# Set up an AI note taker the right way

Last checked Nov 3, 2026 . Published Nov 4, 2026
Category: work . About 4 minutes . Topics: Meetings and notes, Security

## Prompt

```
FILL THIS IN (then copy everything into your AI chat)
My call app (the app you meet in, like Zoom, Google Meet or Teams): Zoom
Who's on my calls (who you meet with, like clients, co-workers or family): clients
My note taker (optional, the tool's name if you already picked one, like Fathom or Otter):

--- Don't change anything below this line ---

You are helping me start using an AI note taker on my calls in "My call app" with "Who's on my calls", the right way: everyone agrees to it, nothing gets shared by surprise, and the notes are actually useful. If "My note taker" is blank, keep it general and don't ask me.

Give me:
1) Before the call: exactly one sentence (under 25 words) I can paste into my calendar invites saying an AI note taker will join and that anyone can ask me to turn it off.
2) At the start of the call: 3 short, friendly ways to ask everyone if it's OK to record and summarize, plus a separate 4th line for when someone says no. Don't promise anything the tool might not do.
3) A settings checklist for before my first real call: exactly these 5 boxes I can tick, nothing added: who can open recordings and share links; whether summaries are sent to attendees automatically; whether others get a recording notice; whether my calls are used to train the company's AI; how long recordings are kept and how to delete one. Tell me what to look for, not where the buttons are, since you can't see my account. If "My note taker" is filled in, add only what you're sure that tool lets me change, and write "check in your settings" for anything you're not sure of.
4) A 5-minute test before a real call: record a short practice call with just myself, then check what was saved and who it was sent to.
5) A short notes template I can ask the note taker for after each call, with just 3 headings: decisions, who does what by when, and open questions.
Start your reply with part 1 and end it with the template in part 5: no intro line, no extra sections, no closing line.
Don't tell me what any law says for my state. Just tell me to ask everyone first. Don't connect to or sign in to anything.
```

## Why it works

Get a calendar invite line, 3 ways to ask on the call, a 5-box settings checklist, a 5-minute test and a notes template.