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How to add AI meeting note takers to these 4 apps (before your competitors do)
• 8 min read
If you’re a product manager looking to build features like AI-generated meeting summaries, searchable call transcripts, or auto-logged CRM notes, you need high-quality meeting recordings.
It really only gets harder from there if you’re trying to get meeting data at scale yourself.
Building accessible, user-friendly features on top of meeting data means building data infrastructure for the platforms your customers use. The most popular ones being Zoom, Microsoft Teams, Google Meet, each with their recording permission requirements and edge cases for developers.
This article is for business applications that want to build AI meeting recorders and note takers without derailing their product roadmap. We’ll walk through examples of meeting recording features in business applications, the solution requirements needed to build them, and why using third-party APIs can help you move faster.
And if you’re worried about the threat of ChatGPT Record, we have a few important reminders on why secure cross-platform infrastructure matters for most organizations using meeting recorders.
Meetings are often where critical context begins.
If you’re already building something that aligns stakeholder interactions at scale, integrating meeting data into your product will give users a faster mechanism for turning conversations into decisions that move the needle.
When we talk to SaaS product teams, the core features they want to build with AI notetakers and AI meeting bots include automated recordings and meeting transcriptions, user-friendly meeting summarization, and extracting action items.
Here are a few examples of what that can look like in action:
What you want to build: Automatically log client interactions and sync meeting insights to customer records in Salesforce or HubSpot.
What it takes to get there:
The Nylas advantage: CRM platforms need the complete communication stack: Calendar, email, and meeting data. Nylas is the only vendor providing production-ready APIs for all three of these components. Now you can build a complete customer interaction platform with a single API platform.
Here’s an example of how you can use the Nylas API to add meeting recording functionality to your CRM:
How to sync meeting notes into a CRM
// NYLAS HANDLES: Calendar monitoring and customer meeting detection
const customerMeetings = await nylas.events.list({
identifier: grantId,
queryParams: {
calendarId: "primary",
start: todayTimestamp,
end: tomorrowTimestamp
}
});
// NYLAS HANDLES: Automatic bot deployment for customer calls
for (const meeting of customerMeetings.data) {
if (meeting.conferencing && isCustomerMeeting(meeting)) {
const recorder = await nylas.notetakers.create({
identifier: grantId,
requestBody: {
meetingLink: meeting.conferencing.details.url,
name: `Sales Call - ${meeting.title}`,
settings: {
speakerLabels: true,
audioRecording: true
}
}
});
// Store CRM mapping
}
}
// NYLAS HANDLES: Meeting transcription with speaker identification
const transcript = await nylas.notetakers.media({
identifier: grantId,
notetakerId: recorderId,
});
// NYLAS HANDLES: Email thread context for complete customer history
const emailContext = await nylas.messages.list({
identifier: grantId,
queryParams: {
from: customerEmail,
limit: 10
}
});
// YOU BUILD: CRM intelligence and deal automation
const customerInsights = await yourCRMEngine.analyze({
meetingTranscript: transcript,
emailHistory: emailContext.data,
speakerSentiment: transcript.speakers,
previousInteractions: crmHistory
});
For even more automation, set up the Nylas Notetaker Sync to automatically deploy Notetaker bots to all meetings without manual monitoring. This removes the need to poll for upcoming events so you never miss a customer interaction.
What you want to build: Automatically record, transcribe, and store training sessions with timestamps and summaries.
What it takes to get there:
Here’s an example of how you can use the Nylas API to record training sessions in your app:
How to give users searchable transcripts
// NYLAS HANDLES: Training session scheduling + bot deployment
const trainingSession = await nylas.events.create({
identifier: grantId,
queryParams: { calendarId: "primary" },
requestBody: {
title: "Advanced Product Training - Module 3",
when: { startTime: sessionTime, endTime: endTime },
conferencing: { provider: "Zoom", autocreate: {} }
}
});
const recorder = await nylas.notetakers.create({
identifier: grantId,
requestBody: {
meetingLink: trainingSession.data.conferencing.details.url,
name: "Training Recorder Bot"
}
});
// NYLAS HANDLES: Multi-language transcription with timestamps
const media = await nylas.notetakers.media({
identifier: grantId,
notetakerId: recorder.data.id,
});
// YOU BUILD: Learning analytics and educational features
const learningData = await yourLearningEngine.process(media.data.transcript, {
extractKeyTopics: true,
identifyQuestions: true,
detectComprehensionGaps: true,
generateQuizQuestions: true
});
What you want to build: Share AI-generated meeting summaries and action items across the team.
What it takes to get there:
Here’s an example of how you can use the Nylas API to integrate meeting recording functionality into your business app:
How to automatically share meeting documentation
// NYLAS HANDLES: Meeting scheduling + bot deployment
const meeting = await nylas.events.create({
identifier: grantId,
queryParams: { calendarId: "primary" },
requestBody: {
title: "Product Strategy Meeting",
when: { startTime: meetingTime, endTime: endTime },
conferencing: { provider: "Google Meet", autocreate: {} }
}
});
const bot = await nylas.notetakers.create({
identifier: grantId,
requestBody: {
meetingLink: meeting.data.conferencing.details.url,
name: "AI Assistant Bot"
}
});
// NYLAS HANDLES: Transcript generation
const transcript = await nylas.notetakers.media({
identifier: grantId,
notetakerId: bot.data.id,
});
// YOU BUILD: Custom AI processing for your unique features
const summary = await yourAIEngine.process(transcript, {
extractActionItems: true,
identifyDecisions: true,
tagByProject: true,
customPrompts: yourBusinessLogic
});
What you want to build: AI-powered meeting notes that automatically transform recordings into shareable documents, templates, and team alignment tools.
What it takes to get there:
Here’s an example of how you can use the Nylas API to integrate meeting recording functionality into your collaboration app:
How to create shareable insights post-meeting
// NYLAS HANDLES: One-click meeting recording from your collaboration app
const meetingRecorder = await nylas.notetakers.create({
identifier: grantId,
requestBody: {
meeting_link: userProvidedMeetingUrl,
name: "Team Sync Recorder",
meeting_settings: {
video_recording: false,
audio_recording: true,
transcription: true
}
}
});
// Store in user's workspace
await saveToUserWorkspace(meetingRecorder.data.id, {
workspaceId: currentWorkspace.id,
userId: currentUser.id,
meetingTitle: "Team Alignment Call"
});
// NYLAS HANDLES: High-quality transcription with speaker identification
const media = await nylas.notetakers.media({
identifier: grantId,
notetakerId: meetingRecorder.data.id,
});
// YOU BUILD: Custom document intelligence and templates
const meetingIntelligence = await yourDocumentAI.process(media.data.transcript, {
generateExecutiveSummary: true,
extractDecisionPoints: true,
createActionItemsList: true,
identifyFollowUpTopics: true,
suggestDocumentTemplates: true
});
Trying to integrate AI meeting recorders and notetakers into your business application introduces serious complexity. Your developers will have to take on the work of building unique features in an increasingly competitive market and building reliable infrastructure across platforms for these features to work.
And like all integrations, things can go wrong all the time.
Every one of these factors has a ripple effect on your engineering workload, legal reviews, and release timelines. You’ll also have to take into account infrastructure challenges and documentation limitations that are specific to recording on Zoom, Google Meet, and Microsoft Teams.
It’s impossible to talk about AI meeting features without addressing the elephant that popped into the room last week.
OpenAI’s “Record Mode” for ChatGPT.
You might be asking: “How can we compete? Are we building something that potential users can just access by hitting the record button in a chat window?”
The launch of ChatGPT Record is the ultimate validation that meeting intelligence is a priority for AI. It’s a great solution for consumers who want the convenience of recording transcriptions and general-purpose LLM capabilities in a single interface. But if you want to build a meeting recorder that’s secure, enterprise-ready, and reliable for most professional use cases, a cross-platform infrastructure makes a difference.
These are the ChatGPT Record limitations that your solution can improve on:
An API like Nylas removes the guesswork and infrastructure overhead of building a cross-platform meeting recorder. Here’s how it maps directly to your roadmap:
If you’re building a healthcare training platform or a sales productivity app, this means you can ship AI-powered meeting features with enterprise-grade compliance out of the box.
If your product team is eyeing meeting summaries, searchable transcripts, or AI note-taking, you’re not alone. These features are quickly becoming the new standard in productivity, CRM, training, and collaboration software. The Nylas Notetaker API helps you spend less resources on infrastructure, so you can build features that deliver competitive, secure experiences to your users.
Key takeaways: Meetings are pretty old school. It didn’t matter if you were in the…
Key takeaways: A survey of knowledge workers across North America, Europe, and Australia found that…
Learn how to use AI to generate meeting notes with Nylas Notetaker APIs.
