. Whether it’s relationship intelligence, real-time transcription, or automated insights, the best AI note-taking tools of 2025 have something for everyone.

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Whether you’re a sales superstar, in-demand consultant, busy recruiter, or someone who simply needs to schedule a lot of meetings, one thing’s for sure—you’ve probably booked a lot of them over the past two years.

Hybrid work has forced the majority of our meetings online, and while we appreciate being able to wear sweatpants during normal work hours, the time-consuming ballet that is sharing your availability, finding a time to meet, and adding it to your calendar isn’t quite as enjoyable. 

Speaking with everyone from solopreneurs to seasoned professionals, it seems like a lot of people find meeting scheduling software either costly, impersonal, or just plain boring. And Calendly and other alternatives don’t always cut it.

We hear you. 

Everyone is different, and so is how they work. Making good first impressions is important, and you shouldn’t have to pay a premium for them or basic customizations and integrations with your meeting booking system.

Nook Calendar’s meeting proposal feature is already used by tons of high-performing teams for selecting and proposing meeting times outside of their organization. 

Now, we’re making things even easier by letting you build personal pages with shareable calendar-booking links, right in Nook Calendar. Add them to your LinkedIn profile, email signature, website, or messages when finding a time to meet.

We think it’s the best meeting scheduling software out there, and we’re excited for you to give it a try, so let’s get started.

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Here’s How to Set Up a Personal Booking Page in Nook Calendar

First off, if you’re new to Nook Calendar—hello! (If you’re already a Nook user, you can skip ahead.)

You’re going to start by syncing your calendar—either from Google Calendar or Microsoft Outlook—and entering your work email address.

Once you approve any necessary permissions, you’ll set up your People Bar. Search for any connections and add the people you interact with the most when scheduling meetings.

From there, you can add any additional calendars you want to see (add your personal one, if you like, to further prevent any overlaps when scheduling meetings), integrate with Zoom (so you can launch calls straight from your calendar), and choose your preferred display setting—select Match OS, Light Mode, or Dark Mode.

Launch Nook Calendar, and you’re ready to set up your online meeting scheduler.

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Now, the fun begins

You’re going to start by claiming your unique URL for sharing your meeting availability page. 

Your first name appears by default, but really, it can be anything. We recommend using your full name (e.g., /john-smith).

(You can always change your URL in the future, as long as it’s still available.)

From there, you want to complete your profile. 

Your profile pic is automatically pulled in from your Microsoft or GCal account.

But you can add your name, job title, welcome message, and links to social media profiles or professional website, so guests know a bit more about you when booking a meeting. 

Then, you can start setting your weekly availability.

Nook Calendar defaults to traditional time blocks—9–12 a.m. and 1–5 p.m. These are the hours someone can book a meeting from your personal page. Adjust them based on your availability. 

Your timezone is automatically set to your local time, but you can change it if you primarily work with people in a different timezone and it’s better to visualize that when setting your availability.

Choose which calendar you want to accept meetings in—it can only be booked in one, but Nook Calendar will automatically reference your availability in other calendars you’ve synced to prevent double-bookings when someone schedules a meeting.

Now, it’s time to set up some paramaters. 

You can set up your preferred meeting duration in either 15, 30, 45-minute or one-hour increments (or a custom time).

You can also add buffer time to give yourself a break between meetings, or set a lead time of up to 24 hours, so no one can book any last-minute meetings.

And you’re all set! You can preview what the page will look like, then share it with contacts or add it to your LinkedIn profile (we suggest adding it as a secondary URL), email signature, and anywhere else you do business.

Once someone books time in your calendar, you’ll receive an email and get a notification in the Pulse.

If you ever need to make any changes, you can access your personal meeting page in the bottom of the Magic Panel and make any adjustments—either to your weekly availability or personal information.

You can also remove your availability by simply creating events in Nook Calendar and marking them as Busy to block off time and prevent any bookings.

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Nook Calendar’s new personal pages for sharing meeting availability are available on Web, iOS, and Android. 
If you have any questions or thoughts, we’d love to hear them. Hit us up in our Slack Community or contact us through Support.  

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