Otter.ai Meeting Transcription and AI Notes

Otter.ai is a meeting assistant for people who need searchable transcripts, summaries and action items across recurring conversations. Start with one internal meeting whose participants agree to recording, then measure proofreading time and missed decisions. It is a weaker fit when a team cannot resolve recording permission, cloud data handling, ownership or automatic sharing before connecting a calendar. Generated meeting notes remain a draft for human review.

Pricing reviewed September 10, 2026: Basic is free. Standard USD prices per user are Pro $16.99 monthly or $8.33/month billed annually, and Business $30 monthly or $19.99/month billed annually. Enterprise is quoted separately. These are billing contexts, not interchangeable checkout prices. Business advertises $24 for the first three months for first-time subscribers. India-card Pro discounts and education promotions are excluded from standard prices. The August 26 education announcement offers eligible students 50% off annual Pro through September 2026, while the pricing FAQ still describes a 20% education discount: confirm eligibility and checkout instead of assuming both apply. Official pricing.

Basic has a shared 300-minute monthly pool, 30-minute conversations, three lifetime imports and access to the latest 25 conversations. Pro has a shared 1,200-minute pool, 90-minute conversations, ten monthly imports and unlimited history/storage. Business and Enterprise allow unlimited meeting and in-app recording minutes, but imported files still have 6,000 minutes per user/month despite unlimited file count; individual conversations stop at four hours. Basic/Pro/Business/Enterprise concurrency is 1/2/3/3. AI Chat monthly queries are 20/50/200/200, with Basic also capped at three per conversation. Workspace limits are 5 members, 5 billed users, 25 billed users and unlimited respectively. Minutes reset on the billing cycle without rollover; deleting conversations does not return used minutes. Basic limits.

Before calendar connection, inspect auto-join and auto-share separately. Selecting manually chosen meetings and private notes changes defaults but does not clear previous event-specific choices. Review every upcoming event, guest audience, channels, public links, collaborator resharing and pre-recording notifications. An invitation or visible bot is not a substitute for required participant notice and consent. Otter's terms place recording-law obligations on the user; organization and client policies also need an explicit decision. Auto-share controls.

Privacy is a procurement decision, not a blanket safety claim. The June 16, 2026 privacy policy includes training Otter's proprietary AI on de-identified audio and on transcripts that may contain personal information. Do not turn the separate promise that third-party AI providers do not retain or train on data into a claim that Otter never trains on customer content. AI Chat sends prompts and transcript context to external model services when queried; outputs may be wrong or outdated. Review the applicable agreement, subprocessors and organization controls before supplying confidential information. Privacy policy and AI Chat FAQ.

Downgrading archives older history without deleting it; shared access follows the owner's plan even when the recipient pays. Archived conversations can be exported. Deletion immediately removes sharing and moves content to Trash for 30 days, with permanent deletion afterward or when Trash is manually cleared. Establish export, retention, ownership and offboarding procedures before using meeting history as institutional memory. Downgrade rules.

API/Webhooks and enterprise administration are separate procurement boundaries; MCP access does not imply API entitlement. Confirm Enterprise custom retention, identity controls and integration terms. SSO/SCIM carry a 100-user minimum footnote; HIPAA is an add-on. Salesforce/HubSpot sync has plan-specific user limits. Test one export and one deletion, review names, jargon, accents and overlapping speech, then check each summary and assigned commitment against the recording. Continue only if the time saved exceeds correction and governance work.