Effi NoteTaker: Recording, Smart Notes & AI Templates Guide – effi

Overview

The Effi NoteTaker helps you capture every important conversation without manual note-taking.

It can automatically join your scheduled meetings, record discussions, generate transcripts, summarise key points, identify action items, and create AI-powered meeting templates.

Perfect for brokers and teams who want to save time, stay organised, and keep clear records.

Ideal For

Client meetings
Discovery calls
Internal team meetings
Training sessions
Personal meetings

Good to Know: The Meeting Assistant is currently free until May 2026.

Supported Platforms

The meeting assistant currently supports the following:

Microsoft Teams
Google Meet

Coming Soon: Zoom

How It Works

Once enabled, the Meeting Assistant will automatically attempt to join your scheduled meetings.

What Happens:

The assistant joins a few minutes before the meeting starts
It waits in the meeting lobby as a participant
A participant or organiser admits the assistant
Recording and transcription begin immediately

Important

Manual Admission Required

The assistant cannot automatically enter meetings.

Someone in the meeting must manually admit it from the lobby.

If not admitted:

Recording will not start
A transcript will not be generated
Notes will not be created

Example Scenario

Meeting booked for 3:00 PM
2:57 PM → Assistant joins the lobby
3:00 PM → Host admits the assistant
Meeting begins
Recording and AI notes start automatically

Common Questions

Can the assistant auto-join meetings?
No — it must always be admitted manually.

Why does it join early?
To ensure it is ready to begin recording as soon as it is admitted.

Who can admit it?
Any participant with lobby admission permissions.

Enabling the Meeting Assistant

To start using the feature:

Log in to your broker account
Open the Calendar page
Connect your Google or Microsoft account
Locate the Meeting Assistant toggle
Turn it ON
Choose a recording mode:
- Audio Only
- Audio + Video
Enter a Meeting Assistant name
(Optional) Add custom AI instructions
Click Save

Once enabled, the assistant will automatically attempt to join future calendar meetings.

Connecting Your Calendar

To ensure meetings are captured correctly, connect your email/calendar account from the Calendar page.

Once connected:

Meetings from your calendar can be recorded
Notes are automatically processed
Recordings are stored securely
AI summaries are generated automatically

Scheduling Meetings Inside Effi

You can also create meetings directly from the Effi Calendar.

Steps:

Create a new activity
Add attendees
Select a conferencing type:
- Teams
- Google Meet

After the Meeting Ends

Once completed, Effi automatically processes the meeting.

The system will:

Upload the recording
Generate a full transcript
Create an AI summary
Extract action items
Build structured templates

You’ll also receive an email with:

Meeting overview
Action items
A link to view notes

Processing Time

Most meetings are processed within 5 minutes.

Longer meetings may take slightly longer.

Viewing Meeting Notes

From Email:
Click View Meeting Notes

From the Platform:
Go to the Meeting Notes tab.

All meetings will appear in a table view.

Inside Each Meeting Record

Each meeting can include:

Recording playback
Full transcript
AI summary
Action items
Shared content
Participants
Meeting details

Editing Notes

All notes remain editable after generation.

You can:

Update transcripts
Edit summaries
Correct AI notes
Regenerate sections
Copy content
Send to Composer

AI Templates Available

Generate structured outputs instantly:

Detailed Summary
Financial Snapshot
Decision Log
Client Profile
Property Requirements
SWOT Analysis
Needs & Objectives
Action Items
Q&A Summary
Additional Actions

You can also:

Regenerate templates
Copy into emails
Draft client updates
Delete templates

Convert Action Items into Tasks

Action items can be turned into tasks instantly.

Options:

Assign to team members
Add due dates
Link to a lead/client file

If no due date is added, the item will remain as a note.

Use Without a Lead

The Meeting Assistant also works independently of client files.

Great for:

Internal meetings
Leadership calls
Operations meetings
Personal planning sessions

Lead Integration (Optional)

If linked to a lead:

Notes appear inside the Lead profile
Meeting history is stored centrally
Easier compliance tracking

Downloading Notes

You can download full transcripts for:

Compliance
Record-keeping
External sharing
Internal audits

Why Brokers Love It

Saves time
Improves file notes
Helps you never miss action items
Strengthens compliance records
Enables faster follow-up emails
Enhances the client experience

Need Help?

If you’d like assistance enabling the Meeting Assistant, please contact support@effi.com.au.