If you're sick of scrambling for notes after meetings or dreading the “who’s going to send the recap?” dance, you’re not alone. Automated meeting transcription isn’t just nice to have—it’s a real time-saver if you do it right. This guide is for anyone who wants to set up Notta’s transcription and actually have it work, without spending hours in yet another settings menu or getting burned by hidden costs.
Below, I’ll walk you through the nuts and bolts: what Notta can (and can’t) do, how to get it running, and how to avoid the stuff that’s more trouble than it’s worth.
1. Get to Know Notta (and What to Expect)
If you haven’t used Notta before, here’s the deal: it’s a web-based tool that automatically transcribes meetings, audio files, and even live calls. It’s aimed at people who want reliable, searchable meeting notes without much fuss.
Here’s what works: - Transcribing meetings from Zoom, Google Meet, Teams, and more. - Syncing across devices—there’s a web app, a mobile app, and a Chrome extension. - Decent accuracy on clear audio, especially in English.
Here’s what to watch out for: - Free plans are limited (expect caps on minutes and features). - Accents, crosstalk, or lots of background noise will tank accuracy. - Notta isn’t magic—it still needs you to check and clean up transcripts.
If you’re looking for AI-generated meeting summaries or deep analysis, Notta does the basics, but you’ll want to test those features carefully before you rely on them.
2. Sign Up and Get Set
Step 1: Create a Notta Account
- Head to notta.html and sign up with your email or Google/Apple account.
- Pick the plan that fits your needs. The free tier is fine for testing, but you’ll hit limits fast if you run more than a few meetings a week.
Pro Tip:
Don’t skip the free trial of the paid version. You’ll get a sense of whether the features are worth it and where the limits kick in.
Step 2: Verify Your Email and Log In
- Notta will send a verification link—click it before you forget. (Check spam if you don’t see it.)
- Log in and poke around the dashboard. It’s pretty straightforward, but worth getting familiar with where things live: “My Recordings,” “Import Audio/Video,” and the Chrome extension.
3. Connect Notta to Your Meetings
This is where you decide how hands-off you want the process to be. Notta offers a couple of main ways to transcribe meetings:
Option A: Use the Notta Bot to Join and Transcribe
- In your Notta dashboard, look for “Auto-join & Record” or “Transcribe Meeting.”
- Paste your meeting link (Zoom/Google Meet/Microsoft Teams).
- Set the time and date, or let Notta join instantly.
- The Notta bot will appear as a silent participant and record the meeting.
Works best for:
People who schedule meetings in advance and want a “set it and forget it” approach.
What’s good:
- No need to remember to hit “record.”
- Transcription starts automatically.
What’s not:
- Some folks find the bot joining meetings awkward or disruptive.
- Not all meeting platforms love bots—sometimes you’ll need to let it in manually.
Heads-up:
- If your meetings use waiting rooms or passwords, make sure to provide those details, or the bot won’t get in.
- Some organizations block third-party bots—test this before you rely on it.
Option B: Manual Recording via Chrome Extension
- Install the Notta Chrome extension from the Chrome Web Store.
- Once installed, click the extension during a meeting to start live transcription.
- The transcript will sync to your Notta dashboard automatically.
Works best for:
Ad-hoc meetings, or when you don’t want to announce a bot.
Perks:
- No bots joining the call—just you and your browser.
- Works with almost any web-based meeting tool.
Drawbacks:
- You have to remember to click the extension at the start of the meeting.
- If you close your laptop or the browser crashes, so does the recording.
Option C: Upload Recordings After the Fact
- If you’ve already recorded a meeting (say, a Zoom MP4), you can upload it to Notta for transcription.
- Go to “Import Audio/Video,” select your file, and let Notta process it.
Good for:
Catching up on missed meetings, or cleaning up old recordings.
Limitations:
- Processing takes a few minutes, depending on file length.
- You’ll need to manually organize and name these transcripts.
4. Automate Where It Makes Sense
If you want true automation, schedule the Notta bot to join all recurring meetings. Here’s how:
- In the dashboard, use “Auto-join” for recurring links (like your weekly team sync).
- Set the schedule for regular days/times.
- Double-check that the meeting links and passwords don’t change—Notta can’t guess new info.
What to ignore:
Notta’s calendar integrations are hit-or-miss. If you want bulletproof automation, manually set up the bot for each meeting. Relying on beta calendar features can mean missed recordings.
5. Fine-Tune Your Transcription Settings
Before you hit “go,” check these:
- Language: Notta supports several, but English is most accurate. If you switch, test accuracy first.
- Speaker identification: Turn this on if you need to know who said what. It’s not perfect, but it helps.
- Recording consent: Make sure everyone knows they’re being recorded. Notta won’t handle privacy policies for you.
Pro Tip:
If your meetings have lots of crosstalk or background noise, ask people to mute when not speaking. Notta’s AI isn’t great at untangling everyone.
6. After the Meeting: Clean Up and Use Your Transcript
- Once the meeting ends, Notta will process the transcript—usually within a few minutes.
- You’ll get an email or dashboard notification when it’s ready.
Clean up the transcript: - Skim for obvious mistakes—names, acronyms, or industry jargon often get mangled. - Use the text editor to add highlights, comments, or corrections. - Export to your favorite format (Word, PDF, TXT) if you need to share.
Don’t skip this:
AI transcription is never perfect. Always scan transcripts before sending them out or relying on them for action items.
7. Security, Privacy, and What to Watch For
- Notta claims to encrypt recordings and transcripts, but you’re still storing sensitive info on a third-party server.
- Check your company’s privacy rules before uploading confidential calls.
- Delete old transcripts you don’t need—less risk if someone’s account gets compromised.
Reality check:
No transcription tool is 100% secure, and Notta is no exception. If you’re discussing trade secrets, maybe stick with handwritten notes.
8. Troubleshooting and Pitfalls to Avoid
- Transcription is missing or partial: Check if the bot got kicked out, or if the audio was too poor.
- Bot can’t join: Double-check the meeting link, time zone, and passwords.
- Accuracy is lousy: Try using better headsets or get people to speak one at a time. Background noise kills accuracy.
Don’t bother with:
Fancy integrations or AI summaries until you’ve nailed the basics. Most people waste time fiddling with these and still end up editing transcripts by hand.
9. Making It Stick: Keep It Simple
Automated transcription should make life easier, not pile on more admin. Start with the simplest workflow and only add features if you really need them. If manual uploads work for your team, stick with that. If the bot is buggy, bail and try the Chrome extension.
You can always refine things later. The goal is to spend less time on busywork and more time actually using your meeting notes.
Bottom line: Test, tweak, and don’t overcomplicate it. You’ll get more value from a rough transcript you actually use than a fancy setup you never touch.