📖Reference: AI Notetaker

Definition / Overview

The AI Notetaker in Motion is an automated meeting participant that joins Zoom, Google Meet, or Microsoft Teams calls to capture and generate meeting notes. It provides transcripts, summaries, and action items, stored directly in your workspace for easy access and sharing.

Key Properties

Property	Details
Supported platforms	Zoom, Google Meet, Microsoft Teams
Participation	Joins as a visible participant; must be manually admitted from the waiting room
Output	Transcript (English), AI-generated summary, suggested action items
Storage	Saved under the AI Meeting Notes tab in Motion; can also be shared with external participants via a link, or emailed automatically if the recap setting is enabled.
Language support	Understands 102 languages; transcribes only in English
Duration	No fixed limit; successfully tested up to 6h

Permissions & Visibility

Role	Permissions & Visibility	Example
Team members	Can view and share AI Meeting Notes that live in workspaces they have access to. Do not automatically get access to all meeting notes — only those saved into a workspace they’re part of or explicitly shared with them.	All-hands meeting: Everyone in the “Company Workspace” is invited. Because the notes are saved in that workspace, all team members can see them.
Meeting hosts	Anyone in the meeting (host or participant) can admit or remove the AI Notetaker. Attendees automatically have access to the notes generated from the meetings they were in.	1:1 meeting: Only you and your manager attend. Only the two of you have access to that meeting note unless it’s shared later into a workspace.
External participants	Cannot directly access notes stored in Motion. Can receive emailed copies if the recap email option is enabled.	Client call: A client joins your Zoom call. They cannot access notes in Motion, but if you’ve enabled recap emails, they’ll receive a copy by email.

Permissions in AI Notetaker

By default, AI Notetaker notes are only visible to the people who were in the meeting. If you want to share notes more broadly, you have two options:

1. Share with specific people Add individual teammates directly by name or email. They’ll receive access only to the notes you’ve shared.

2. Share with a workspace Add the entire workspace. Everyone who is part of that workspace will automatically gain access to the notes.

When you open your AI Notetaker, you’ll see tabs to help you understand where your notes live:

• My Calls → Notes from meetings you hosted or attended.

• Shared with me → Notes others shared with you directly or because you’re part of a workspace where the notes were shared.

• All Calls → All meetings captured by your team’s AI Notetaker (Team Plans only).

• Future Calls → Upcoming meetings where AI Notetaker is scheduled to join.

💡 Pro tip: If you want a whole team to benefit from meeting notes, share to the workspace. For sensitive calls, stick with sharing directly to individuals.

💡 Pro Tip #2: You can always check who has access to a meeting note by opening it in Motion and clicking the Share button.

Data Handling & Privacy

Category	Details
Storage	Meeting transcripts and summaries are stored securely in the workspace under AI Meeting Notes.
Access	All workspace members can view meeting notes. External participants can only receive emailed copies.
Retention	Notes remain in the workspace until deleted by a member.
Deletion	Any workspace member can delete meeting notes at any time.
Transparency	The Notetaker always joins as a visible participant, so all attendees know it is present.
Security	Meeting notes are handled under Motion’s standard data and privacy policies. See [Motion Security & Privacy] for details.

Deleted notes can't be retrieved

Error Messages

Error Message	Meaning	Action
“Notetaker could not join”	The Notetaker was blocked from entering the meeting.	Check the platform (Zoom, Meet, Teams) and manually admit the Notetaker from the waiting room.
“Audio not detected”	The meeting had no microphone activity or all participants were muted.	Ensure microphones are on and audio is working. Retry the session if needed.
“Transcription failed”	The Notetaker could not process the meeting audio.	Check audio quality and background noise. Re-run the meeting notes if necessary.
"Bot timed out"	The Notetaker waited too long in the lobby and was removed automatically. Once it times out (15 minutes of the meeting start time), it cannot rejoin on its own. You must re-add it manually.	Return to the Motion event and click Add Notetaker now to re-enable it in the meeting.