Zoom can transcribe its own meetings automatically on paid plans, as long as two settings are on: automatic cloud recording and audio transcripts. The notetakers take other routes. Otter.ai, Fireflies.ai, Fathom and tl;dv send a bot into the Zoom calls on your calendar, Granola listens on your own computer, and Circleback can do either. The question I care about is what starts the transcript: a setting someone turned on beforehand, or a click once the meeting begins.
My picks
- Zoom's built-in transcripts: best if you host most calls on a paid Zoom account.
- Fathom: best free notetaker that joins Zoom on its own.
- Circleback: best if you often join other people's calls, since its desktop app records them without a bot and offers to record when the bot is refused entry and Detect meetings is on.
- Otter.ai: best for a live transcript and the lowest Pro price.
- Granola: best for no bot at all, if you open the note first.
I compared them on what triggers the transcript, who switches it on, how Zoom gets captured, and which plan you need.
| Tool | Starts on its own | Captures Zoom with | Free option |
|---|---|---|---|
| Zoom transcripts | Yes, cloud auto-record | Zoom cloud recording | Paid plans only |
| Zoom AI summary | Yes, auto-start setting | Zoom's in-meeting AI | Paid plans only |
| Otter.ai | Yes, auto-join rule | Bot | Yes, Basic |
| Fireflies.ai | Yes, Zoom link on invite | Bot (Fred) | Yes |
| Fathom | Yes, auto-record setting | Bot or bot-free (Mac beta) | Yes |
| tl;dv | Yes, once host admits bot | Bot | Yes, summaries on Pro |
| Granola | Only with note open | Device audio, no bot | Yes, Basic |
| Circleback | Yes, bot; desktop prompts | Bot or desktop app | Yes, Free |
Zoom's built-in transcription
With automatic recording set to the cloud, Zoom records no matter how the host joins: computer, mobile or phone dial-in. With audio transcripts on, it saves a transcript of that recording as a separate VTT file. Zoom's AI meeting summary can also auto-start as soon as anyone starts the meeting, host or not.
Key features
- Cloud auto-recording set by an account owner or admin
- Transcript saved as a VTT file
- AI summary with "Auto-start when meetings start"
Pros
- Nothing to install and no bot in the call
- Users can turn on the AI summary for their own meetings unless an admin locked it
Cons
- Cloud transcripts need a Pro, Business, Education or Enterprise account
- Free Basic accounts can only auto-record to a local computer
- Automatic recording covers only meetings scheduled after you turn it on
Pricing: Included with paid Zoom plans. The AI summary needs Zoom Workplace Pro, Business or Enterprise, or their Plus tiers.
Best for: People who host most of their calls on a Zoom account they already pay for.
Otter.ai
Once you connect a Google or Microsoft calendar, Otter Notetaker joins events by the auto-join rule you set, such as every event with a video link or only events you host. It records, transcribes, summarizes and shares the conversation.
Key features
- Live transcription during the call
- Auto-join rules for calendar events
Pros
- Read the transcript while the call is still going
- Lowest Pro price here
Cons
- Basic caps you at 300 transcription minutes a month
- Each Basic conversation stops at 30 minutes
Pricing: Basic is free. Pro is $8.33 per user per month billed annually or $16.99 monthly. See Otter's pricing page.
Best for: Reading along live in Zoom on a small budget.
Fireflies.ai
Fireflies' bot, Fred, joins Zoom meetings on your calendar when they start, as long as the invite has the Zoom link (setup guide). When someone else hosts, they get a request from Fred and have to click Allow.
Key features
- Auto-joins calendar meetings with a Zoom link
- Zoom capture on the free plan
Pros
- No per-meeting setup once your calendar is connected
Cons
- The host has to click Allow when you aren't hosting
- Free has a 2-hour recording limit
Pricing: Free is $0. Pro is $10 per seat per month billed annually or $18 monthly. See Fireflies' pricing page.
Best for: Teams that already put a Zoom link on every invite.
Fathom
On Fathom's Settings page, an auto-record drop-down captures all meetings, only external or internal ones, or none. On the free plan you choose bot or bot-free capture.
Key features
- Auto-record by meeting type
- Separate toggle for unscheduled Zoom calls
Pros
- Free plan lists unlimited recordings and transcriptions, plus instant AI summaries
- Catches ad hoc Zoom calls as well as calendar events
Cons
- Bot-free capture is Mac only and still in beta
- Advanced summaries are limited on Free
Pricing: Free is $0. Premium is $16 per user per month billed annually or $20 monthly. See Fathom's pricing page.
Best for: Automatic Zoom transcripts for free, without counting minutes.
tl;dv
With your calendar connected, tl;dv can auto-record all calendar events (including ones you don't attend), only those matching your conditions, or none. The bot still asks to join, so the host has to admit it (Zoom guide).
Key features
- Auto-record with conditions you set
- Bot capture for Zoom
Pros
- Can record meetings you skip
Cons
- The host has to admit the bot
- Automatic AI summaries need Pro
Pricing: Free is $0. Pro is $18 per seat per month billed annually or $29 monthly. See tl;dv's pricing page.
Best for: Recording calendar meetings you can't attend.
Granola
Granola has no bot. It transcribes from your computer's microphone and system audio and doesn't save audio or video. With no open note, it doesn't transcribe.
Key features
- Auto-start at the scheduled time when the note is open
- Bot-free capture on the free Basic plan
Pros
- Nothing joins the call, so no host approval
Cons
- No open note means no transcript
- No audio or video to replay
Pricing: Basic is free. Business is $14 per user per month. See Granola's pricing page.
Best for: Solo note takers who never want a bot and don't mind opening the note first.
Circleback
Circleback turns conversations into speaker-labeled transcripts, notes, assigned action items, automations and searchable context. After you connect a calendar, its bot joins meetings with a Zoom link based on Settings > Calendar > Joining preferences (internal, external or both). The desktop app for macOS and Windows records Zoom without the bot, capturing mic and computer audio, and if the bot's join request is denied while you're on the call and Detect meetings is on, it prompts you to record (or starts by itself with auto-start on).
Key features
- Per-meeting joining toggle from Home, and admins can enforce preferences
- Detect meetings notifies you when an app starts using the mic
- Speaker labels with every recording method
Pros
- Bot and bot-free capture in one tool
- Desktop app on every plan, Free included, and Free has unlimited meetings
Cons
- The fallback only covers a denied join request, needs the desktop app running with Detect meetings on, and asks before recording unless auto-start is on
- No Linux app or browser extension
- Free locks meetings older than 30 days until you upgrade, and recordings are deleted after 1 year
- Paid plans cost more than Otter Pro
Pricing: Free is $0. Pro is $15 per user per month billed annually or $18 monthly. Details at circleback.ai.
Best for: A mix of your own and other people's Zoom calls, caught by one tool.
How to choose
- You host and pay for Zoom: turn on cloud auto-recording and audio transcripts before adding anything.
- You mostly join other people's calls: Fireflies and tl;dv bots need the host's approval, so I'd pick Granola, Fathom's Mac beta or Circleback's desktop app.
- You want it free: Fathom. Otter's Basic caps add up fast.
- You want to read along live: Otter.ai.
FAQ
Does a free Zoom account get automatic transcripts?
No. Zoom's cloud transcripts need a paid account, and Basic users can only auto-record to a local computer. Otter, Fireflies, Fathom and Granola all have free plans that capture Zoom, and Circleback's desktop app is on its Free plan.
Do I need to be the host?
For Zoom's AI summary, yes: only hosts and co-hosts can start or stop it from the meeting controls. Fireflies and tl;dv bots need the host's approval when you aren't hosting. Granola and Circleback's desktop app capture audio on your own computer with no bot. More in Record meetings without a bot.
Can I get a live transcript during a Zoom call?
Yes, with Otter.ai. Its free Basic plan includes live transcription, though each conversation stops at 30 minutes.
Will Zoom's automatic recording cover meetings I already scheduled?
No. It applies only to meetings scheduled after you turn it on. Calendar-based notetakers like Otter, Fathom and Circleback join events on your connected calendar based on rules you set.