Today, when someone says “AI meeting assistant,” they usually mean a sidebar or chat panel that can recap a call, pull out action items, and draft the follow-up in seconds. That part is already mainstream. The next shift is happening around coordination: assistants that can handle the messy tradeoffs that show up on real calendars (priorities, prep time, focus blocks, time zones, and team policies) without leaving everyone to negotiate manually.

Over the past decade, the way teams meet has changed at breakneck speeds too. Hybrid work schedules, globally distributed teams, and back-to-back video meetings makes juggling schedules one of the biggest headaches for modern workers. Most AI meeting assistants still focus on a single person's email or calendar. These AI tools can create events and notes, but rarely do they try to work out the trade-offs for everyone involved, such as their priorities, all the company policies that come into play, and the impact on overall meeting efficiency.

This gap is exactly where the top AI meeting assistants are starting to carve out their niche. Some tools focus on punching out detailed transcripts and automated meeting notes, while others bundle the AI into your existing suite so you can schedule meetings, get ready for them, and clean up the follow ups afterwards without ever leaving your email or video conferencing software. A smaller number of them, including Reclaim.ai, have evolved into team-aware scheduling engines that can think on a company-wide scale, giving you analytics on meeting data, and optimizing your schedule around your most important meetings.

In this review, we compare the top 12 AI meeting assistants we’ve thoroughly tested – from Google Workspace and Microsoft Teams own solutions to integrated AI tools and email-based EAs. Many of the products we’ll cover offer some kind of trial or free plan, so you can experiment with a few options before you commit.

How we evaluated these AI meeting assistants

We took a look at the top AI meeting assistants in the market today, approaching each one with a "hands on" and experience-first mindset. First we looked at the ones our team already uses, like Reclaim, Zoom, and the bigger suite assistants. We thought about how well they fit into our real workflows with product, marketing, engineering and ops teams. We weren't just thinking about where they can generate some impressive demos, but where they actually make a difference in saving time during meeting scheduling, prep and follow-up.

When we looked at tools we don't use every day, we evaluated their use-cases with our remotely distributed team in mind. 

We also looked at some early results from a survey of over 2,000 Reclaim users. Most of them said they want AI to help with tasks and habits, summarize how they spend their time, cut down on calendar clutter, find more time for focus, and resolve meeting conflicts with some alternative times. These expectations influenced how we judged each tool's real value as an assistant rather than just a chatbot with calendar access.

Each assistant in this guide was reviewed based on:

• Scheduling & coordination: Can it actually coordinate across stakeholders and constraints, or just propose times for one person?
• Meeting intelligence: How well it supports getting ready for meetings, in-meeting context, and following up afterwards (note taking, summaries, action items) from both live calls and meeting recordings
• Team & org awareness: Does it understand working hours, roles and priorities across a group or company
• Transparency & governance: Can we see why changes get made, and are there admin controls, policies and analytics available?
• Integration: How well it connects with calendars, video apps, email and the rest of our modern tool stack.

Disclosure: Reclaim.ai is our product. We reviewed it the same way we review all the other assistants while applying the same rigorous standards we use for every other tool. No vendor paid us to take a look, or influenced the rankings you see here.

The 18 best AI meeting assistants in 2026

Here’s a quick look at the tools we’ll cover and what each one is best suited for:

1. Reclaim.ai – Best for AI meeting scheduling, analytics, & teams
2. Zoom AI Companion – Best for in-meeting intelligence and follow-ups in Zoom Workplace
3. Gong – Best for revenue-grade conversation intelligence and sales coaching
4. Avoma – Best for AI meeting notes and follow-ups tied to CRM workflows
5. Notion AI – Best for turning meeting notes into durable team knowledge inside an AI workspace
6. Otter.ai – Best for reliable transcripts and shareable summaries for everyday teams
7. Fireflies.ai – Best for cross-platform meeting capture with a searchable meeting library
8. tl;dv – Best for structured meeting minutes and follow-through workflows
9. Fathom – Best for fast, lightweight recaps teams adopt quickly
10. Krisp – Best for bot-free meeting notes plus clearer audio
11. Granola – Best for a lightweight notes-first workflow powered by AI
12. Vimcal – Best for AI-assisted meeting prep and calendar shortcuts
13. Superhuman AI – Best for inbox-first scheduling and coordination from email
14. Calendly (Notetaker) – Best for external scheduling links with AI meeting recaps (waitlist)
15. Google Calendar + Gemini – Best for basic, native AI help inside Google Workspace
16. Microsoft 365 Copilot – Best for meeting prep, recap, and scheduling inside Microsoft 365
17. Motion – Best for small teams connecting meetings to tasks and an AI-built daily plan
18. Clockwise – Best for automatically moving internal meetings to defend Focus Time

1. Reclaim.ai

Best for: AI meeting scheduling, analytics, & teams

Reclaim.ai is an AI calendar for Google Calendar and Microsoft Outlook Calendar, and the #1 AI meeting assistant to try. It stands out in the crowded field of AI meeting assistants because it’s not just about what happens inside a meeting – Reclaim optimizes every single meeting on your calendar to reduce time loss, increase space for deep work, and prioritize important meetings sooner so you can make faster progress both internally and externally. 

Why we like it

The Reclaim app offers two main meeting features that are life-changing for meeting-heavy people: Smart Meetings and AI-powered Scheduling Links. Smart Meetings automatically find the best time for all attendees across any recurring meeting, optimizing the event time every week (or any frequency) around PTO, timezones, meeting conflicts, urgent task work, or anything else that can arise in the workweek. You set your rules and priority levels for each Smart Meeting, and Reclaim’s AI runs millions of simulations every week to design you the perfect daily plan that balances both collaboration and productivity.

The second is their AI-powered Scheduling Links – instead of using a tool like Calendly that only shows you “free” time on your calendar, Reclaim allows you to surface 524% more time slots on average because it knows which lower-priority internal meetings or focus time sessions you’d be willing to auto-reschedule to book new meetings sooner.

The AI also optimizes your meeting times alongside other critical work, auto-scheduling focus time, tasks, habits, and breaks into your week so you can stay on top of your goals. Reclaim also automatically tracks meeting analytics right from your calendar, so you can see how much time you spend in meetings, analyze meeting types, who you meet with, and more.

Key features

• Smart Meetings: Find the best time for your recurring meetings across all attendees schedules, and automatically reschedule for conflicts.
• AI-powered Scheduling Links: Share your availability and maximize open time slots to book new meetings faster.
• Buffer Time: Automatically schedule breaks after meetings to prevent burnout.
• Focus Time: Set a weekly focus time goal, and let AI find time for heads-down work.
• Tasks & Habits: Automatically block flexible time for your tasks and routines.
• Calendar Sync: Sync unlimited calendars to protect your availability. 
• Meeting, Work, Personal & Custom Hours: Set and optimize your scheduling times.
• Planner: Automatically find time for new meetings and optimize the perfect daily plan. 
• Slack status sync: Auto-syncs your status from your calendar to reduce interruptions.
• Time Tracking: Analyze your meetings, focus time, and work-life balance metrics.
• Workforce Analytics: Analyze team and organizational productivity to improve decision making and workforce efficiency.

Pros

• Maximizes your availability for new urgent meetings with AI
• Optimizes meeting times and scheduling, automatically
• Automatically reschedules for conflicts
• Prioritizes your workweek around most important meetings, tasks, and routines
• Reduces calendar fragmentation and time loss
• Optimizes your meeting times to create more deep work and focus time
• Meeting analytics automatically track your productivity
• Supports both Google Calendar and Outlook Calendar
• Integrates with video conferencing and project management apps
• Great for individuals, teams, and organizations
• Enterprise-friendly with advanced security support

Cons

• Not a notetaker or recorder app
• LLM coming soon

Reclaim pricing: Free → paid plans start at $10/month

2. Zoom AI Companion

Best for: In-meeting intelligence and post-meeting follow-up in Zoom Workplace

Zoom AI Companion is a new assistant that can sort of hang out in the background of your Zoom meetings, and also help out with chat and other bits of the Zoom Workplace suite. In meetings, AI Companion can pick out the important bits, write a quick summary, help draft a follow-up email and even arrange another call in the future, all based on what happens in the meeting and the conversations that go on afterwards.

The goal here is to take Zoom from just being a place to do video calls: you want meetings to be useful places that produce actual tasks and plans which the AI can then help chase up.

Why we like it

Zoom has been a go-to tool for remote teams for years now, so it makes sense that the AI Companion is built right on top of that. For teams that are already using Zoom for most of their calls, having this extra help to keep track of action items and make sure stuff gets done feels like a no-brainer. It takes a load off the people hosting the meetings and makes it easier to turn those meetings into actual work.

We also like that Zoom is thinking about making the AI Companion a capable tool that can work across loads of different bits of the Workplace. As more skills get rolled out, it starts to look like meetings could actually have a real impact on the work you do in the days and weeks that follow.

Key features 

• Action item & decision detection: Picks out key moments during meetings.
• AI meeting summaries: Generates recaps and recommends next steps.
• Follow-up drafting: Helps draft follow-up emails and plans from meeting context.
• Expanding agent skills: Orchestration across Zoom Docs, Phone, and Chat as capabilities expand.
• Admin controls: Documentation and controls for privacy, availability, and AI usage.

Pros

• Deeply embedded in Zoom Workplace, where many teams already run meetings
• Strong support for turning live conversations into actionable tasks and plans
• Expanding set of agent skills across collaboration surfaces
• Enterprise-oriented packaging with clear admin controls

Cons

• Focuses more on meeting content and follow-ups than complex scheduling across teams
• Availability depends on host licensing and configuration
• Some AI features and capabilities are still evolving with each release

Zoom pricing: Free plan → Paid plans start at about $16.99/month.

3. Gong

Best for: Revenue-grade conversation intelligence and sales coaching

Gong is a conversation intelligence platform built for sales and customer-facing teams. It records and analyzes calls, produces transcripts and summaries, and helps teams spot patterns that improve performance. In practice, Gong is less about basic meeting notes and more about building a repeatable system for deal execution, coaching, and inspection across an entire revenue org.

Why we like it

Gong shines when meetings directly affect revenue outcomes. The platform is designed for leaders and managers who need visibility into calls at scale, along with ways to coach teams consistently without sitting in on every meeting live. It’s also built for workflows where call insights feed pipeline reviews, forecasting, and enablement.

Key features

• Call capture & transcription: Records calls and generates searchable transcripts.
• AI summaries and highlights: Pulls key moments, decisions, and themes from conversations.
• Coaching and performance insights: Signals designed for managers and enablement teams.
• Deal and pipeline workflows: Conversation intelligence that supports inspection and execution.
• Integrations: Connects with common GTM systems to tie meeting insights to work.

Pros

• Strong fit for sales orgs running structured coaching and review cycles
• Meeting intelligence designed for team-wide execution, not just individual notes
• Valuable for enablement, onboarding, and performance consistency
• Scales well in larger GTM organizations

Cons

• Heavier rollout than lightweight notetakers
• Primarily designed for revenue and customer-facing workflows
• Pricing is typically enterprise-oriented

Gong pricing: Unavailable – must talk to sales for pricing

4. Avoma

Best for: AI meeting notes and follow-ups tied to CRM workflows

Avoma is built to help teams capture meetings and turn them into follow-through. It combines transcription and summaries with workflows that support follow-up emails, action items, and updates into the systems teams use to track customer work. It’s especially oriented toward sales, customer success, and other customer-facing teams where meetings need to translate into next steps quickly.

Why we like it

Avoma stands out when the goal is less “store the transcript” and more “move the work forward.” The strongest value shows up in teams that want meeting notes to drive consistent follow-ups, better handoffs, and cleaner CRM hygiene without turning every call into a manual admin task.

Key features

• Meeting capture: Transcription, summaries, and action items from calls.
• Follow-up workflows: Support for turning meeting output into next steps.
• CRM-friendly workflows: Patterns that help push meeting outcomes into customer systems.
• Searchable meeting library: Revisit prior calls and extract context quickly.
• Team sharing: Share recaps and decisions across stakeholders.

Pros

• Strong fit for sales and customer success teams
• Helps reduce the manual work that happens after calls
• Useful structure for consistent follow-through across a team
• Meeting notes are designed to connect to downstream work

Cons

• Calendar coordination and scheduling optimization are not the core focus
• Best value appears when teams commit to using workflows consistently
• Depth depends on which integrations and features the team uses

Avoma pricing: Paid plans start at $29/month

5. Notion AI

Best for: Meeting notes, recaps, and tasks for Notion teams

Notion AI brings the power of AI into Notions all-in-one workspace, making meetings a whole lot more productive and easy to manage. Its AI Meeting Notes feature not only gives you transcripts and summaries, but also action items to get everyone on the same page. With one click search across meetings, email, slack and docs , you can get the context you need in a snap and even get some valuable insights to help drive your team forward.

For teams that are already using Notion as their go to spot for all their projects, notes and wikis Notion AI can take meeting content and make it a valuable part of your connected knowledge graph.

Why we like it

Notion has built a reputation for being brilliant at blending documents, tasks and structured data and with the addition of AI on top it's just gotten a whole lot easier to capture the essence of a meeting and turn it into actionable information that can be used to drive projects forward. All this is done without having to leave the space where all your projects live.

We also love how Notion AI makes it easy to search not just meetings but documents and other content too , which for organisations that are drowning in unstructured notes and documents is a lifesaver

Key features

• AI meeting notes: Transcripts, summaries, key points, and action items.
• AI search across workspace content: Pulls context across notes, docs, and related sources.
• Follow-up support: Helps turn meeting output into tasks and next steps in Notion.
• Calendar connection: Basic integration with Google Calendar for scheduling support.
• Enterprise controls: Admin and security features for Notion AI (plan-dependent).

Pros

• Excellent for turning meetings into persistent, structured knowledge
• Strong cross-app search that includes meeting content
• Fits naturally into teams already running docs, tasks, and wikis in Notion
• Enterprise-ready controls for larger organizations

Cons

• Limited meeting scheduling and negotiation capabilities
• Works best in organizations already standardized on Notion
• Calendar support is narrower than dedicated scheduling tools

Notion pricing: Free plan → Paid plans start at $10/month

6. Otter.ai

Best for: Reliable transcripts and shareable meeting summaries for everyday teams

Otter.ai is one of the best-known AI meeting assistants in the “bot joins the call” category. It focuses on capturing what was said during a meeting, turning that audio into a usable transcript, and packaging the highlights into summaries and action items that teams can share right after the call.

Why we like it

Otter is a strong baseline tool for teams that want meeting capture to run in the background and produce a consistent recap. It’s easy to introduce across a team because the output is simple: searchable transcripts, clean summaries, and a fast way to pull context back up from past meetings.

Key features

• Live transcription: Captures meetings in real time across common video platforms.
• AI summaries: Highlights key points and moments from the conversation.
• Action items: Pulls out next steps and follow-ups from discussion.
• Searchable meeting library: Makes past meetings easy to find and reference.
• Sharing workflows: Quickly share recaps with teammates who couldn’t attend.

Pros

• Strong transcript quality for common meeting workflows
• Easy sharing for fast post-meeting follow-through
• Useful search across a growing meeting archive
• Good fit for teams standardizing on meeting capture

Cons

• Scheduling and calendar coordination features sit outside the core product
• Best results rely on consistent capture norms across the team
• Admin and governance depth depends on plan tier

Otter.ai pricing: Free plan → paid plans start at $16.99/month

7. Fireflies.ai

Best for: Cross-platform meeting capture with a searchable meeting library

Fireflies.ai is an AI meeting assistant that joins your calls, records them, and turns conversations into transcripts, summaries, and action items. It’s often positioned as a meeting knowledge base: capture meetings consistently, then make the content searchable so teams can find decisions, commitments, and context later.

Why we like it

Fireflies gets more valuable over time. As your library grows, it becomes easier to answer questions like “when did we decide this?” or “what did the customer say about that requirement?” without digging through old recordings. For cross-platform teams that bounce between Zoom, Meet, and Teams, that searchable archive is the main unlock.

Key features

• Automated meeting capture: Records calls and generates transcripts.
• AI summaries & action items: Produces recaps with key points and next steps.
• Searchable meeting library: Find topics, moments, and decisions across past meetings.
• Sharing and collaboration: Share recaps and highlights with stakeholders.
• Integrations: Connect meeting output to downstream tools where work gets tracked.

Pros

• Strong meeting memory story for teams that want searchable context
• Works well across common meeting platforms
• Archive becomes increasingly useful as more meetings are captured
• Helpful for recurring team cadences and customer calls

Cons

• Requires alignment on recording norms for smooth adoption
• Scheduling coordination and calendar optimization are not core strengths
• Governance depth varies by plan and deployment needs

Fireflies pricing: Free plan → paid plans start at $10/month

8. tl;dv

Best for: Structured meeting minutes and follow-through workflows

tl;dv is an AI meeting assistant that focuses on turning meetings into usable minutes, searchable context, and follow-through workflows. It captures meetings, produces summaries and highlights, and emphasizes collaboration patterns that help teams share decisions and next steps without forcing everyone to rewatch recordings.

Why we like it

tl;dv is built for teams that want more than a raw transcript. The product leans into “meeting minutes that actually get used,” with a focus on turning discussions into clear takeaways and making it easy for stakeholders to catch up quickly.

Key features

• Meeting capture and transcription: Records meetings and generates transcripts.
• Summaries and highlights: Produces fast recaps with key moments.
• Meeting minutes workflows: Structure for decisions, action items, and next steps.
• Search and retrieval: Find key topics across meetings over time.
• Sharing and collaboration: Share clips, highlights, and minutes with teammates.

Pros

• Strong fit for teams that want consistent meeting minutes
• Easy sharing so non-attendees can catch up fast
• Helpful structure around action items and follow-through
• Works well for recurring team cadence meetings

Cons

• Calendar coordination and scheduling optimization are not the product’s focus
• Best results depend on consistent capture habits
• Governance depth varies by plan and deployment needs

tl;dv pricing: Free plan → paid plans start at $29/month

9. Fathom

Best for: Fast, lightweight recaps teams can adopt quickly

Fathom is a popular AI meeting assistant built around a simple promise: generate fast, shareable meeting summaries and action items without a lot of setup. It’s often positioned as an easy starting point for teams that want meeting notes to “just work,” especially when the goal is quick follow-through rather than deep workflow automation.

Why we like it

Fathom is strong for teams that care about speed and adoption. The recaps are easy to share, the output is easy to scan, and it tends to fit naturally into how teams already run meetings. For many teams, that lightweight feel makes it easier to roll out than heavier meeting intelligence platforms.

Key features

• AI meeting summaries: Quick recaps that highlight key takeaways.
• Action items: Pulls out next steps from the conversation.
• Shareable output: Easy to distribute summaries to teammates.
• Searchable history: Revisit prior meeting notes when context is needed.
• Low-friction setup: Designed to be quick to start using.

Pros

• Fast, easy-to-share summaries that people actually read
• Lightweight workflow that supports quick adoption
• Useful for internal syncs and customer calls
• Clear value for teams that want notes without complexity

Cons

• Admin controls and governance features are lighter than enterprise platforms
• Deeper workflow automation depends on your wider tool stack
• Scheduling coordination is outside the core product

Fathom pricing: Free plan → paid plans start at $20/month

10. Krisp

Best for: Bot-free meeting notes plus clearer audio

Krisp is best known for audio cleanup, and it has expanded into AI meeting notes with a bot-free approach. Instead of sending a recording bot into every call, Krisp focuses on capturing and summarizing meetings in a lighter-weight way while also improving audio quality in real time.

Why we like it

Bot backlash and consent concerns are real, and Krisp’s bot-free positioning matters for teams that don’t want an extra participant joining every meeting. The audio cleanup is also a genuinely useful layer for remote and hybrid calls, especially when someone’s environment is less than perfect.

Key features

• Bot-free meeting notes: Capture and summarize without a meeting bot joining the call.
• Transcription and summaries: Meeting output that includes key points and action items.
• Audio cleanup: Noise cancellation and voice enhancement during calls.
• Lightweight workflow: Designed to fit into existing meeting habits.
• Sharing: Easy to pass notes to teammates after the meeting.

Pros

• Bot-free approach that improves adoption in sensitive meeting environments
• Audio improvement delivers value immediately, even outside note taking
• Good fit for teams that want lighter meeting capture
• Helpful for remote teams dealing with noisy call conditions

Cons

• Workflow depth beyond notes varies based on how the team uses it
• Not a scheduling or calendar coordination tool
• Some teams will still prefer a full meeting library approach

Krisp pricing: Free → paid plans start at $16/month

11. Granola

Best for: A lightweight notes-first workflow powered by AI

Granola takes a hybrid approach to meeting capture. Instead of relying on a meeting bot to do everything, the workflow starts with lightweight notes that you jot down during the meeting, and then AI enriches those notes with transcript context. The result is meeting output that’s easier to shape, more intentional, and often more readable than a raw transcript dump.

Why we like it

Granola is a great fit for people who already take notes and want AI to make them better. It keeps you in control during the meeting, then uses AI to fill gaps, structure the recap, and pull out the key moments afterward. That lighter experience can also reduce resistance from teams that dislike “bots joining calls.”

Key features

• Notes-first capture: You take lightweight notes as the meeting happens.
• AI enrichment: Adds structure and context based on transcript support.
• Summaries and action items: Produces clean takeaways and next steps.
• Readable output: Notes feel more like real minutes and less like raw transcript.
• Low-friction workflow: Designed for quick adoption without heavy process change.

Pros

• Strong fit for teams that want a lighter meeting experience
• Keeps a human in the loop while still saving time after the meeting
• Output is often easier to edit and share than fully automated notes
• Good option for teams sensitive to meeting bots

Cons

• Depends on someone taking at least lightweight notes during the meeting
• Not designed for deep workflow automation or scheduling coordination
• Less “set it and forget it” than fully automated bot notetakers

Granola pricing: Free → paid plans start at $14/month 

12. Vimcal

Best for: AI-assisted research and shortcuts

Vimcal is a calendar designed for speed and executive workflows. Its AI features focus on pre-meeting research and summaries, helping users prepare for calls quickly. Vimcal emphasizes quick keyboard shortcuts, multi-calendar controls, and efficient workflows for people who schedule and attend many meetings.

“EA Mode” aims to make the tool feel like a digital executive assistant, offering automation and shortcuts more than fully autonomous scheduling.

Why we like it

Vimcal’s emphasis on speed and keyboard-driven workflows makes it appealing to people who live in their calendars. AI that pulls context for meetings, from prior interactions, notes, or other sources, to help busy executives and operators enter meetings better prepared without digging around manually.

The framing around an “assistant” that behaves like an EA also resonates with users who want a sense of control and transparency over what the tool does.

Key features 

• GPT-powered pre-meeting research: Summaries and context to prep for upcoming calls.
• Fast calendar workflows: Keyboard-driven interface optimized for power users.
• Multi-calendar controls: Designed for complex executive schedules.
• EA Mode: Assistant-style workflows and delegation-friendly features.
• Team support: Options designed for teams and assistant relationships.

Pros

• Very fast and efficient interface for heavy calendar users
• Helpful meeting prep without over-automation
• EA Mode fits executive workflows and assistant relationships
• SOC 2 posture makes it easier to evaluate for teams

Cons

• AI focuses more on research and prep than multi-stakeholder scheduling
• Team-wide policies and analytics are limited compared to org-level engines
• Works best for roles already comfortable living inside their calendar all day

Vimcal pricing: Paid plans start at $20/month.

13. Superhuman AI

Best for: Email-native scheduling and meeting coordination

Superhuman AI extends Superhuman’s fast email experience with assistance for scheduling meetings, reviewing inboxes, and organizing workflow. Its AI chat can help find meeting times with multiple team members, draft emails, and analyze threads. The “Ask AI” feature uses inbox, calendar, and web context to plan and prioritize, with meeting scheduling as one of several workflows.

Calendar and scheduling capabilities are newer for Superhuman compared to its email core, but it’s an area they’re looking to evolve.

Why we like it

For users who already rely on Superhuman for high-speed email, having AI assistance in the same command palette makes scheduling feel less like a separate job. Instead of copying times into different tools, users can ask AI to find time, propose slots, or generate follow-ups directly from the inbox. That reduces friction in one of the most common sources of meeting requests.

Superhuman’s focus on performance and responsive UX also translates well into its AI features, helping them feel like integral parts of the experience rather than bolted-on chatbots.

Key features

• Ask AI command palette: Scheduling, planning, and analysis directly from the inbox.
• Meeting time suggestions: Calendar-aware proposals and availability sharing.
• Email drafting and follow-ups: AI writing support tied to thread context.
• Inbox triage and organization: Helps prioritize and summarize email threads.
• Enterprise posture: Security and admin features for organizations using Superhuman.

Pros

• Keeps scheduling close to where most meeting requests originate: email
• Fast, integrated AI experience for heavy Superhuman users
• Growing support for calendar-aware suggestions and availability sharing
• Enterprise features for companies standardizing on Superhuman

Cons

• Calendar and scheduling capabilities are newer and less mature than email features
• Limited to Gmail and Microsoft 365 environments where Superhuman runs
• Less emphasis on organization-level policies, analytics, and time negotiation

Superhuman pricing: Paid plans start at $30/month

14. Calendly (Notetaker coming soon)

Best for: AI-generated meeting recaps for Calendly users (waitlist only, not available yet)

Calendly is a name you probably know well, and for good reason, it's been doing a fantastic job of making scheduling links and routing workflows easier to handle. And now the company is taking that same ease to the next level with its upcoming AI Notetaker, which is not available in beta yet (only waitlist), but they say it can generate summaries, transcripts and even action items from recorded sessions. It plans to use vertical specific summary templates to make the process even smoother, as well as help you draft follow-up emails and lets you search through all your meeting transcripts too.

Right now the AI Notetaker is focusing its attention on meetings set up through Calendly that are also using Google Calendar for Zoom and Google Meet.

Why we like it

Calendly already takes care of so much when it comes to external scheduling, and with the upcoming AI Notetaker, you may get a more complete workflow from booking a meeting to following up afterwards. It may be handy tool for revenue teams, recruiters and anyone who deals with customers on a regular basis. 

Key features (coming soon)

• AI meeting recaps: Summaries, transcripts, and action items from recorded meetings.
• Vertical templates: Industry-specific recap formats for sales, recruiting, and other use cases.
• Search & Q&A: Searchable meeting transcripts and quick retrieval of key moments.
• Follow-up drafting: Draft emails with takeaways and next steps.
• Recording controls: Controls for which meetings are recorded and summarized.

Pros

• Builds on Calendly’s strong external scheduling and routing foundation.
• Reduces tool sprawl by bundling recaps with scheduling.
• Helpful for sales, recruiting, and customer success teams that live in Calendly.
• Clear focus on notes and follow-ups rather than trying to do everything.

Cons

• Waistlist only, not generally available to all users.
• Currently limited to specific calendars and meeting platforms.
• Private beta status means limited public reviews and hands-on experience.
• Does not address broader scheduling negotiation or organizational policies.

Calendly pricing: Free plan → Paid plans start at $10/month

15. Google Calendar + Gemini (beta)

Best for: Insert suggested times into Gmail

Google’s Gemini assistant brings light AI assistance to scheduling inside tools many teams already use, but today it functions more as a convenience layer than a true AI scheduling assistant. Google’s most mature capability lives in Gmail, where Gemini can detect scheduling intent in emails and suggest available meeting times pulled from your calendar. In beta, Gemini also appears directly inside Google Calendar, allowing users to create or edit events using natural language. These updates reduce friction for simple, one-on-one scheduling, but they stop well short of automating coordination across people, priorities, and constraints.

Why we like it

Gemini’s scheduling features feel thoughtfully integrated into existing Gmail and Calendar workflows, making them easy to adopt with little to no setup. For individuals who mostly schedule straightforward meetings, Gemini can save time by eliminating some manual copy-paste work and basic back-and-forth. It’s also a strong signal of where Google is heading with AI inside Workspace — even if the current execution is still early.

Key features

• Help Me Schedule (Gmail): Detects scheduling intent and suggests available meeting times.
• Automatic event creation: Creates calendar events once a time is selected.
• Natural-language event creation (in limited beta): Schedule or edit events via conversational prompts in Calendar.
• Calendar availability awareness: Uses your existing calendar to avoid conflicts.
• Native Workspace integration: Works directly inside Gmail and Google Calendar.

Pros

• Native to Google Workspace with no extra app to manage
• Helpful for simple scheduling, daily briefs, and light meeting prep
• Tight integration with Gmail, Docs, and the rest of the suite

Cons

• Significant limitations around inviting people, updating event details, and managing non-default calendars
• No multi-participant optimization or group scheduling intelligence
• Lacks proactive conflict resolution or calendar management
• Not agent-driven or autonomous compared to advanced AI schedulers
• Beta Calendar features are not widely available or fully reliable

Assistant logic mostly lives in Gemini, which can feel disconnected from Calendar UXGoogle Gemini pricing: Free plan → Paid plans start at $5.88/month

16. Microsoft 365 Copilot

Best for: Meeting prep inside the Microsoft 365 ecosystem

Microsoft 365 Copilot brings AI assistance into Outlook, Teams and the rest of the Office suite. In Outlook, Copilot can come up with some suggested meeting times, draft out meeting invites and agendas, and summarize the main points of an email thread just to help you figure out if a meeting is even worth having. It can also advise you when it's time to head into the office based on your hybrid work habits and team plans.

From a meeting point of view, one of Copilot’s key strengths lies in its Prepare feature. It gathers together all the relevant info from related documents, old emails and chat history to bring up the key points, potential questions and action items that you'll need for the upcoming meeting.

Why we like it

If you're already heavy into Microsoft 365, it feels like Copilot just slots in with what you're already doing. It doesn't feel like yet another separate tool to learn. You can send an email thread over to turn it into a meeting invite, generate an agenda based on past conversations and pull in relevant files all without leaving Outlook. That kind of continuity is a real bonus when you've got a big team using Outlook, Teams and OneDrive as their main workspace.

We also really like that Microsoft doesn't hide away the limitations of Copilot. The product makes it clear that you should always check over and verify what the AI has generated. It's a lot better to be upfront about what the tool can do, rather than just claiming 'magic'.

Key features 

• Invite & agenda drafting: In-composer assistance for proposing times and drafting invites and agendas.
• Prepare briefs: Summarizes context from emails, chats, and documents into a meeting brief.
• Office day recommendations: Suggestions based on meeting patterns and hybrid habits.
• Suite integration: Deep ties across Outlook, Teams, and the wider Microsoft 365 ecosystem.

Pros

• Strong meeting prep and recap inside the core tools many enterprises already use
• Deep ties into Microsoft 365 data, including documents and chats
• Enterprise-grade admin controls, compliance, and eDiscovery inherited from Microsoft 365
• Reduces context-switching by keeping AI assistance inside Outlook and Teams

Cons

• Scheduling flows emphasize small-group scenarios rather than complex, multi-team coordination
• Limited to the primary mailbox, with constraints around encrypted content
• Feature availability depends heavily on licensing and tenant configuration

Microsoft 365 Copilot pricing: Paid plans start at $9.99/month

17. Motion

Best for: Meeting notetaker for small teams

Motion positions itself as an “AI productivity platform” that bundles calendar planning, task management, and meeting workflows into one system. Meetings sit inside that broader workspace: a notetaker can capture key points and action items, and the platform can translate outcomes into tasks that show up in the plan alongside deadlines and existing work.

Why we like it

Motion’s strength shows up when a team wants meeting output to land somewhere concrete. Notes can turn into tasks quickly, and the daily plan updates as work shifts. For small teams that plan work inside Motion, this creates a tighter loop between what gets discussed in meetings and what actually gets done afterward.

However, compared with Reclaim, Motion leans more toward work management and a planned day than calendar-first scheduling optimization. Reclaim’s core advantage comes from team-aware scheduling controls and availability optimization across calendars, plus deeper coordination mechanics around recurring meetings and shifting constraints. Motion can feel lighter on calendar governance and multi-stakeholder negotiation, especially when the goal is to protect focus time across a team while juggling changing meeting priorities.

Key features 

• AI notetaker: Key points and action items from meetings.
• Task creation & assignment: Turns meeting outcomes into structured work.
• AI calendar planning: Builds and rebuilds daily plans around tasks and meetings.
• Meeting effectiveness insights: Coaching-style reporting on participation and communication.
• Pre- and post-meeting workflows: Connects notes to emails, tasks, and system updates.

Pros

• Rich meeting analytics and coaching insights beyond basic summaries
• Strong focus on tying meetings to downstream workflows and systems
• Attractive to teams experimenting with AI as a broader operations layer

Cons

• Better for personal or small-team planning than complex, multi-stakeholder scheduling with competing constraints.
• Fewer controls for enforcing org-wide rules, visibility, and “why this moved” explanations as calendars get more complex.
• Doesn’t focus as much on maximizing bookable time through priority-aware reshuffling and dynamic tradeoffs.
• The platform works best once teams invest time in tuning workflows, roles, and habits.

Motion pricing: Paid plans start at $29/month

18. Clockwise

Best for: Small teams who can shift internal meetings frequently

Clockwise is positioning itself as an "intelligent calendar sidekick" that actually moves meetings around and protects your precious Focus Time. Their Prism UI is a GPT-powered natural-language interface that's supposed to help you reschedule meetings, deal with scheduling conflicts, and make the most of your Focus Time. What they're really going for is a deep understanding of how your team works, and what they're really after is an intuitive way to suggest some smart schedule tweaks.

A lot of this stuff is still in beta, as Clockwise's help docs will point out, which means you can get a taste of the Prism UI and some AI features for free until the product is officially out of beta.

Why we like it

Clockwise helps you create more time for heads-down work outside of meetings, and they've pushed the conversation about making your calendar work for you, rather than the other way around. For small teams with a lot of internal meetings, Clockwise's AI-powered scheduling is a pretty natural next step.

Key features 

• AI-driven Focus Time protection: Smart no-meeting blocks that help defend deep work.
• Prism UI: Natural-language prompts for scheduling and rescheduling.
• Conflict resolution: Support for bulk rescheduling, cancellations, and schedule adjustments.
• Slack assistant: Scheduling and rescheduling workflows through DMs.
• Team insights: Visibility into meeting habits and schedule patterns.

Pros

• Strong Focus Time story that resonates with small teams
• Natural-language experience for common scheduling adjustments
• Emphasis on habits and preferences for internal meetings
• Integrations with major calendars and communication tools

Cons

• Flexible meeting automation is primarily designed for internal meetings, so external/customer scheduling gets less benefit.
• Meeting moving works best when the organizer and attendees are using Clockwise, which can reduce coverage in mixed-tool teams.
• Rescheduling is more rules-based than negotiation-based, so it can struggle with messy multi-stakeholder tradeoffs.
• It tends to be less effective when meetings include lots of optional attendees, since availability constraints stack up quickly.
• Controls around why a meeting moved and how decisions were made can feel lighter than more governance-first schedulers.
• Scheduling links are less priority-aware, so they surface fewer “make space by reshuffling flexible items” options.
• Advanced, org-wide policy enforcement and analytics are more limited, especially for larger teams with strict scheduling standards.
• Microsoft/Outlook support has historically lagged the Google experience, which can complicate rollouts in Microsoft-heavy orgs.

Clockwise pricing: Free plan → Paid plans start at $6.75/month

How to choose an AI meeting assistant for your team

Picking an AI meeting assistant is less about chasing every single feature and more about finding the tool that will solve your biggest time-wasting problems. In our research and surveys the same pain points kept coming up: people want help scheduling big work, protecting their focus time, resolving conflicts, and turning meetings into actual outcomes.

Here are some key things to use as a filter as you evaluate these tools.

1. Find your biggest meeting pain points

Start by identifying the biggest frustration you're dealing with right now. You might find yourself recognizing some of these patterns:

• Decision fatigue & meeting overload: Your schedule feels like it's maxed out, but important work still keeps slipping through the cracks. You need help blocking out time to focus, scheduling your tasks and habits, and cutting down on low-value meetings.
• Coordinating chaos across teams & calendars: Every time someone reschedules, it triggers a whole chain reaction of Slack messages, emails, and DMs. You need help negotiating time across multiple stakeholders and constraints - not just a faster "create event" button.
• Lost context before & after meetings: People keep forgetting what happened last week, missing action items, or spending ages digging through docs and recordings trying to figure things out. You need help with prep, summaries, and structured follow-up.

Once you've named the main problem, it's a lot easier to see which tools in the market can help, and which ones can be the central piece of your workflow.

2. Decide where AI can help you the most

Our user survey showed that most people want AI to:

• Schedule time for important tasks and habits
• Find more focus time and reduce calendar fragmentation
• Resolve meeting conflicts with recommended alternative times
• Prioritize meetings against goals, OKRs, and energy levels

Most of that work falls into the scheduling and coordination layer.

Some tools specialize in:

• Deep coordination: Negotiating tradeoffs across many calendars and constraints, applying shared policies and showing outcomes at a team or org level. Tools like Reclaim, Clockwise and email-based schedulers like Howie and Clara all aim squarely at this layer.
• Light scheduling: Proposing times for a small group, creating events, adding focus blocks for one person. Tools like Gemini, Copilot, Zoom AI Companion, Superhuman AI and Vimcal all sit here.

Think about how much scheduling autonomy you want today, along with the level of explainability, guardrails and analytics you need from that layer.

3. Map assistants to your existing suites & workflows

AI meeting assistants tend to cluster into a few key patterns:

• Scheduling & coordination assistants: Tools like Reclaim, Clockwise and Cal.com all focus on when meetings happen and how that affects the rest of their day, helping you optimize your time across all activities, not just what happens in meetings.
• Native suite assistants that live inside your current tools: Tools like Gemini in Google Workspace, Copilot in Microsoft 365 and Zoom AI Companion in Zoom Workplace all follow this model. They shine when your team already lives in those suites and you want lighter AI help with prep, summaries and straightforward scheduling.
• Work OS assistants: Connect meetings to Projects
  Tools like Notion AI, ClickUp's AI Notetaker and ClickUp Brain, and Motion's AI Employees all fit this pattern. They focus on turning meetings into notes, tasks and workflows inside a broader work management system.

Most teams end up with a mix of these - Suite assistants for quick wins in existing apps, work OS assistants to keep meeting content close to projects, and a dedicated scheduling engine managing the calendar itself. Choosing an AI meeting assistant often means deciding which of those roles needs the strongest player.

4. Look beyond the demo & team organization awareness

Impressive demos often show single-user flows: "Schedule a meeting with Alex next week" or "Summarize this call." Real calendars get a lot messier when:

• Several people or teams span time zones
• Priorities shift daily
• Personal and work calendars overlap
• Leaders set company-wide policies for working hours, focus time and no-meeting windows

As you evaluate tools, look for signs of genuine team and organization awareness, like:

• Support for shared policies and working hours across a group, not just per user
• The ability to understand meeting importance, owner and type (internal, external, recurring)
• Intelligent handling of personal calendars that affect work availability
• Organization-wide views and analytics of how time gets spent

That's where the gap in the current market really shows up - lots of tools understand a single user really well. But not nearly as many understand a team or company in the same way.

5. Assess explainability, guardrails, & analytics

Agentic claims are everywhere right now, but in practice teams still need:

• Clear records of what changed on the calendar and why
• Control over which meetings can move and under which conditions
• Simple ways for admins to configure policies and limits* What analytics do you get on how AI-driven decisions are affecting your team's time spent on focus work, meetings and burnout risk?

You might want to ask some questions like:

• How does the assistant actually log decisions and suggestions it's making?
• Can both users and admins get a clear look at the reasoning behind any changes to the schedule?
• What rules do you have in place - or are you planning to put in place - to ensure people aren't overcommitting themselves on working hours, meeting types or priorities?
• What kinds of reports are available to help leadership get a handle on how things are going at the team or company level?

Tools like Reclaim have really made an effort to build out an "evidence-based scheduling" layer. Other products on the list seem to be leaning more on getting users to drive the process with a bit more of a free for all approach. Both can work in the right situation. It just depends on how much risk you're willing to take on and what level of compliance you're trying to meet.

6. Begin by rolling out where adoption will be the easiest

Most successful rollouts start with a group that's already feeling a pain, because, well, that's where the biggest itch is:

• Leadership teams that are drowning in one-on-ones are just one example.
• Engineering teams that are struggling with their focus time are another.
• Sales or recruiting teams that are juggling tons of external scheduling commitments are yet another.
• Cross-functional teams that need to get a handle on prep and follow-up around key meetings still another.

Pick a small group with a clear issue and try a focused assistant that fits their workflow. See how that affects their schedules and overall morale over a few weeks. And that way you can decide whether to make it part of your overall meeting strategy or keep it a specialized helper.

Why AI meeting assistants matter more in 2026

A few years back when people talked about an "AI meeting assistant", the idea usually boiled down to some sort of transcription robot that would automatically join your calls, grab audio from meeting recordings, and send a digest afterwards. Those tools still do their job and make a difference. But by 2026, the stakes around getting meetings on track are a lot higher.

Scheduling meetings is getting more and more complicated. Software suites like Google Workspace, Microsoft 365 and Zoom are all attempting their own AI-driven sidebars, but meetings and scheduling are not a priority for their AI developments. And it seems like every other meeting tool or platform is touting some sort of "assistant" that claims to make things easier by surfacing insights from past meetings.

Under the hood, most of these "assistants" still focus on the basics:

• Creating and editing meeting invites
• Cobbling together a summary of a meeting and any relevant action items
• Propping up a draft of a follow-up email or task list

Not many can figure out how to juggle competing priorities across a group of stakeholders, enforce clear policies, or even explain what happened to a meeting that got moved or a block of uninterrupted work time that somehow vanished. That gap really shows up in our own internal testing. We've got an ongoing survey of over 2,000 of our own Reclaim users and it's clear that people are seeking more from AI across all areas of time management. They want:

• AI to schedule time for important tasks and routines
• AI to summarize how they spent their time each week
• AI to reduce their calendar fragmentation and time loss
• AI to find more time for deep work and focus time
• AI to help resolve meeting conflicts and suggest better alternatives
• AI to find the next available time for a meeting across multiple busy calendars
• AI to prioritize their meetings and recommend which could be canceled, delegated, or shortened

The tools in this guide fall all over the map. Some are still mostly about taking notes and writing up recap, or do you need to coordinate them better, or do you want to rework your entire calendar around what really matters? Some live in the sidebars of the software you already use. And then there's a smaller group that's slowly evolving to become actual team-aware scheduling engines. The right one for you will depend on what your biggest pain point is. Do you just need help making sense of meetings.