How to tell people you are taking AI notes

Why tell people at all

A bot in the participant list tells people by itself, at least a little. A note taker in your browser, like Trippi Notes, does not show up anywhere. That makes the job yours. People speak differently when they know words are being written down, and they have a right to choose that.

There is also a simple practical reason: if someone finds out later, the notes become the problem instead of the meeting. Saying it at the start costs nothing.

What to say out loud

Keep it short and give the reason. For example:

Before we start: I’m taking notes with an AI tool so I can listen properly. I’ll share the summary after. Is everyone OK with that?

Then actually wait for an answer. A pause of two seconds is enough for most people to say “sure” or “I’d rather not”.

A line to paste in the chat

Paste it right after you say it, so people who joined late see it too. Each line says the same thing: you take AI notes, the tool turns speech into text and does not keep the audio, and people can ask you not to.

Hi all, I’m taking notes with an AI note taker (Trippi Notes) so I can focus on the call. It turns speech into text and does not keep the audio. Tell me if you’d rather I didn’t.

Hola a todos: tomo notas con un asistente de IA (Trippi Notes) para centrarme en la llamada. Convierte la voz en texto y no guarda el audio. Si prefieren que no lo use, díganmelo.

Olá a todos: estou fazendo anotações com um assistente de IA (Trippi Notes) para me concentrar na reunião. Ele transforma a fala em texto e não guarda o áudio. Se preferirem que eu não use, é só dizer.

Hallo zusammen, ich mache mir Notizen mit einem KI-Assistenten (Trippi Notes), damit ich mich auf das Gespräch konzentrieren kann. Er wandelt Sprache in Text um und speichert keinen Ton. Wenn Sie das nicht möchten, sagen Sie es bitte.

Bonjour à tous, je prends des notes avec un assistant IA (Trippi Notes) pour rester concentré sur la réunion. Il transforme la parole en texte et ne garde pas l’audio. Si vous préférez que je ne l’utilise pas, dites-le-moi.

Ciao a tutti, prendo appunti con un assistente IA (Trippi Notes) per concentrarmi sulla riunione. Trasforma il parlato in testo e non salva l’audio. Se preferite che non lo usi, ditemelo pure.

皆さん、会議に集中するため、AIメモツール（Trippi Notes）でメモを取っています。音声を文字にするだけで、音声そのものは保存しません。使わないでほしい方は、遠慮なくお知らせください。

안녕하세요. 회의에 집중하기 위해 AI 메모 도구(Trippi Notes)로 메모를 하고 있습니다. 음성을 텍스트로 바꾸기만 하고 음성 자체는 저장하지 않습니다. 원하지 않으시면 편하게 말씀해 주세요.

大家好，为了专心开会，我在用 AI 笔记工具（Trippi Notes）做记录。它只把语音转成文字，不保存音频。如果您不希望我使用，请直接告诉我。

Всем привет! Я веду заметки с помощью ИИ-помощника (Trippi Notes), чтобы не отвлекаться от разговора. Он переводит речь в текст и не сохраняет звук. Если вы против, скажите, и я его выключу.

When someone objects

1. 1Stop if anyone objects. Turn the note taker off and take notes by hand. Do not argue.
2. 2Share the notes after. Send the summary to the people in the call, so they see what was written.

In Trippi Notes, stop the capture from the extension. Nothing more is written from that moment. If someone asks later, you can delete the meeting from your journal.

Do not try to change their mind in the call. Someone may have a reason they will not say in front of others: a legal matter, a health topic, a past bad experience. Hand notes are fine.

Rules differ by country

Laws about recording conversations are not the same everywhere. Some places allow a call to be recorded when one person in it agrees (often called one-party consent). Others need everyone in the call to agree (all-party or two-party consent). Even inside one country the rules can differ; the United States is an example, where some states need everyone to agree. When people join from different places, the stricter rule is the safe one to follow.

A good starting point for the US is the Reporter’s Recording Guide by the Reporters Committee for Freedom of the Press, which explains the difference state by state. Your company may also have its own policy for AI tools; check it.

This is not legal advice. If your calls are with clients, patients, candidates or people in other countries, ask someone who knows the law where you work. The easy way to stay on the right side of all of these rules is the one on this page: tell everyone, and stop if anyone says no.

A short checklist

1. 1Say it out loud at the start. One sentence before the first topic: you are taking notes with an AI tool, and why.
2. 2Paste the line in the chat. People who joined late, or who are shy to object out loud, see it there.
3. 3Wait a moment for objections. Ask directly: is everyone fine with that?
4. 4Stop if anyone objects. Turn the note taker off and take notes by hand. Do not argue.
5. 5Share the notes after. Send the summary to the people in the call, so they see what was written.