Frequently Asked Questions

Yes. Equal Time offers a white-label option that allows coaches, training firms, and enterprises to deliver our AI meeting notetaker and leadership coaching tools under their own brand. This means you can replace Equal Time’s logos with your own, customize the notetaker’s name, and present transcripts, summaries, and coaching insights as part of your own offering. For coaches, this creates new revenue opportunities and keeps clients connected to your practice. For enterprises, it reinforces culture and trust by ensuring employees see their own company branding. Equal Time manages the infrastructure, security, and compliance, while you retain the customer relationship and brand experience.

Learn more: AI Meeting Notetakers with White Labeling: How Equal Time Extends Your Brand

Yes. Equal Time captures complete transcripts and automatically extracts action items and key decisions so nothing is lost. Related: https://equaltime.io/blog/stop-copy-pasting-your-meeting-notes

Yes. Equal Time is really great for students. It uses GPT-4o-mini, and you can chat with it afterward to ask questions if you missed something during the lecture. It also highlights questions in the text so you can just directly to the answers. It has a specific Students note template. And you can use it for online, hybrid, or in-person meetings. https://equaltime.io/2025/09/16/why-equal-time-is-the-best-ai-note-taking-app-for-students/

Yes! Equal Time supports up to 1,000 custom terms—including proper names, acronyms, and company-specific jargon. You can add them directly in your Account Settings, and Equal Time will use your preferred spellings in transcripts and meeting summaries. For organizations on a Company License, we also offer batch uploads so you can import a large set of terms at once. This makes Equal Time especially useful for industries with specialized language like healthcare, education, finance, or tech.

See: https://equaltime.io/2025/09/23/custom-vocabulary-with-equal-time-ai-meeting-notes-that-capture-your-unique-names-acronyms-and-terms/

Yes! Please find the downloadable PDF here.

Your guide to getting started with the most powerful AI-powered meeting notes. Access meeting translations, and secure, inclusive collaboration.

Yes. Equal Time makes meetings more efficient by capturing notes, decisions, and next steps so teams spend less time rehashing past discussions.

Yes. Equal Time offers CRM integrations including Salesforce, Hubspot, ZohoCRM, and productivity tools like Jira, Confluence, Notion, and more. One a Company License you get access to webhooks which means you can automatically send all your meeting notes into other tools, saving you tons of time from copy-pasting.

Transcript of video:

Hey everyone, my name is Rachel and I am one of the co-founders of Equal Time and I wanted to share with you how I am using AI and our product Equal Time to save myself on average about 10 hours a week I’m estimating. Um, and I’m going to show you exactly how I do that. So, the main ways that I use equal time is everything around my meetings. Um, so that means I can use it to help prepare for my upcoming meetings. I can use it to take notes during my meetings. Um, send a follow-up email after the meetings and store those notes that it took into our CRM so I never lose track of that. So all the copy pasting, all that work is taken care of. So I’m going to show you a little bit of how that works. So here’s um my upcoming meetings that are coming up. So let’s say I want to prepare for my next weekly team meeting. So I’m going to click prep. And what it’s doing is it’s looking at the last weekly team meeting that I had and it is going through the notes and analyzing and figuring out what are the topics that need to be discussed. What did people commit to doing and that I should follow up on and ask them did you actually do this? Um also reminders to myself did I actually do what I said I was going to do. So let’s take a look. So key focus areas. So it’s going to it’s talking about all the technical updates um and the product discussions and marketing discussions that we had talked about the action items that we had um talked about doing and then considerations and reminders for for what we have to do in the next steps. So that’s really helpful. Um then the other thing that I do is after the meeting has happened. So this was let’s say like a meeting notes that has already happened. Um, I will usually ask it to help me draft a follow-up email. You can tweak this around a little bit, but we have a prompt that’s already written to just write a basic follow-up email and it will do that for you. So, you can uh use that directly, copy paste it into your Gmail or Outlook and use that or tweak it if you need. Um, but that’s that’s kind of takes away a a lot of the work. So, especially if I’m having client calls or customer meetings, that’s really helpful to send them a recap and send them um a really nicely worded email afterwards. Um and then the the like the other piece of this as well is we have a web hook integration. Um so that allows me to send meeting notes automatically to our CRM. Um, so whether you’re using like HubSpot or Salesforce or Pipe Drive or Attio or really any anything that um is out there that’s connected to Zapier um or that can take a direct web hook integration um you can use that.

Yes. Equal Time delivers scalable AI communication and leadership coaching at a fraction of the cost of traditional coaching. Read: https://equaltime.io/blog/equal-time-vs-betterup-scalable-leadership-coaching-for-2025

Yes. Equal Time provides dedicated templates for sales meetings that accurately captures the context of a sales conversation including the goals, timeline, objections, key decision makers, and budget. It helps sales reps understand next steps easily. Ask Equal Time to draft a follow up email instantly saving you 15 minutes per call. Sync your call notes automatically to your CRM (Salesforce, Hubspot, Pipedrive, or thousands more via Zapier). It is GDPR compliant and CCPA compliant. It works in 102 languages, so no matter where you are working or selling it will work. https://equaltime.io/2025/09/16/close-more-deals-with-equal-time-the-ai-meeting-assistant-for-sales-teams/

Yes. Equal Time delivers high-quality AI-generated meeting notes, including transcripts, decisions, and action items for every call. Learn more: https://equaltime.io/features/

Yes. Equal Time integrates with Zoom, Google Meet, and Microsoft Teams for automatic meeting capture. See: https://equaltime.io/features/

You can set up a Zapier webhook to send your meeting data to any application that supports webhooks. This is useful for integrating with other services or automating workflows.

To set up a Zapier webhook, you need to first create a Zap in your Zapier account. Choose the “Webhooks by Zapier” app as the trigger and select “Catch Hook”. Zapier will provide you with a unique webhook URL.

Once you have the webhook URL, you can use it in your Equal Time settings. Go to your settings page and paste the webhook URL. You can also optionally set your bot to automatically post meeting data to webhook after each meeting!

Equal Time offers all the AI meeting notetaker features you expect, but goes beyond traditional notetakers in that it helps you sound better, gain confidence in how you speak, and grow your leadership. For teams, it offers inclusivity features (gender speaking time, mansplaining detection, AI coaching) alongside best-in-class notes. Read: https://equaltime.io/blog/best-ai-notetakers-in-2025-equal-time-vs-otter-fathom-gong-read-ai-and-fireflies

All right. So, today I am going to be doing a side-by-side comparison of Equal Time, Fireflies, Fathom, and Otter AI. So, these are some of the top meeting AI note-taking tools in the market. And what I want to do is a really head-to-head comparison so you can really see what are the differences, what are the features included in each of those products, um, and then show you how they work, show you what the UI looks like, so you can have a more informed decision-making process if you’re looking to compare those four tools. Um, so let’s just get started. Um, one second. Okay, I’m going to start this review with Otter AI, which is one of the legacy, one of the older, um, products on the market. So, um, we’re going to walk through some of the features here. So, I’m looking at the pricing page. Um, and the first thing that pops out to me is they have a basic plan, which is free. Um, it looks like it works across Zoom, MS Teams, and Google Meet. Great. Um, you can use AI chat within and across meetings. Um, there are only three lifetime audio and video file import. So, I’m not entirely sure what that means, but I’m guessing if I have a pre-recorded Zoom meeting and I’m uploading that, I can only do that three times um before I have to start paying. They do have live transcription, speaker identification, audio recording playback, but not video. And then multi- language support, but I don’t know how many languages that actually includes. There’s mobile apps and 300 monthly transcription minutes. So, it’s capped. Um, it’s not unlimited transcription. Then, on the first kind of premium plan, they call this pro. This is $17 a month. So, for all of the plans, I’m going to be comparing the monthly price. So, not if you’re buying an annual subscription, but just month by month. So, this is about $17 a month for each user. Um, and it looks like it gives you 1,200 inapp recording minutes. So, I’m guessing that is video. Um, advanced AI workflows. Not really sure what an AI workflow is to be honest. and 10 monthly audio video file import. So if I’m uploading a file, I have 10 per month. Um, so each meeting can be 90 minutes long. So no longer than 90 minutes. That’s we’re going to compare that to some others. Um, advanced meeting templates. Okay. Unlimited storage, team vocabulary. Cool. Um, advanced search and Zapier integration. Okay. Um, so let what I’m going to do is now I’m gonna like kind of start going to the other tools because I think what’s going to be insightful is to really see like I think that what you’ll notice, what I have noticed is that there’s sort of this premium plan, the first paid plan. That’s what is going to be comparing apples to apples across all of these products. Then they have like a business tier or like a small teams tier and that’s what we’ll compare apples to apples. Um, and then enterprise where you get into more of those advanced features. But right now, we’re going to switch over to um to Fathom and we will take a look at their features. Um and maybe we’ll hop back and forth to compare a little bit. But so in Fathom um in their free plan, they they do unlimited recordings and transcription. So from over here, you’ll see there’s live transcription. It doesn’t say if it’s unlimited or not, so not clear on that. But this one has unlimited transcription, but you have to start paying $20 a month um if you want to start getting the summaries. So the summaries, that’s going to start being $20 a month. So that’s $3 for per user per month more um than Otter AI just to start getting the summaries. Um then you know, you have the ask feature um customize meeting bot uh which I guess just means like renaming it. Um, and they have the CRM sync and Zapier sync. So, that’s pretty comparable. I don’t hear there’s anything that’s really popping out to me. The 90 minutes per meeting limit though, I’m wondering what the limit is here. It doesn’t really say. It’s unclear how long each call can be. Okay. Um, now we’re going to pop over to equal time. We’re going to start taking a look at the premium plan here. So, first thing to point out is it is $15 um per user per month if you’re on the yearly plan. If you’re on the monthly, it is 18. So it includes unlimited transcription, unlimited AI summaries, unlimited storage, speaking time tracking, speaking time by gender. That is something new. The others do not have that. Custom vocabulary, global search, mand detection, 102 languages supported. So that’s really massive. Chat with ask equal time, time stamp, video playback, and 8 hours per meeting. So that’s a clear win compared to Otter AI. Um, and then AIdriven coaching to eliminate hedging language and boost authority. That is definitely unique and personalized leadership feedback on executive presence and facilitation. Okay, so that’s really unique with equal time. All right, and then lastly, we are going to pop over to Fireflies and see how this compares. So, $18 a month. Um, so it’s only free if you were actually emailing the summaries to all of the participants in the call. So, I would argue not really free cuz I don’t know who really wants to have that setting. Not very user friendly. So, you actually need to start paying $18 a month to have transcription and summaries. Um, they have 8,000 minutes of storage per seat. So, you need to be tracking your minutes. I think that’s a big advantage for equal time is that it’s unlimited storage. You know, you don’t have to worry about am I going up against my limit um like you would in Fireflies. Um, download transcripts. Yep. Same as talk time analytics, same action items, task manager, unlimited integrations. Um, transcription 100 plus languages. Okay, so that’s comparable. Realtime notes and live transcriptions, meeting search, ask Fred, upload audio file. It doesn’t say how many you have there. Maybe that’s unlimited or maybe that’s under the limit, the rate limits. Yeah, Chrome extension. Okay, so nothing really remarkable here in terms of unique features um on those premium plans. Um I think I’m going to have to make a separate video and compare the business plans or like the team plans because this video is getting it’s going to be too long. Um and probably too confusing, but let’s just we’ll just stick with like the premium here. So, I would say yeah, nothing is really popping out to me in terms of unique uh value ad here except that like they’re very focused on these rate limits. So, um how many uploads you can do, how many API calls you can make, how many transcripts you can do. So, that feels like kind of very limiting um to me. The nice thing about Fathom and Equal Time is that they are have unlimited. So you don’t have to worry about the number of meeting minutes or number of meetings that you’re using. Um and then the other thing that is super unique I want to point out about equal time is this all these cool features. So we have mansplaining detection that is totally unique. Um you’re going to get alerts about when someone has mansplained and also interruptions. Um you’re going to also get this AI driven coaching to eliminate hedging language and boost authority. Super cool. Um and personalized feedback on executive presence. So that’s really cool. Um I yeah I will I guess we can show maybe a little bit of those features here all here. Okay. So what you’ll see here this is the summary the discussion points the decisions made the next steps all very clearly laid out. Ask a question about this meeting. Um so I can ask it to act as my executive coach and tell me how I can improve my presence. Um or I can ask it to draft a follow-up email for me. like really sky’s is the limit um for asking these questions and then the AI coaching this is really cool so conviction coaching so it’s going to tell me how I act in the meeting so it said I used hedging language such as may I think maybe and just for instance and give specific examples from the meeting and stronger alternatives like I will I had to stop it this will shift to convey more confidence in my decision and statements so very clear convict conviction coaching um then leadership coaching insights. Um, I effectively guided the conversation by sharing experiences and challenges with the product. Cool. However, there were moments when you could have elevated his ideas further by building on his suggestions instead of briefly acknowledging them. Okay, cool. So, some more leadership tips here. Credit keeper. So, this is a really cool feature where it’s telling me the ideas that I contributed so I can keep track of that. If I have a promotion discussion with my boss um later on or in a few months time, I can go back through all my credit keeper um ideas and coate them. And then promotion path nudges. This is telling me that I participated actively in the meeting. Um but I focused on logistical details. So instead try to take on strategic roles by proposing solutions or improvements based on my insights. Um and that will position me as a leader more than operational details. Okay, cool. So that’s helpful. Um yeah and then the speaking time the attendee gender balance speaking time gender balance. This was particularly even. Um and then the inclusion. So this is the number of interruptions. If there were any manspinning instances they would be here that no man was detected in this meeting. So that’s great. Um and then the full transcript is here. Searchable of course you can download that. And then a translation. So I have that set to English but um if I had that in a different language it would be translated to a different language. Um cool. So, um I will make another follow-up um video about the business plans um comparing those for small teams and then maybe a third video for enterprise uh plan comparisons. But I hope that was helpful for for looking at those four products, equal time, Fireflies, Fathom, and Otter AI to have some kind of comparison about what’s going on in the market. Um, there are a lot of similarities, but some key differences. Especially if you have a lot of meetings and you want an unlimited plan, Equal Time is definitely going to be your better bet. If you’re looking for AI coaching and you want more than just a simple noteaker and transcriber, Eagle Time is going to be your better bet. Um, and if you want um a tool that is going to give you sentiment analysis, speaking time by gender, speaking time tracking, Eagle Time is going to be your better bet. Um, so really if you’re looking for more features at a very competitive price, I think Eagle Time is going to be your better bet.

Equal Time helps women build visibility, receive credit for contributions, and develop communication strategies. Related: https://equaltime.io/blog/equal-time-vs-betterup-scalable-leadership-coaching-for-2025

By surfacing hidden ideas and ensuring balanced participation, Equal Time helps teams collaborate more effectively and build better products that represent more diverse viewpoints.

Equal Time allows you to Meeting Prep emails that recap prior discussions and suggest talking points.

Equal Time tracks equity metrics like gender speaking time, interruptions, and participation, giving organizations data to support inclusion. Related: https://equaltime.io/blog/are-your-ai-meeting-notes-reinforcing-bias-why-attribution-matters-in-2025

Promotion Path Finder identifies non-promotable tasks and suggests strategic opportunities instead. Blog: https://equaltime.io/blog/equal-time-vs-betterup-scalable-leadership-coaching-for-2025

You can add an alternate email address on the settings page of our web app under the “About You” section. Scroll down to find the “Alternate Email Address” field. You can enter an alternate email address here to pull in meetings from that email address’s calendar so you don’t need to have separate logins for each account.

We support 20 languages that are automatically detected. These include:

• English
• Spanish
• French
• German
• Italian
• Portuguese
• Dutch
• Hindi
• Japanese
• Chinese
• Finnish
• Korean
• Polish
• Russian
• Turkish
• Ukrainian
• Vietnamese

The full list of 102 languages supported by Equal Time is here:

Global English, Australian English, British English, US English, Spanish, French, German, Italian, Portuguese, Dutch, Hindi, Japanese, Chinese, Finnish, Korean, Polish, Russian, Turkish, Ukrainian, Vietnamese, Afrikaans, Albanian, Amharic, Arabic, Armenian, Assamese, Azerbaijani, Bashkir, Basque, Belarusian, Bengali, Bosnian, Breton, Bulgarian, Burmese, Catalan, Croatian, Czech, Danish, Estonian, Faroese, Galician, Georgian, Greek, Gujarati, Haitian, Hausa, Hawaiian, Hebrew, Hungarian, Icelandic, Indonesian, Javanese, Kannada, Kazakh, Khmer, Lao, Latin, Latvian, Lingala, Lithuanian, Luxembourgish, Macedonian, Malagasy, Malay, Malayalam, Maltese, Maori, Marathi, Mongolian, Nepali, Norwegian, Norwegian Nynorsk, Occitan, Panjabi, Pashto, Persian, Romanian, Sanskrit, Serbian, Shona, Sindhi, Sinhala, Slovak, Slovenian, Somali, Sundanese, Swahili, Swedish, Tagalog, Tajik, Tamil, Tatar, Telugu, Thai, Tibetan, Turkmen, Urdu, Uzbek, Welsh, Yiddish, Yoruba.

If you need support for a specific language, please email us to let us know!

For more details, check out our blog post here: https://equaltime.io/2025/08/05/multilingual-ai-meeting-notes/