Circleback: AI meeting assistant that automatically takes notes, transcribes in 100+ languages, assigns action items, and runs automations across Zoom, Google Meet, Teams, Webex, and in-person calls. Otolio: Japanese AI meeting-minutes service (formerly Smart Scribe) that transcribes and automates the full minutes workflow for businesses. The right pick comes down to team size, budget, and the workflows you want to automate.
How Hosiqo compares and tests toolsFinal recommendation
Shortlist Circleback when automatically capturing notes and action items so attendees can stay focused in meetings matters most, and Otolio when sales teams preparing for and following up on client meetings matters most. Test each on your own meetings; the right choice tends to become obvious quickly.
AI meeting assistant that automatically takes notes, transcribes in 100+ languages, assigns action items, and runs automations across Zoom, Google Meet, Teams, Webex, and in-person calls.
Japanese AI meeting-minutes service (formerly Smart Scribe) that transcribes and automates the full minutes workflow for businesses.
Circleback is a Y Combinator-backed AI meeting assistant that captures, transcribes, and organizes conversations automatically. It works with Zoom, Google Meet, Microsoft Teams, Webex, GoTo, Slack huddles, and in-person meetings, and offers a botless option via its desktop app for those who prefer not to send a bot into calls. After each meeting it produces structured notes, identifies and auto-assigns action items, and provides searchable transcripts with speaker identification across 100+ languages. AI-driven automations and "Insights" can push data into connected tools and answer questions across past meetings. Integrations include Gmail, Outlook, Slack, Google Calendar, HubSpot, Salesforce, Attio, Zoho, Linear, Notion, Monday, Zapier, and Make, plus developer access through MCP, a CLI, and webhooks. Circleback states SOC 2, GDPR, EU-US DPF, and HIPAA compliance, and offers mobile and desktop apps. New users can try it free before subscribing.
Best suited for
Otolio, formerly known as Smart Scribe (スマート書記), is a Japanese AI meeting-minutes service operated by Epicbase, Inc. It is designed for corporate use and automates the entire meeting documentation process rather than only producing a transcript. Users can record in-person meetings or capture audio from web conferencing tools, after which Otolio automatically transcribes the audio and generates summarized, cleaned-up minutes. Features include speaker visualization, registration of specialized terminology for improved accuracy on industry-specific vocabulary, and filler-word removal. The platform organizes recording, transcription, minutes generation, and follow-up tasks within a single interface, and offers specialized agents oriented toward meeting minutes and toward sales preparation and follow-up. Security is positioned as a core concern for Japanese enterprises: Otolio is ISO 27001 certified, uses encryption, and states that it does not perform unauthorized machine learning on user data. A mobile app supports transcription, audio playback, and file upload. Otolio is aimed at Japanese organizations that hold frequent internal meetings, sales calls, one-on-ones, and executive sessions and want to reduce the administrative burden of writing minutes. Pricing varies by plan. Check the official website for current pricing.
Best suited for
Circleback is from $20.83/mo (paid); Otolio is a free tier with paid upgrades (freemium). Always confirm current pricing on each vendor's site before buying.
| Feature | Circleback | Otolio |
|---|---|---|
| Core capability | AI meeting notes | Automatic transcription of in-person and web-conference audio |
| Standout feature | Action item tracking | AI summarization and cleanup of meeting minutes |
| Team usage | Multi-language transcription | Speaker visualization and specialized terminology registration |
| Integrations | AI search across meetings | Filler-word removal for cleaner transcripts |
| Languages & capture | Workflow automations | Dedicated minutes and sales agents in one interface |
| Best-fit workflow | AI meeting notes | Mobile app for transcription, playback, and file upload |
Circleback
Choose Circleback if you need automatically capturing notes and action items so attendees can stay focused in meetings — strengths include works across zoom, google meet, microsoft teams, webex, goto, slack huddles, and in-person meetings.
Otolio
Choose Otolio if you need japanese companies automating internal meeting minutes — strengths include built for the japanese market with strong handling of japanese minutes workflows.
Circleback
Otolio
It depends on your workflow. Circleback is strong for automatically capturing notes and action items so attendees can stay focused in meetings, while Otolio is strong for japanese companies automating internal meeting minutes. Both transcribe and summarize meetings.
Circleback is from $20.83/mo and Otolio is a free tier with paid upgrades. Check each vendor's pricing page for the latest plans and free-tier limits.
Sure. Running both makes sense when their strengths don't overlap and the budget allows.
More head-to-head comparisons involving Circleback and Otolio.
Circleback is automation-first (it triggers CRM, Linear and Slack actions); Granola is a bot-free personal notepad. Automation versus privacy.
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