AI note-taker for Microsoft Teams (2026): bots, tenant policy and price
In Microsoft shops the question isn't only “which note-taker”, it's “which one will our Teams tenant let in”. Bots can be blocked by meeting or organization policy, held in the lobby, or not allowed to record. Here's how each tool gets into a Teams call, and what it costs.
Prices and limits come from the vendor pages linked on this page, checked Oct 21, 2026. We have not tested these tools hands-on; “Unknown” means we couldn't verify it. Vendors change pricing often, so confirm before you buy.
Quick answer
- Your org already pays for Microsoft 365 Copilot: start there. It's inside Microsoft 365, so there's no third-party bot to approve.
- You want a cross-platform note-taker at the lowest team price: Fireflies Pro, $10/seat annual. It also has a Chrome extension that records without a bot. Try Fireflies →
- Bots get blocked: Granola captures device audio instead of joining the call.
- IT requires SSO: Fireflies Enterprise $39 (annual), Granola Enterprise $35, Read AI Enterprise+ $29.75 (annual). Otter needs a 100-user minimum.
How each tool works with Teams
| Tool | How it joins Teams | Cheapest paid seat (annual / monthly) | SSO | Source | |
|---|---|---|---|---|---|
| Fireflies.ai | Bot joins; Chrome extension can record without a bot | Pro $10 / $18 | Enterprise $39 (annual) | source · platforms | Try Fireflies → |
| Otter.ai | Joins Teams to write notes; Enterprise adds MS Teams recording permission capture | Pro $8.33 / $16.99 (max 5 users) | Enterprise, 100-user minimum | source | Pricing → |
| Fathom | Fathom Notetaker joins (Teams isn't in bot-free mode yet); scheduled meetings with a web join link | Team $15 / $19 (2-user min) | Enterprise, talk to sales | Fathom Teams guide | Pricing → |
| Granola | No bot: captures device audio | Business $14 (monthly only) | Enterprise $35 | Granola docs | Pricing → |
| Read AI | Joins as a visible notetaker | Pro $15 / $19.75 | Enterprise+ $29.75 (annual) | source | Pricing → |
| Microsoft 365 Copilot Business | Built into Microsoft 365 | $21/user/mo annual (promo $18 through Dec 31, 2026) | Uses your Microsoft sign-in | Microsoft (via search summary) |
Why bots fail in Teams (and what to check)
Fathom's own Teams guide lists the usual culprits, and they apply to any bot-based note-taker:
- A meeting or organization policy stops the notetaker from joining, getting past the lobby, or recording.
- The calendar event has no proper web join link (one starting
https://teams.microsoft.com/l/meetup-join/). - Unsupported meeting types: Live Events, webinars, breakout rooms, impromptu calls without a web link, meetings that require every participant to sign in, government clouds.
Source: Fathom: Set up Fathom for Microsoft Teams, checked Oct 21, 2026.
Before rolling any note-taker out, ask IT whether third-party meeting bots are allowed in your tenant, and tell attendees when a note-taker is running.
Cost for a 10-person team on Teams (annual billing)
| Tool | Plan | Monthly bill |
|---|---|---|
| Fireflies.ai Try Fireflies → | Pro | $100 |
| Granola | Business (monthly only) | $140 |
| Fathom | Team | $150 |
| Read AI | Pro | $150 |
| Otter.ai | Business (Pro max 5 users) | $199.90 |
Microsoft 365 Copilot Business is listed at $21/user/month annual (promo $18 through Dec 31, 2026) per a search summary of Microsoft's page; confirm with Microsoft.
Get your team's exact number
Team size, annual or monthly billing, SSO or not. Every tool's bill, sorted.
FAQ
What is the best AI note-taker for Microsoft Teams?
If your company already licenses Microsoft 365 Copilot, start there since it's built into Microsoft 365. For a cross-platform tool, Fireflies Pro is the lowest-cost team seat in our data at $10 per seat per month (annual), and Granola avoids bots by capturing device audio. We haven't tested quality hands-on.
Why won't my AI note-taker join Teams meetings?
Common causes per Fathom's Teams guide: a Microsoft meeting or organization policy blocks the bot or holds it in the lobby, the calendar event lacks a web join link, or the meeting type isn't supported (Live Events, webinars, breakout rooms, sign-in-required meetings).
Is there an AI note-taker for Teams without a bot?
Yes. Granola captures your device's audio and works with Microsoft Teams without joining as a participant. Fireflies also offers a Chrome extension that records without a bot.
Is there a free AI note-taker for Microsoft Teams?
Fathom, Fireflies, Otter, Read AI and Granola all have free plans and list Microsoft Teams support; each free plan has different limits.