Guide
Everything you need, from your first call to your fiftieth
Start at the top if you are new. Jump to a section if you are not. Each part says what to click, what you will see, and what to do when it does not go to plan.
Rather watch first?
A narrated tour of a real workspace, from connecting a calendar to asking questions across every meeting. Everything below explains what you see in it, step by step.
01 . Getting started
Your first five minutes
No card, no install, and nothing for the other people on the call to set up.
Create your account
Go to the signup page and use your work email. You can sign up with a password or with Google, whichever you prefer.
Name your workspace
A workspace is where your team's meetings live. Name it after your company or your team. The name becomes the web address, so “Acme Design” becomes /app/acme-design.
Confirm your email
We send a confirmation link. You can use Notepik before clicking it, but confirming is what lets us reach you for password resets and billing notices, so do it early.
Record something real
Do not test on an empty call. The summaries are only worth judging on a meeting that actually had content in it. Use your next standup or client call.
Tip
The free plan includes 1 hour of meetings per month. That is enough to decide whether the write-ups are any good on your meetings, which is the only test that matters.
02 . Recording
Getting a meeting in
Two ways in: send a participant into a live call, or upload a recording you already have. There is nothing to install either way.
Copy the meeting link
From your calendar invite. Zoom, Google Meet and Microsoft Teams all work. It is the same link you would click to join yourself.
Paste it into Notepik
On your workspace home, paste the link and give the meeting a title you will recognise later. If you leave the title blank we name it after the platform.
Let the bot in
It appears in the participant list like any other guest. If your call has a waiting room, somebody has to admit it, exactly as they would a colleague. That is the step people forget.
Carry on with your meeting
Nothing else is required. When the call ends the bot leaves and the write-up starts on its own.
Or upload a recording you already have
On your workspace home, choose Upload a recording and pick an audio or video file up to 2 GB: mp3, m4a, wav, flac, mp4, mov or webm. That covers an in-person meeting recorded on a phone, a webinar, or a call on a platform the bot does not join. Speakers are labelled automatically, and a one-hour file is usually written up within a few minutes. If a file cannot be processed, the meeting page says why and offers Retry transcription.
The consent section below applies to uploads too: the people in the recording need to have known it was being made.
03 . Your responsibility
Tell people they are being recorded
This is the one part of the guide we would ask you to read even if you skip the rest.
You are the one recording. Notepik is the tool; you are the operator. The legal responsibility for having permission sits with you and your organisation, not with us.
In practice it is simple: say at the start of the call that it is being recorded, and give anyone who objects a way to say so. That satisfies almost every jurisdiction that regulates this.
Fourteen US states require everyone to agree
California, Connecticut, Delaware, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, Pennsylvania and Washington. On a call spanning several states, assume the strictest rule applies. Under the UK and EU GDPR a recording of an identifiable person is personal data and needs a lawful basis and notice.
The full picture, including a form of words you can read out, is on the recording consent page.
Our bot is always visible in the participant list under a name you control. We do not offer a hidden recording mode, deliberately: a feature whose only purpose is to stop people noticing they are being recorded is a feature for breaking the law.
Some meetings should not be recorded at all. Legally privileged conversations, anything touching health information, HR grievances and disciplinary hearings, and interviews with candidates who have not agreed to anything yet. If somebody objects mid-call, remove the bot rather than recording them anyway.
04 . The output
Reading the write-up
Three separate things, not one wall of text. The whole point is that you can scan it in fifteen seconds.
Summary
A few sentences for the person who missed it. Forward this and they are caught up.
Decisions
What was actually settled, as a list. This is the part people go back to weeks later when memories diverge.
Action items
The follow-ups, each with a suggested owner and a date where one was mentioned.
Transcript
Underneath, with speaker labels and timestamps. This is the record; the summary is the index. Click a timestamp to play the recording from that moment.
Play the recording from any line
On a finished meeting, press Play recording, then click any timestamp in the transcript to jump to that moment. The line being spoken is highlighted as it plays. An uploaded recording plays for as long as the meeting exists. A call the bot recorded is held by our recording provider for a limited time: once it has gone, the player says so, and the transcript, summary and action items are unaffected.
The write-up is a first draft, not a transcript of record
It is generated by a model and it will sometimes be wrong. Speakers get mislabelled, a summary can miss the one thing that mattered, and a deadline occasionally gets inferred that nobody actually agreed to. Check anything consequential against the transcript before acting on it. We would rather tell you this now than have you find out on something important.
05 . Follow-ups
Turning suggestions into owned work
Notepik suggests who should do what. Confirming it is a human decision, and deliberately so.
Open the action items page
In the sidebar. It shows everything outstanding across every meeting in the workspace, not one meeting at a time.
Assign each one to a real person
The suggested owner is whatever name was spoken on the call. Pick the actual teammate from the dropdown. They get an email telling them it is theirs.
Fix the dates
If somebody said “by Friday”, that becomes a date. If the model invented one, change or clear it. Nothing is locked.
Tick them off
Done items drop off the open list and stay visible under the completed filter.
Tip
Assigning is what makes the digest useful. An unassigned action item belongs to nobody, and gets treated accordingly.
Draft the follow-up email
On a finished meeting, Follow-up email drafts the recap in your name from the summary, decisions and action items, addressed to the attendees from outside your team. Pick a tone, add a note if you want something mentioned, then edit it and copy it or open it in your mail. Nothing is sent for you, and your draft is visible to you alone.
06 . Working together
Comments, mentions and finding things again
A meeting library is only worth having if you can get back to the moment you half-remember.
Search
Type what you remember, not what the meeting was called. Search covers meeting titles, summaries and the full transcript, and shows you the matching phrase with a timestamp so you land on the exact moment. Results never cross into another workspace.
Comments
Reply to a specific line of the transcript rather than to the meeting in general, so the discussion sits next to the thing it is about. Type @ and a colleague's name to mention them, and they get an email with the comment in it.
Tags
Group meetings by client, project or theme, then filter the whole library to one. If you run client work, tag by account from day one. It costs nothing now and saves an afternoon later.
07 . Your team
Inviting people, and who can do what
Four roles. Pick the narrowest one that lets somebody do their job.
Open Members in the sidebar
Owners and admins can invite. Members and viewers cannot.
Enter an email and choose a role
They get an invite link that expires in seven days. If it never arrives, the link is also shown on screen so you can send it yourself.
They accept and land in your workspace
If they do not have a Notepik account, the invite walks them through creating one and they join without creating a second workspace by mistake.
Worth knowing
A pending invite counts against your seat limit, so you cannot accidentally oversubscribe by inviting twelve people to a ten seat plan. Revoke an invite to free the seat back up.
08 . Notifications
What lands in your inbox
Deliberately little. The digest is the only one that is optional, and it is off until you turn it on.
- A meeting is written up. To everyone in the workspace, with the summary and the decisions.
- An action item is assigned to you. Only to the person it landed on. Never to the person who assigned it.
- Somebody mentions you in a comment. With the comment quoted, so you can decide whether it needs you.
- Your daily or weekly digest. Opt-in, per workspace. Turn it on in Settings.
- Billing and account notices. Receipts, failed payments, trial reminders. Owners only.
The same three, inside the app
A meeting written up, an action item assigned to you and a mention also appear as a line under Notifications in the sidebar, with a count of what you have not read. Opening a line takes you to the meeting or the action items and marks it read, and Mark all as read clears the list. It is per workspace, and it is in addition to the email, not instead of it.
Setting your digest
Settings, then “Email from this workspace”. Choose off, daily or weekly. It is per workspace, so being in three does not mean three times the email unless you ask for it. A digest with nothing in it is never sent.
09 . Advanced
Pushing the results into Slack, Asana, Trello, ClickUp or HubSpot
Optional, per workspace, and set up by an owner or admin. A summary nobody opens is not much better than notes nobody wrote.
Go to Settings, then Integrations
Only owners and admins can see this page, because it holds credentials.
Get a credential from the provider
Each card lists the exact steps. Slack needs an incoming webhook URL. Asana, Trello and ClickUp need a personal token plus the id of the project, list or board you want things to land in.
Paste it and connect
We check the credential against the provider before saving it, so a typo fails immediately rather than silently after your next meeting.
Record a meeting and watch it arrive
Pushes happen once, when the write-up finishes. If a push fails it is retried automatically with backoff, and a failed push never affects the meeting itself.
Worth knowing
Use Test connection on the integration card if pushes stop arriving. Revoked tokens are the usual cause, and the test tells you that in one click.
HubSpot: logged on the right contacts
HubSpot takes a private app token rather than a personal one, and the card lists the scopes to tick. Once connected, each written-up meeting is logged on the attendees who are HubSpot contacts and on their companies, and each open action item can become a HubSpot task. Attendees come from the calendar invitation, or can be typed in under Attendees on the meeting page, after which Sync to HubSpot tries again. A meeting with nobody from HubSpot in it is skipped rather than logged against nobody.
10 . Advanced
Connecting your own tools with the API and webhooks
For when a tool is not on the list, or you want Notepik to start something. Optional, set up by an owner or admin, and it works with Zapier, Make and n8n.
Get an API key
Go to Settings, then API and webhooks, name the key after the tool that will use it and create it. Copy it straight away: it is shown once, and we keep only a fingerprint of it, so it cannot be shown again. If you lose it, revoke it and create another.
A key is read-only. It can list your meetings and action items, and fetch one meeting with its summary, decisions and action items, or its transcript if you ask for it. It cannot change or delete anything, and it only ever sees its own workspace. Each key may make 120 requests a minute. The settings page shows the addresses and an example.
Receive a webhook when a meeting is written up
Add an https address under Webhooks. Notepik sends it a signed request every time a meeting is written up, with the summary, the key decisions and the action items. Use Send a test event to check the address works. A delivery that fails is retried over about nine hours and then given up on, and the recent ones are listed under the endpoint so you can see what happened. Addresses on private networks are refused.
Every request carries a Notepik-Signature header. Check it against your signing secret (also shown once) before you trust the request. The settings page has the exact recipe.
Zapier, Make and n8n
There is nothing to install and no listing to search for. In the tool, create a trigger that catches a webhook, copy the address it gives you into Notepik as an endpoint, and every meeting that is written up starts your automation. To fetch more in a later step, call the API with a key.
Treat a key like a password
Anyone holding one can read every meeting in the workspace, transcripts included. Keep it out of shared documents and code repositories, create one key per tool so you can revoke one without breaking the rest, and revoke it the moment it leaks.
11 . Plans
Hours, seats and paying
Priced per workspace, not per person you had to invite.
- An hour is an hour of recording. A 45 minute call uses 45 minutes. Re-running the analysis on a meeting you already have costs nothing.
- Running out pauses new recordings. Nothing is deleted, and you are never charged for overage you did not choose. We email the owner at 80 percent.
- Seats are people, and pending invites count. So you cannot accidentally oversubscribe.
- Card or PayPal. Both work the same way and neither changes what you get.
- Changing plan. Cancel the current plan in billing settings (it runs to the end of the period you paid for), then choose the new one, so you are never billed for two plans at once.
Current prices and what is in each plan are on the pricing page. Billing lives in Settings and is visible to the workspace owner only.
12 . Leaving
Closing a workspace, and changing your mind
Self-serve, reversible for a month, and it cancels your subscription on the way out.
Only the owner can close a workspace, from Settings, and only after typing its name. That friction is deliberate: closing schedules the permanent deletion of every meeting in it.
Straight away
Everyone is locked out and any subscription is cancelled. You will not be billed again.
For 30 days
Nothing is deleted. The owner can reopen it from the workspace list and everything comes back.
After 30 days
Meetings, recordings, transcripts and summaries are permanently deleted. We cannot recover them.
Worth knowing
Reopening does not restore the subscription, because it was cancelled. The workspace comes back on the free plan and you subscribe again if you want to.
13 . Help
When something does not go to plan
The things people actually write in about.
- The bot never joined the call
- Almost always a waiting room. Somebody in the meeting has to admit it, the same as any guest. Check the link was the join link rather than a calendar page, and that the meeting had not already ended.
- A meeting has been processing for a long time
- Give it a few minutes; long meetings take longer because there is more to read. If it is still going after that, it will either finish on its own or be marked failed with a reason, and a background job retries it. Nothing is lost either way.
- A meeting says failed
- Open it and press retry. The transcript is already saved, so a retry costs only the write-up. If it keeps failing, the reason is shown on the page and worth sending to us.
- The summary got something wrong
- Expected occasionally, and why the transcript sits underneath. Edit the action items freely. If it is badly wrong on a normal meeting, tell us and send the meeting title, since that is the kind of thing we want to see.
- Somebody cannot see a meeting
- Check they are in the right workspace and have a role above viewer if they need to change things. Meetings are never visible outside the workspace they were recorded in.
- The recording will not play
- A call the bot recorded is held by our recording provider for a limited time, so an older one may have gone. The transcript, summary and action items are still here. An uploaded recording plays for as long as the meeting exists. If a recent one will not play, try again in a moment, and tell us if it keeps happening.
- My webhook stopped receiving events
- Open Settings, then API and webhooks, and look at the endpoint’s recent deliveries: each failed one says why, such as your server answering with an error. Fix that, then use **Send a test event**. A delivery that fails six times is given up on, and the address has to be reachable over https from the internet.
Still stuck
Write to support@notepik.com and a person answers, usually within one working day. Include the workspace name and the meeting title and we can look at the actual thing rather than asking you three questions first.
All the ways to reach us