Circleback

Circleback is cloud-based meeting software that records meetings, transcribes them in 110 languages, and creates notes, summaries, and action items. It can join Zoom, Google Meet, Microsoft Teams, Webex, Discord, or RingCentral as a bot, record locally through desktop or mobile apps, or accept an audio or video upload. Desktop recording can work without a bot; mobile apps also capture in-person meetings. Transcripts identify speakers by name, and a searchable archive helps users find meeting content. Circleback includes calendar connections, Ask Circleback, and tools to view and draft emails. Integrations include Google Calendar, Gmail, Outlook, Slack, Notion, Linear, HubSpot, Salesforce, and others. The free plan permits unlimited meetings but limits history to 30 days, automations, and two teams. Pro is $15/user/mo (annual); Business is $25/user/month; Enterprise is $35/user/month with volume pricing. Circleback says it encrypts data in transit and at rest and does not use customer data to train models. HIPAA compliance is included with Enterprise.

Circleback combines meeting capture, searchable transcripts, and automated follow-up in one service. Check the plan limits for history, teams, and compliance needs before choosing a tier.

It suits individuals and teams seeking automated meeting transcripts, notes, and follow-up actions across online and in-person meetings. Teams needing longer recording retention, administration controls, or HIPAA compliance can consider the higher plans.

Overview

Circleback is a meeting-recording and follow-up service for people who want searchable transcripts and action items across both video calls and in-person conversations. Its mix of bot, local, and upload-based recording makes it a strong fit for teams with varied meeting habits, though plan limits on history, storage, and administration matter as usage grows.

It can join supported meetings as a bot, record locally through desktop or mobile apps, or process an uploaded audio or video file. Afterward, it produces AI notes and summaries, identifies speakers by name, and captures, assigns, and organizes action items. A searchable archive, Ask Circleback, and tools for viewing and drafting emails extend its use beyond a transcript alone.

Circleback supports Zoom, Google Meet, Microsoft Teams, Webex, Discord, and RingCentral, with 110 transcription languages. Calendar connections and integrations including Google Calendar, Gmail, Outlook, Slack, Notion, Linear, HubSpot, Salesforce, and others can help move meeting work into connected tools. The desktop app records without a bot, while mobile apps support on-the-go and in-person capture.

For broader comparisons, browse Meeting Intelligence Software, Meeting Transcription Software, Meeting Notes Software, and AI Meeting Assistants.

Key features

• Flexible capture: Users can have Circleback join Zoom, Google Meet, Microsoft Teams, or Webex as a bot, record locally on desktop or mobile, or upload audio and video. Local recording is useful when a bot is undesirable, while mobile capture covers in-person meetings.
• Meeting follow-up: AI notes, summaries, named speaker labels, and automatically assigned and organized action items turn recordings into a working record. This is most useful for teams that need clear ownership after calls, rather than transcription alone.
• Search and assistant tools: A searchable archive and Ask Circleback help users revisit meeting content; email viewing and drafting add another follow-up option. The archive's practical value depends on the plan's history and storage allowances.
• Connected workflow: Integrations span calendars, communication tools, project systems, and customer platforms, including Google Calendar, Gmail, Outlook, Slack, Notion, Linear, HubSpot, Salesforce, Attio, Asana, PostHog, Ashby, Intercom, Zoho, Monday, Zapier, and Make. API, MCP, CLI, and webhook access also give developers ways to connect Circleback to other workflows.
• Privacy and compliance: Circleback says it is SOC 2 Type II and EU-U.S. Data Privacy Framework-certified, encrypts data at rest and in transit, and does not use customer data to train models. HIPAA compliance is included with Enterprise, making that tier the relevant option for organizations that require it.

Pricing

Circleback has a free plan and paid plans starting at $15/user/mo (annual). The free tier allows unlimited meetings, but caps meeting and recording history at 30 days, limits automations, and supports two teams. It includes AI notes, action items, online and in-person meetings, automatic tagging and sharing, and API/MCP/CLI access. This is a practical way to try the core workflow, but the short archive window and limited automations constrain ongoing use.

Pro — $15 a month, billed $15/user/month: Includes everything in Free, unlimited meeting history, one year of recording storage, all integrations, custom AI insights, and five teams. It suits individuals and smaller groups that need longer-term access and the full integrations set; five teams and one-year storage remain boundaries.

Business — $25 a month, billed $25/user/month: Adds admin and member roles, unlimited free viewers, custom data retention, settings controls, two years of recording storage, a usage dashboard, and unlimited teams. It is a better match for organizations managing access and settings across more teams, though recording storage is still limited to two years.

Enterprise — $35 a month, billed $35/user/month; volume pricing: Adds SAML/OIDC SSO, SCIM, invoice or PO billing, unlimited recording storage, priority support, and HIPAA compliance. It is aimed at organizations with those governance or compliance requirements; volume pricing applies.

A free trial is available. Compare the per-user paid terms and storage limits against how long recordings must remain accessible: Free has 30-day history, Pro one year of recording storage, Business two years, and Enterprise unlimited recording storage.

Platforms

Circleback offers web, Windows, macOS, iOS, Android, API, and Apple Watch access. Desktop, mobile, and Apple Watch apps broaden capture beyond the browser, while API access supports programmatic connections. Online and in-person meeting support makes it suitable for work that is not confined to video calls.

Who it's for

Circleback is a good fit for professionals and teams that want meeting notes, named transcripts, and assigned follow-up actions in one searchable workflow, especially when they switch between online and in-person meetings. The free plan is a sensible starting point for light use or evaluation, while Pro fits users needing longer history and integrations. Teams that need role controls, retention settings, unlimited teams, or HIPAA compliance should look at Business or Enterprise. It is less compelling for someone who only needs occasional transcription and does not need automated follow-up or a connected archive.

Pros and cons

• Pro: Multiple recording paths cover bot-based calls, local desktop or mobile capture, and uploaded recordings, accommodating different meeting setups.
• Pro: Named speakers and automatically assigned action items make transcripts more useful for accountability and later reference.
• Pro: Unlimited meetings on Free allow broad use without a meeting-count cap, while its 30-day history still sets a clear retention trade-off.
• Pro: The integration range and developer access give teams multiple routes to connect meeting output with existing tools.
• Con: Free limits history to 30 days, automations are limited, and teams are capped at two, so it is not a durable archive or broad team workspace at no cost.
• Con: Pro and Business have finite recording storage periods, so users with long retention needs must consider Enterprise.
• Con: The per-user paid pricing means costs scale with seats, and Enterprise also uses volume pricing.

Alternatives

Consider Fellow if its free offer of five AI notes per user for life better suits a limited-start approach. MeetGeek is worth comparing for a free plan with three hours of transcription per month and three months of transcript storage. Mem Agent is another freemium option if you want to compare a different AI assistant. Notta may suit a single-seat user whose free allowance of 120 transcription minutes per month is sufficient. Laxis offers a free Basic tier with 300 transcription minutes per month, 30 days of conversation history, and a 45-minute maximum per recording. Noota has a free plan with 300 minutes per month, one month of storage, and up to three workspace seats. Avoma is an alternative to compare if its Startup plan's annual billing and free view-only seats suit your team. Granola is another freemium meeting-notes option, with 30 days of history on Basic.

Verdict

Circleback is a strong choice for people who want flexible meeting capture paired with speaker-labeled transcripts, actionable follow-up, and a searchable archive. Start with Free if 30-day history and limited automations are acceptable; choose Pro for longer history and broader integrations, or higher tiers for team controls, retention, and compliance needs. Look elsewhere if you need only occasional transcription or do not want per-user pricing to scale with a team.