Notetaker

 Notetaker joins your Microsoft Teams meetings, captures the conversation, and turns it into a searchable transcript, a written summary and structured performance insight — automatically, and inside StaffCircle where the rest of your people data already lives. 

 Your one-to-ones, appraisals and team meetings are where the most valuable people data in your organisation is created — and, until now, where most of it was lost. Notetaker closes that gap. 

 01 · Listen

Every conversation captured

Notetaker joins the meetings you choose from your connected calendar and records a full, timestamped transcript — no note-taking, no forms to fill in afterwards.

 02 · Understand

Summarised and scored

AI writes a plain-English summary of each call, identifies the meeting type, and — where you enable it — scores sentiment, engagement and employment-law risk for every person who spoke.

 03 · Act

Straight into the record

Meetings link themselves to the right review, pre-answer review questions from what was actually said, and flow through to Insights, the API and your AI assistant.

Getting started

• ✓Switch it on. An administrator enables NoteTaker Agent for Microsoft Teams in the Beta Features section. It is off by default, and turning it on provisions your Notetaker automatically.
• ✓Grant the permissions. A new NoteTaker permission set in Security Groups controls who can view, add, update and delete meetings, whose meetings a manager can see, and who may see calls marked sensitive.
• ✓Set up your meeting types. Five meeting types are created for you. Tailor them, or add up to five more, to control how each kind of call is summarised and scored.
• ✓Ask your people to connect their calendar. Each user connects their own calendar from the profile menu — everyone gets a notification when Notetaker is enabled for them, with a direct link.
• ✓That's it. Notetaker starts joining meetings according to each person's own auto-join rules, and their Meetings section begins to fill up.

 What's in Notetaker 

Connect your calendar once, and Notetaker takes it from there

Users connect their calendar from the profile menu in a few clicks. Notetaker then reads their diary continuously — including changes made after the invite was sent — and turns up to the meetings it has been asked to attend. Connection status appears in Profile Completeness, with a one-click reconnect if it ever drops, and disconnecting the calendar switches Notetaker off cleanly.

Full searchable transcripts

Every recorded call produces a complete transcript showing who spoke, when, and what they said. Search it, read it in place, or download it — and access is governed by the same permissions as the rest of the meeting record.

AI-written meeting summaries

Each call is summarised into clear, scannable points covering what was discussed and agreed. Summaries are searchable, downloadable, and available as a formatted PDF for anyone who needs a copy outside the platform.

Meeting types control how each conversation is treated

Meeting types decide how a call is summarised and what is scored. For each one you set its own summary instructions, an icon, whether sentiment and call risk are scored, and whether the call is treated as sensitive. Five are provided out of the box and you can run up to ten.

Notetaker recognises what kind of meeting it attended

Rather than relying on the calendar title, Notetaker works out the meeting type from the conversation itself and applies the right summary treatment — so a one-to-one is summarised as a one-to-one even when the invite was called "catch up".

Sentiment and engagement scored per attendee

Where a meeting type has scoring enabled, every person who spoke gets a sentiment and engagement rating drawn from the transcript — giving managers a consistent read on how a conversation actually landed, not just what was minuted.

Call risk ratings aligned to UK employment law

Optionally, Notetaker reviews the transcript and rates the call for employment-law risk, with the reasons behind the rating brought into StaffCircle alongside it. Risk ratings are visible only to users holding the Sensitive permission, and you can nominate the people who should review flagged conversations.

A Meetings section in every profile

Each user gets a Meetings view listing their calls with date, duration, meeting type, transcript and summary, filterable by date range, free text or attendee, with an archive for older conversations. Managers with the right permissions can see their teams' meetings in the same shape.

Add a meeting manually — or pull Notetaker into a call already running

Meetings that never made it onto a calendar can be added by hand with a name, link and time. And if a conversation is already under way, pasting the meeting link brings Notetaker in and starts recording from that moment — including ad-hoc "Meet now" calls.

Each person decides which meetings Notetaker attends

In profile settings, users name their Notetaker and choose what it joins: their one-to-ones and reviews, internal meetings with colleagues, external meetings from their calendar, or only meetings where their Notetaker has been invited by email. Recording can be turned off entirely while keeping the rest.

Reviews that answer themselves from the conversation

An appraisal or review meeting is linked to the right review record automatically, and AI drafts answers to the review questions using what was actually discussed on the call. Managers arrive at a review that is already most of the way written, then edit rather than start from a blank page.

Summary emails after every call

When a meeting ends, a summary email goes out to the people who were on it. By default that means colleagues inside your organisation only; a per-meeting-type setting extends it to external participants when you want them included.

A visual summary of the meeting

Alongside the written summary, Notetaker generates an image that captures the shape of the conversation at a glance — a quick, shareable way to revisit a call without reading it back.

Your brand on screen while Notetaker is in the room

Instead of a blank tile, Notetaker displays your company logo and primary colour during the call. You can replace the image with one of your own, or switch it off, from the Notetaker configuration settings.

Granular permissions built for sensitive conversations

A dedicated NoteTaker permission set covers viewing, adding, updating and deleting meetings, restricting managers to their direct reports, and gating sensitive calls. Meetings that have already taken place cannot be edited, so recordings and transcripts can't be altered after the fact.

Every access to a meeting is audited

Opening a meeting record writes an audit entry, so you can always evidence who looked at a transcript, a summary or a risk rating, and when.

Transcripts and recordings can be removed on request

Recordings and transcripts can be deleted, with the meeting record in StaffCircle updated to show that the media is gone — keeping the audit trail intact while honouring a deletion request.

Ask your AI assistant about your meetings

Notetaker meeting data is available through StaffCircle's MCP integration, so you can ask a question like "summarise the main themes from my recent one-to-ones" in Claude or ChatGPT and get an answer grounded in the actual conversations.

Simple credit-based usage

Notetaker usage runs on credits, in the same way as other add-ons. Arbitrary caps on scheduled meetings, stored recordings and monthly transcripts have been removed — your credit balance is the only limit that applies.