Best Practices for building Meeting Notetakers
Introduction
Building a robust meeting notetaker requires careful consideration of accuracy, latency, speaker identification, and real-time capabilities. This guide addresses common questions and provides practical solutions for both post-call and live meeting transcription scenarios.
Why AssemblyAI for Meeting Notetakers?
AssemblyAI stands out as the premier choice for meeting notetakers with several key advantages:
Industry-Leading Accuracy with Pre-recorded Audio
- 93.3%+ transcription accuracy ensures reliable meeting documentation
- 2.9% speaker diarization error rate for precise “who said what” attribution
- Speech Understanding integration for intelligent post-processing and insights
- Keyterms prompt allows providing meeting context to improve accuracy of transcription
Real-Time Streaming Advantages
As meeting notetakers evolve toward real-time capabilities, AssemblyAI’s Universal-Streaming model offers significant benefits:
- Ultra-low latency (~300ms) enables live transcription without delays
- Format turns feature provides structured, readable output in real-time
- Keyterms prompt allows providing meeting context to improve accuracy of transcription
End-to-End Voice AI Platform
Unlike fragmented solutions, AssemblyAI provides a unified API for:
- Transcription with speaker diarization
- Automatic language detection and code switching
- Boosting accuracy via meeting context with keyterms prompt
- Speech Understanding tasks like speaker identification, translation, and transcript styling
- Post-processing workflows with custom prompting - from summarization to completely custom workflows
- Real-time and batch processingof pre-recorded audio in a single platform
When Should I Use Pre-recorded vs Streaming for Meeting Notetakers?
Understanding when to use pre-recorded versus streaming speech-to-text is critical for building the right meeting notetaker.
Pre-recorded (Async) Speech-to-text
Post-call analysis - Meeting already happened, you have the full recording
- Highest accuracy needed - Pre-recorded models have higher accuracy (93.3%+)
- Speaker diarization is critical - Async has 2.9% speaker error rate
- Broad language support - Need any of 99+ languages
- Advanced features required - Summarization, sentiment analysis, entity detection, PII redaction, speaker identification
- Batch processing - Processing multiple recordings at once
- Quality over speed - Can wait seconds/minutes for perfect results
Best for: Zoom/Teams/Meet recording uploads, compliance, documentation, post-call summaries, searchable archives
Streaming (Real-time) Speech-to-text
Live meetings - Transcribing as the meeting happens
- Real-time captions - Displaying subtitles/captions to participants during calls
- Immediate feedback - Need transcription within ~300ms
- Interactive features - Live note-taking, real-time keyword detection, action item alerts
- No recording available - Processing live audio only
Best for: Live captions, real-time note-taking apps, accessibility features, live keyword alerts
Hybrid Approach (Recommended)
Many successful meeting notetakers use both pre-recorded and streaming speech-to-text:
- Streaming during the call - Provide live captions and real-time notes to participants
- Async after the call - Generate high-quality transcript with speaker labels, summary, and insights
This gives users immediate value during meetings while providing comprehensive documentation afterward.
Example workflow:
- User joins meeting → Start streaming for live captions
- Meeting ends → Upload recording to pre-recorded API for final transcript with speaker names
- Generate meeting summary, action items, and searchable archive from pre-recorded transcript
What Languages and Features for a Meeting Notetaker?
Pre-Recorded Meetings
For post-call analysis, AssemblyAI supports:
Languages:
- 99 languages supported
- Automatic Language Detection to route to the most spoken language
- Code Switching to preserve changes in speech between languages
Core Features:
- Speaker diarization (1-10 speakers by default, expandable to any min/max)
- Multichannel audio support (each channel = one speaker)
- Automatic formatting, punctuation, and capitalization
- Keyterms prompting for boosting domain-specific terms
Speech Understanding Models:
- Summarization for meeting recaps
- Sentiment analysis for meeting tone assessment
- Entity detection for extracting key information
- Speaker identification to map generic labels to actual names/roles
- Translation between 99+ languages
Real-Time Streaming
For live meeting transcription:
Languages:
- English-only model (default)
- Multilingual model supporting English, Spanish, French, German, Portuguese, and Italian
Streaming-Specific Features:
- Partial and final transcripts for responsive UI
- Format turns for structured, readable output
- Keyterms prompt for contextual accuracy
- End-of-utterance detection for natural speech boundaries
Coming Soon (Public Roadmap)
- Enhanced accuracy for English, Spanish, French, German, Portuguese, and Italian post-call transcription
- Domain specific models out of the box (i.e. Medical)
- Speaker Diarization improvements (especially on shorter files)
- Speaker diarization for streaming
How Can I Get Started Building a Post-Call Meeting Notetaker?
Here’s a complete example implementing async transcription with all essential features:
How Can I Get Started Building a During-Call Live Meeting Notetaker?
Here’s a complete example for real-time streaming transcription with meeting-optimized settings:
These settings wait longer before ending turns to accommodate natural conversation pauses and ensure readable formatted text for display. You can tweak these settings to get the best results for your notetaker.
How Do I Handle Multichannel Meeting Audio?
Many meeting platforms (Zoom, Teams, Google Meet) can record each participant on separate audio channels. This dramatically improves speaker identification accuracy.
For Pre-recorded Meetings
When to use multichannel:
- Zoom local recordings with “Record separate audio file for each participant” enabled
- Professional podcast recordings with individual microphones
- Conference systems with dedicated channels per participant
- Phone calls with caller and callee on separate channels
Benefits:
- Perfect speaker separation - No diarization errors
- No speaker confusion or overlap issues
- Faster processing time - Diarization not needed
- Higher accuracy - Model processes clean single-speaker audio
How to enable in meeting platforms:
- Zoom: Settings → Recording → Advanced → “Record a separate audio file for each participant”
- Teams: Requires third-party recording solutions like Recall.ai
- Google Meet: Requires third-party recording solutions like Recall.ai
For Streaming Meetings
For real-time multichannel audio, create separate streaming sessions per channel:
See our multichannel streaming guide for complete implementation details.
How Should I Handle Pre-recorded Transcription in Production?
Choose the right approach based on your application’s needs:
Option 1: Async/Await (Simple Cases)
Pros:
- Simple, straightforward code
- Good for low volume applications
- Easy to understand and debug
Cons:
- Ties up resources while waiting
- Not suitable for high volume
- Cannot process multiple files simultaneously
Best for: Personal projects, prototypes, low-traffic applications
Option 2: Webhook Callbacks (Production Recommended)
Webhook handler example:
Pros:
- Non-blocking - submit and forget
- Scales to high volume
- Process multiple files in parallel
- Automatic retry on failures
- Get notified when complete
Best for: Production apps, user-uploaded recordings, batch processing, SaaS products
Option 3: Polling (Custom Workflows)
Pros:
- Full control over retry logic
- Can show progress to users
- Good for background jobs
- Works without webhook infrastructure
Cons:
- Must implement your own polling loop
- Ties up resources while polling
- More complex than webhooks
Best for: Background job processors, CLIs with progress bars, custom retry logic
Comparison Table
How Do I Identify Speakers in My Recording?
Speaker diarization tells you when speakers change (“Speaker A”, “Speaker B”), but Speaker Identification tells you who they are by name or role.
Why Use Speaker Identification?
Instead of:
You get:
How It Works
Speaker Identification uses AssemblyAI’s Speech Understanding API to map generic speaker labels to actual names or roles that you provide:
Identifying by Role Instead of Name
For customer service, sales calls, or scenarios where you don’t know names:
Common role combinations:
["Agent", "Customer"]
- Customer service calls["Support", "Customer"]
- Technical support["Interviewer", "Interviewee"]
- Interviews["Host", "Guest"]
- Podcasts["Doctor", "Patient"]
- Medical consultations (with HIPAA compliance)
How to Get Speaker Names
For platform recordings:
- Zoom: Extract participant names from Zoom API or meeting JSON
- Teams: Get attendees from Microsoft Graph API
- Google Meet: Use Google Calendar API to get participants
Example with Zoom:
How Speaker Identification Works
Speaker Identification Requirements:
- Speaker diarization must be enabled - Cannot identify speakers without diarization first
- Requires sufficient audio per speaker - Each speaker needs enough speech for accurate matching
- Works best with distinct voices - Similar voices may be confused
- US English only - Currently only supports US region audio
- Post-processing step - Adds additional processing time after transcription
Accuracy depends on:
- Audio quality (clear, minimal background noise)
- Voice distinctiveness (different genders, accents, tones)
- Amount of speech per speaker (more = better)
- Number of speakers (fewer = more accurate)
Alternative: Add Identification Later
You can also add speaker identification to an existing transcript:
This approach is useful when:
- You get speaker names after the transcription completes
- You want to try different name mappings
- Building iterative workflows where users confirm speaker identities
For complete API details, see our Speaker Identification documentation.
How Do I Translate Between Languages in Meetings?
AssemblyAI supports translation between 99+ languages, enabling you to transcribe meetings in one language and translate to another.
When to Use Translation
Common use cases:
- Transcribe Spanish meeting → Translate to English for documentation
- Transcribe multilingual meeting → Translate all to common language
- Create translated meeting notes for international teams
- Provide translated summaries for stakeholders
Basic Translation
Translation with Code Switching
For meetings where participants switch between languages:
Supported Language Pairs
AssemblyAI supports translation between 99+ languages, including:
Popular combinations:
- Spanish ↔ English
- French ↔ English
- German ↔ English
- Mandarin ↔ English
- Japanese ↔ English
- Portuguese ↔ English
- And all combinations between supported languages
Translation Response Format
Real-World Example: International Team Meeting
For complete language support and translation details, see our Translation documentation.
What Workflows Can I Build for My AI Meeting Notetaker?
Use these Speech Understanding and Guardrails features to transform raw transcripts into actionable insights.
Summarization
summarization: true
What it does: Generates an abstractive recap of the conversation (not verbatim).
Output: summary
string (bullets/paragraph format).
Great for: Meeting notes, call recaps, executive summaries.
Notes: Condenses and rephrases; minor details may be omitted by design.
Example:
Sentiment Analysis
sentiment_analysis: true
What it does: Scores per-utterance sentiment (positive / neutral / negative).
Output: Array of { text, sentiment, confidence, start, end }
.
Great for: Customer satisfaction tracking, coaching, churn prediction.
Notes: Segment-level (not global mood); sarcasm and very short utterances are harder to classify.
Example:
Entity Detection
entity_detection: true
What it does: Extracts named entities (people, organizations, locations, products, etc.).
Output: Array of { entity_type, text, start, end, confidence }
.
Great for: Auto-tagging topics, tracking competitors mentioned, CRM enrichment.
Notes: Operates on post-redaction text if PII redaction is enabled.
Example:
Redact PII Text
redact_pii: true
What it does: Scans transcript for personally identifiable information and replaces matches per policy.
Output: text
with replacements; original words
timing preserved.
Great for: GDPR/CCPA compliance, safe sharing, SOC2 requirements.
Notes: Runs before downstream features; they see the redacted text.
Recommended policies for meetings:
Why hash substitution?
- Stable across the file (same value → same token)
- Maintains sentence structure for LLM processing
- Prevents reconstruction of original data
Redact PII Audio
redact_pii_audio: true
What it does: Produces a second audio file where redacted portions are bleeped/silenced.
Output: redacted_audio_url
in the transcript response.
Great for: External sharing, training materials, demos.
Notes: Original audio is untouched; bleeped sections may sound choppy.
Complete Example
How Do I Improve the Accuracy of My Notetaker?
Best practices:
- Include participant names for better speaker recognition
- Add company-specific jargon and acronyms
- Include product names and technical terms
- Keep individual terms under 50 characters
- Maximum 100 terms per request
Using Keyterms Prompt for Async Transcription
Keyterms prompting improves recognition accuracy for domain-specific vocabulary by up to 21%: