How to Set Up AI Meeting Notes in 5 Easy Steps

You just finished an hour-long client call. Important decisions were made, deadlines were set, and someone mentioned a critical budget number. But now you're staring at your hastily scribbled notes, trying to remember who said what. Sound familiar?

This is exactly why AI meeting notes have become essential for professionals in 2025. Instead of splitting your attention between participating and documenting, you can focus entirely on the conversation while artificial intelligence captures every detail. In this guide, we'll walk you through setting up AI meeting notes using Aiinak Meetings—a free video meeting platform with a built-in AI assistant named Iris.

Step 1: Create Your Free Aiinak Account#

Getting started with AI-powered meeting notes takes less than two minutes. Head to the Aiinak Meetings platform and sign up with your email address. There's no credit card required, no trial period to worry about, and no time limits on your meetings.

Once you've verified your email, you'll have immediate access to:

• Unlimited free video meetings with no duration caps
• Iris AI assistant for automatic note-taking
• Full transcription and summary features
• Screen sharing and recording capabilities

Unlike other platforms that restrict AI features to paid tiers, Aiinak includes Iris in every free account. This makes it an attractive Zoom alternative for individuals and teams who need professional meeting tools without the monthly subscription.

Step 2: Configure Iris AI Before Your First Meeting#

Before jumping into your first call, take a moment to customize how Iris handles your meeting documentation. Navigate to your settings panel and look for the AI Assistant preferences.

Here you can specify:

• Note-taking style: Choose between detailed transcription or condensed summaries
• Action item detection: Enable automatic identification of tasks and deadlines
• Speaker identification: Allow Iris to attribute comments to specific participants
• Language preferences: Set your primary meeting language for accurate transcription

For most users, the default settings work perfectly. However, if you regularly host technical discussions or industry-specific meetings, adjusting the vocabulary settings helps Iris recognize specialized terminology more accurately.

Step 3: Start Your Meeting and Activate Note-Taking#

When you're ready to host or join a meeting, you'll notice the Iris icon in your meeting controls. Click it to activate the AI meeting assistant before participants begin speaking.

Here's what happens once Iris is active:

• Real-time transcription begins automatically
• The AI listens for decisions, questions, and commitments
• Key points are highlighted as they occur
• Action items are flagged with potential assignees

A practical tip: Introduce Iris at the start of your meeting. Let participants know that an AI assistant is taking notes. This transparency is professional courtesy, and it often encourages people to speak more clearly and summarize their own points—which actually improves the quality of your notes.

Step 4: Review and Edit Your AI-Generated Notes#

After your meeting ends, Iris compiles everything into a structured document. You'll receive this within minutes, depending on the meeting length. The summary typically includes:

• Meeting overview: A brief paragraph capturing the main discussion points
• Key decisions: Specific outcomes that were agreed upon
• Action items: Tasks with associated owners and mentioned deadlines
• Notable quotes: Important statements that warrant exact wording
• Full transcript: The complete word-for-word record for reference

No AI is perfect, so take a few minutes to review the output. You can edit directly within the platform—correct any misheard words, reassign action items, or add context that Iris might have missed. These edits also help the AI learn your preferences for future meetings.

Step 5: Share and Integrate with Your Workflow#

Meeting notes are only valuable if they reach the right people and connect to your existing systems. Aiinak offers several ways to distribute and utilize your AI meeting notes effectively.

You can share notes directly with meeting participants via email, export them as PDF or text documents, or copy them into your project management tools. If you use calendar integration, your meeting notes can automatically attach to the corresponding calendar event, making them easy to find later.

For recurring meetings, consider creating a shared folder where all related notes accumulate. This builds a searchable archive of decisions and discussions—invaluable when you need to reference something from three months ago.

Some professionals enhance their workflow by:

• Sending action items directly to task management apps
• Using meeting summaries as the basis for follow-up emails
• Referencing transcripts when writing project documentation
• Reviewing past notes before recurring check-ins

Getting the Most from Your AI Meeting Assistant#

Once you've mastered the basics, a few additional practices will maximize your AI note-taking experience. Start meetings with a brief agenda—Iris uses this context to organize notes more effectively. Encourage participants to state their names before speaking, especially in larger groups, to improve speaker attribution accuracy.

For important meetings, review the transcript alongside the summary. AI summaries are efficient, but the full transcript ensures nothing critical slips through the cracks. And don't forget to use the recording feature for meetings where visual demonstrations or screen shares contain important information that audio transcription alone won't capture.

The shift to AI-assisted meetings represents a significant productivity gain. Instead of spending fifteen minutes after each call organizing your thoughts, you receive ready-to-use documentation immediately. That's time you can reinvest in actual work.

Ready to experience the difference AI meeting notes can make? Start your free meeting with Aiinak today. With unlimited video conferencing, Iris AI assistance, and zero cost, there's nothing standing between you and better-documented meetings.