12 Best AI Meeting Assistants for Smarter Meetings in 2025 [By Use Case]

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Author - Alena Arsenova

Alena Arsenova
Content Strategist & Coordinator
Published: August 12, 2025

12 Best AI Meeting Assistants for Smarter Meetings in 2025 [By Use Case]

Choosing the right AI meeting assistant can feel overwhelming. First, there are so many tools out there. Second, they all make similar promises to “save time” or “boost team productivity,” just with slightly different marketing spins.

In our research, we put together this list to help you cut through the noise and find the right AI tool that makes your meetings smarter. Here, we focus on AI meeting assistants for teams and business rather than personal apps.

Top 12 AI Meeting Assistants Spotlight

  • SUMO Scheduler – Best AI meeting assistant for sales and service teams.
  • Calendly – Best for scheduling in small to mid-sized businesses.
  • Otter – Best for quick-turn meeting summaries via AI chat.
  • Fireflies – Best for clean transcriptions and pushing summaries to Slack.
  • Clockwise – Best for automatically blocking focus time and balancing team calendars.
  • Read.AI – Best for meeting engagement analysis.
  • Reclaim.ai – Best for syncing tasks and routines into your calendar without conflicts.
  • Fathom – Best for capturing notes in Zoom meetings.
  • Tl;dv – Best for timestamped video recordings with shareable clips.
  • Clara – Best for human-like, email-based scheduling.
  • Sembly AI – Best for detecting action items and providing multilingual meeting recaps.
  • MeetGeek – Best for turning meetings into a searchable content hub.

Why Teams Struggle to Find the Right AI Meeting Assistant

AI meeting assistants aren’t in short supply. In fact, the market is booming, with projections to triple within the next ten years and reach USD 12.7 billion by 2033. The demand is clear: teams want smarter meetings.

And yet, these numbers feel abstract. In practice, people are unsure which tool to trust, and business leaders still complain about chaotic meetings. So if the tools are out there, what’s the holdup?

One big insight from our clients: most people aren’t hesitating because of price. Every AI meeting assistant comes with a free trial per se. The real blocker? Time. Adopting a tool takes effort. Rolling out the wrong one drains resources, disrupts workflows, and wastes team bandwidth. That’s something most companies simply can’t afford.

So why is choosing the right one such a tough call? We spotted 5 key facts.

5 Key Blockers for AI Meeting Assistant Adoption

  1. Complex setup and confusing interface. The assistant should assist, but not add more friction.
  2. Integration & workflow gaps. If a meeting tool is disconnected from the other tools you use, e.g., your CRM or task management system, AI adoption ends up fragmented.
  3. Erroneous transcripts. This mostly applies to note takers. Tools that don’t use advanced LLM models often fall short when handling noisy meetings, multilingual teams, or jargon.
  4. Cost vs. ROI dilemma. The price of AI assistants, especially enterprise offerings, often feels unjustified to business leaders who prioritize today’s gains and seek immediate cures for their pains.
  5. Lack of intelligence in intelligent assistants. AI meeting assistants don’t run your meetings. They support them. Users expect AI to act like a high-performing executive assistant, but the reality often falls short. Hallucinations, flawed suggestions, and poor handling of nuance are common complaints. An overload of transcripts and summaries can also create too much noise, burying meaning instead of surfacing insights.

The truth is, none of the tools is “the best.” The question comes down to which one is the right one — the one that solves your specific problem.

How We’ve Curated This List

This list is based on our internal testing and hands-on demos to evaluate ease of use, integration depth, and AI capabilities of meeting software tools.

We factor in feedback from our clients and their insights shared after testing particular solutions. We also use publicly available data, including reviews, ratings, and price comparisons, to give you the most up-to-date information as of 2025.

The sooner you spot what matters for your business, the sooner you can start testing and experiencing the benefits of AI-powered meeting assistants.

12 Best AI Meeting Assistants Overview

Here are the 12 best AI meeting assistants for 2025 at a glance.

Solution Use Case Key Features Price
SUMO Scheduler Sales & service teams needing full-cycle meeting automation Scheduling, lead routing, agendas, transcripts, follow-ups, CRM integration From $13/user/month
Calendly Simple scheduling with smart routing for SMBs Smart booking, routing, calendar sync, CRM integrations Free; Paid from $10/user/month
Otter.ai Meeting transcription and summaries for content or research Live transcription, summaries, speaker ID, calendar sync Free; Paid from $10/month
Fireflies.ai Team meetings needing searchable transcripts and task extraction Transcription, action items, search, task integrations Free; Paid from $10–$39/user/month
Read.AI HR and team engagement tracking Engagement scoring, sentiment analysis, dashboards Free; Paid from $15/month
Fathom Zoom users wanting fast, native note-taking Zoom-native, real-time transcription, sharing, highlights Free; Paid from $15/user/month
tl;dv Async teams needing video highlights and searchable recaps Video highlights, multi-language, sharing, integrations Free; Pro from $18/user/month
MeetGeek Client-facing teams needing clear summaries and follow-ups Summaries, real-time transcription, templates, integrations Free; Paid from $19/month
Reclaim.ai Calendar and focus time optimization Focus time, task syncing, smart links, team analytics From $8–$18/user/month
Clockwise Calendar automation for engineering/productivity teams AI calendar moves, focus blocks, team scheduling From $6/user/month
Sembly AI Compliance-focused, project-based teams Transcripts, decisions, risks, multilingual, task output From $10/user/month
Clara Enterprise scheduling via email coordination Automated email scheduling, reminders, timezone handling From $99/user/month

Best AI Meeting Scheduling Assistants by Use Case

We’re not promoting one “best” vendor, even though we’re a vendor ourselves. Nor do we believe there is one, as it all comes down to what works for your team, fits into your workflows, and supports your goals. Instead, we aim to help you shorten your research before committing to a pilot or rollout, so you can scan key features and best use cases.

#1. SUMO Scheduler: Best AI Meeting Assistant For Sales & Service Teams

SUMO AI scheduler booking set up

What makes SUMO’s AI meeting assistant stand out? It combines four tools in one: scheduling, pre-call planning, note-taking, and follow-up. Unlike other meeting software that are built for one task, i.e. either note taking or scheduling, SUMO supports your full engagement cycle from start to finish:

  • Booking the meeting: AI scheduler books your meetings on autopilot with with the spot-on where’s, when’s, and who’s.
  • Before the meeting: You can get your talking points and agenda in seconds based on your customer history, recent interactions, and publicly available lead info.
  • During the meeting: It captures transcripts as you speak, links them to your CRM, and keeps notes searchable.
  • After the meeting: You can turn transcripts into follow-ups, action items, and tasks.

All of these meeting tasks typically eat up hours of your team’s time, but SUMO handles them automatically. It’s built for teams, especially in industries like healthcare, field services, and education, where CRM integration is critical.

Key Features

  • AI scheduling assistant
  • Booking pages with templates, branding, auto-reminders, and QR-code access
  • Lead routing based on staff skills, time, and location
  • Call agenda and lead research
  • Call transcripts, summaries, and action items
  • Personalized follow-ups
  • Journeys for meeting workflows and customer routes
  • Analytics for bookings, productivity, no-shows

Best For

SUMO’s AI meeting assistant is best for customer-facing teams, sales and support teams.

Pros

  • All in one AI meeting assistant – 4 tools in 1
  • End-to-end engagement automation
  • Affordable pricing & bets value for money
  • Extensive integrations: Calendars, video tools, CRMs (Salesforce native, HubSpot, Dynamics), marketing and payment tools.
  • Strong customer support

How much does SUMO cost?

Starting at $13 user/month depending on the feature scope.

SUMO Reviews

Teams report minimal learning curve and fast setup. Another frequent mention is prompt, technical support, especially valuable during implementation, so you business won’t lose clients in case any issues arise.

Try SUMO’s AI-powered meeting assistant and turn every interaction into impact

#2. Calendly: Meeting Booking Assistant

Source: Calendly.com

Calendly is SUMO’s alternative if you look for a powerful scheduler with AI-based routing to support lead qualification and smart meeting distribution across teams. It also supports instant booking after form submissions, reducing friction in marketing-to-sales handoffs.

Key Features

  • Smart routing based on CRM form inputs
  • AI-powered meeting assignment to right rep/team
  • Simple booking links, calendar sync, integrations (Zoom, Slack, etc.)
  • Website embed and lead capture tools

Best For

SMBs and mid-market companies needing straightforward scheduling

Pros

  • Instant booking after form submission (via Calendly Routing)
  • Good UI for both users and admins
  • Easy to embed on websites and emails
  • Connects to HubSpot, Marketo, and other CRMs

How much does Calendly cost?

The free plan provides basic features and 1 calendar connection. For teams, starting $10/month per seat.

Calendly Reviews

Calendly is rated 4.7/5 on G2 from 2,000+ reviews with many users noting its ease of use, how fast and simple it is to schedule, and all needed integrations.

#3. Otter.ai: AI Meeting Notes Assistant

Otter.ai is a live transcription tool for any type of meetings — virtual and in-person too. You can connect it to Zoom, Google Meet, or Teams calls to capture call notes, or you can use its app or browser extension to transcribe your conversations in real time. A standout feature is how it summarizes key points and decisions, so you can quickly draft and send follow-ups.

Key Features

  • Auto-sync with calendar and cloud storage
  • AI-generated summaries and action items
  • Speaker identification and searchable transcripts
  • Real-time collaboration and commenting

Best For

Content creators, researchers, or managers analyzing discussion points

Pros

  • Accurate transcription for most speakers
  • Easy to share notes and summaries with teammates
  • Works with major video conferencing tools

How much does Otter.ai cost?

The free plan includes 300 monthly transcription minutes and basic features. Paid plans start at $10/month.

Otter.ai Reviews

Otter.ai is rated 4.5/5 on G2 from 1,000+ reviews. Users like how easy it is to capture meeting notes, search transcripts, and share summaries. Some mention occasional errors in transcription with accents or noisy environments.

#4. Fireflies: AI Note Taker For Team Meetings

Source: Fireflies.ai

Fireflies.ai, another AI notetaking assistant, can record, transcribe, and summarize your meetings across all popular platforms. What sets it apart is its powerful search functionality. You can search across thousands of past meetings for any topic, phrase, and even speaker contributions. It also offers integrations with CRMs and task tools, enabling automation like pushing action items to project boards.

Key Features

  • AI transcription and meeting notes
  • Action items and sentiment analysis
  • Searchable conversation history

Best for

Teams handling large volumes of meetings, especially when accuracy and searchability of meeting data is a priority.

Pros

  • Accurate AI-powered transcription for meetings
  • Supports multi-speaker identification and tagging
  • Offers task and action item extraction
  • Collaboration features for teams

How much does Fireflies cost?

Fireflies offers a free plan with basic features, a Pro plan starting at $10 per user/month, a Business plan from $19 per user/month, and an Enterprise plan at $39 per user/month.

Fireflies Reviews

Fireflies.ai holds a strong overall rating of about 4.8 stars on G2, with many users noting its ease of use, accurate transcription, and summaries. Accuracy in noisy or multi-speaker environments is the same issue like with other AI note taking apps, but overall the app does its job fine.s.

#5. Read.AI: Best AI Note Taker for HR Meetings

Source: Read.AI

Read.AI is AI note taker that analyzes your meeting engagement. You get scoring metrics like speaker balance, talk time, sentiment, and participation. You can also view each of these in a quick dashboard that shows how engaged participants were, whether any speaker dominated, and how smoothly the conversation flowed. Unlike other note-taking tools, it provides the most insightful data on meeting quality and behavioral patterns, not just transribes capture.

Key Features

  • Meeting sentiment and engagement scoring
  • Real-time analytics dashboard during calls
  • Highlights and attention tracking
  • Integrates with Zoom, Webex, Meet

Best for

HR, coaching speakers, or improving team collaboration practices.

Pros

  • Premium integrations support like Notion, Salesforce, HubSpot, Jira, Webhooks, etc.
  • Rich summaries
  • Sentiment analysis

How much does Read.AI cost?

Free plan is $0/month for 5 meeting reports per month. The paid plan starts from $15/month.

Read.AI Reviews

Read.ai holds an average of 3.9 stars on G2 based on 27 reviews. Users like its easy integration, yet the experience can be intrusive with the AI bot joining meetings automatically, and some users note it’s not easy to remove.

#6. Fathom: Best AI Note Taker for Zoom Users

Source: Fathom.video

Fathom, unlike many AI note takers, integrates natively with Zoom, meaning no extra bot joins your calls. Another cool feature is that your call summaries are generated immediately, and you can send them straight away to your CRM or share in Slack, Google Docs, and other tools.

Key Features

  • Native Zoom integration without a visible bot attendee
  • Real-time transcription and instant post-call summaries
  • Automatic highlight capture and action item extraction
  • Shareable call snippets and full transcripts

Best for

Individuals in sales, recruiting, or customer success who want fast, distraction-free note taking.

Pros

  • Instant availability of summaries right after meetings
  • Less disruptive than bot-based note takers
  • Easy sharing of highlights with clients or teammates

How much does Fathom cost?

Fathom provides a powerful free package for recordings. AI features like summaries and highlights start from $15/mo per user.

Fathom Reviews

Fathom is rated 5 (!) out of 5 on G2 from 5,764 reviews (another wow), which speaks for itself.

#7. tl;dv (Too Long; Didn’t View): AI Note-Taker With Video Highlights

Source: tldv.io

If you’re on long meetings and looking to get their short, navigable recaps, tl;dv is your go-to AI meeting assistant. The tool helps you connect your async workflows. You can see timestamped notes and highlights during your calls, and share those clips. So, teammates can jump to key moments without watching full recordings or searching for the right part via transcript. 

Key Features

  • Over 30 languages supported
  • Lets you clip and share key moments
  • Integrates with CRMs, Slack, email, calendars, plus over 5,000 apps via Zapier

Best for

Content makers, product and design teams that collaborate across time zones and prefer watching only what matters

Pros

  • Cross-meeting search 
  • Schedule recurring AI reports
  • Good transcription accuracy 

How Much Does tl;dv Cost?

Tl;dv has a very generous free plan that includes unlimited meetings and AI summaries. Pro Plan starts at $18 per user/month (billed annually).

tl;dv Reviews

Rated 4.7 on G2 from over 40

#8. MeetGeek – Best AI Note Taker for Client-Facing Teams

MeetGeek automatically records, transcribes, and summarizes meetings. It creates clear, structured summaries with action items, decisions, and key moments, and automatically sends them to your email or workspace. What makes it useful for client-facing teams is how it helps with follow-ups, keeping everyone aligned without extra work after the call.

Key Features

  • Automatic meeting summaries with action points
  • Real-time transcription and speaker identification
  • Customizable templates for notes and follow-ups
  • Works with Zoom, Google Meet, Microsoft Teams

Best for

Sales, account managers, consultants, and customer success teams that need reliable notes and fast follow-ups.

Pros

  • Good meeting summary structure
  • Speaker tagging and action item detection

How much does MeetGeek cost?

MeetGeek has a free plan with limited meeting transcription and summary features. Paid plans start at $19/month and offer more storage, automation, and integrations.

MeetGeek Reviews

MeetGeek has an average rating of 4.7 stars on G2 based on over 120 reviews. Users appreciate how it saves time with follow-ups and meeting notes.

#9. Reclaim.ai: Your Smart Time Defender

Source: Reclaim.ai

Reclaim.ai is a calendar add-on that finds time for your meetings, tasks, habits, and breaks while keeping your priorities visible. It helps make your schedule work for you instead of the other way around.

Key Features

  • Books focus time and no-meeting days
  • Lets you share smart scheduling links and auto-finds the best time for meetings
  • Buffer time for travel or breaks
  • Task syncing with all popular project management and task tracking tools
  • Team analytics on productivity

Best for

Those who want their calendar organized with work-life balance in mind, especially freelancers, remote workers, or anyone juggling a lot of tasks.

How much does Reclaim.ai cost?

Reclaim.ai starts at $8 per user/month for small teams or solo use. Enterprise is $18 per user/month.

Reclaim.ai Summary

Reclaim.ai holds a 4.8 rating based on 119 reviews. Most users like that it’s affordable with best value for money compared to other calendar tools.

#10. Clockwise: AI Calendar Assistant To Keep Your Focused

Source: Getclockwise.com

If you’re looking for an AI meeting assistant that will take care of your calendar hygiene, Clockwise is a good choice. It uses AI to automatically move meetings based on your focus time, preferences, and workarounds. It’s not just for personal use but for teams too, so you can set multiple calendars and manage availability across departments.

Key Features

  • Calendar optimization using AI
  • Focus time automation and meeting rescheduling
  • Team scheduling analytics
  • Integrates with Slack and Google Calendar

Best for

Engineering and product teams where calendar clutter is a constant issue.

Pros

  • Supports multiple calendars for teams
  • Improves personal and team productivity
  • Simple and intuitive user interface with easy setup

How much does Clockwise cost?

Paid plans start at around $6 per user/month for team features.

Clockwise Reviews

Clockwise holds 4.7 stars based on 74 reviews on G2. Users appreciate how Clockwise simplifies calendar management without heavy manual effort. Many note the helpfulness of automated focus time blocks and meeting move

#11. Sembly AI: AI Meeting Assistant For Action Taking

Source: Sembly.ai

Sembly AI records, transcribes, and summarizes meetings, but there’s more to it. What differentiates Sembly is its emphasis on post-meeting analytics. You can see not just the conversation but its structure too, with a focus on decision tracking, compliance, and project governance. You can turn it into follow-up tasks, emails, or whatever type of action you need in your PM and CRM systems.

Key Features

  • AI meeting assistant for transcription and summaries
  • Detects action items, decisions, risks
  • Supports multiple languages
  • Integrates with Zoom, Teams, Google Meet

Best for

Project-based teams in regulated or high-stakes environments like healthcare, legal, or enterprise IT.

How much does Sembly AI cost?

Sembly AI offers plans starting at $10 per user per month, with custom pricing for enterprise.

#12. Clara: AI Meeting Assistant for Follow-ups

Source: Claralabs.com

Clara is an AI assistant that automated your meeting email follow-ups. It acts like a virtual coordinator, handling back-and-forth emails to find the best meeting times, send confirmations, and remind participants. 

Key Features

  • Automated meeting scheduling via email
  • Follow-up reminders and rescheduling options
  • Works across calendars like Google Calendar and Outlook
  • Handles timezone differences and meeting preferences

Best for

Enterprise teams who want to offload scheduling and email coordination.

How much does Clara cost?

Clara’s pricing starts from $99/user/month.

Summing Up

Choosing an AI meeting assistant isn’t about picking the flashiest tool. It’s about finding the one that fits how your team actually works. While the market is booming and free trials are everywhere, many businesses hesitate not because of cost, but because of the real-world effort it takes to onboard the wrong solution.

With the right AI assistant, meetings stop being a drain and start driving results. And if you’re looking for a solution built to support the full engagement cycle, SUMO is worth a closer look.

Try SUMO’s AI-powered meeting assistant and turn every interaction into impact

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