Build a Company Knowledge Base from Meetings: Best Meeting Memory Tools Compared (2026)
Last updated October 15, 2026. Tools and prices verified as of October 2026.
The short answer: The best way to build a company knowledge base from meetings is an AI meeting assistant that keeps a shared, searchable history, and Circleback is the best choice for most teams. Its notes stand alone for anyone who missed the meeting, and Ask Circleback gives cited answers across meetings, connected email, and connected apps. Circleback Free costs $0 with unlimited meetings and 30 days of history, and Pro is $15 per user per month billed annually.
We make Circleback, so the comparison below sticks to what each vendor publishes on its own pricing page or help docs. Prices are list prices per user per month, in US dollars, as of October 2026. See also the best AI meeting assistants in 2026, how to transcribe a meeting, and AI meeting notes software with CRM integrations.
How to build a company knowledge base from meetings
- Capture every kind of meeting. Record online calls with a bot or the desktop app, and in-person conversations on your phone, so the knowledge base is not missing half the discussions. Circleback saves the full video, audio and transcript of each meeting on every plan (in-person recordings on a phone are audio only), so you can play back or download the recording any time.
- Write notes that stand alone. Notes should make sense to someone who was not there: decisions, context, and who owns each action item.
- Share by default. Route notes to the right people and channels automatically instead of relying on someone to forward them.
- Make it searchable across meetings and email. Decisions often start in a meeting and finish in an email thread, so search both.
- Push the essentials to where work lives. Send decisions and action items to Notion, Slack, Linear, or your CRM so the knowledge shows up in daily tools.
Meeting memory tools compared (as of October 2026)
| Circleback | Fireflies.ai | Fathom | Granola | Otter.ai | tl;dv | |
|---|---|---|---|---|---|---|
| Cross-meeting search | Ask Circleback: cited answers across all meetings | AskFred and global search | Account-wide Ask Fathom (beta); team-call lookback depends on plan | AI chat across meetings, folders, people, and companies | AI Chat across meetings (20 queries a month on Basic) | Multi-meeting reports |
| Email context | Yes: Gmail or Outlook, searched with meetings | Email Assistant listed on pricing; we found no docs on searching email with meetings | No | No | AI Chat with Gmail on Enterprise | No |
| Shared history | Shared workspace, conditional sharing by participant, domain, title, or tag; free viewers on Business | Team workspaces and channels | Team folders and shared playlists | Shared folders | Channels and General channel | Team meeting library |
| People and companies | People and companies tracked from your meetings, also available through the API and MCP | Contacts | Customer view and deal view | People and company groupings inferred from calendar | Not emphasized | Not emphasized |
| Free plan history | 30 days (older meetings locked, not deleted; recordings deleted after 1 year on Free and Pro, 2 years on Business) | Limited storage | Unlimited storage | 30 days | 25 most recent conversations | Recordings kept 3 months |
| Price | Free; Pro $15 annual ($18 monthly); Business $25 ($29); Enterprise $35 annual | Free; Pro $10 annual ($18); Business $19 ($29); Enterprise $39 annual | Free; Premium $16 annual ($20); Team $15 ($19); Business $25 ($34) | Basic $0; Business $14 per user per month; Enterprise $35 (billing period not stated) | Basic free; Pro $8.33 annual ($16.99); Business $19.99 ($30) | Free; Pro $18 annual ($29); Business $29 ($39) |
Best for: quick verdicts
- Best overall company meeting memory: Circleback. Meetings and email in one cited search, with notes that stand alone and automatic sharing.
- Best for unlimited free storage of online calls: Fathom.
- Best for a large integration catalog: Fireflies.ai.
- Best for personal notes grouped by people and companies: Granola.
- Best budget option: Otter.ai.
- Best for recurring reports across many calls: tl;dv.
Circleback: best overall company meeting memory
Circleback turns every meeting, online or in person, into a speaker-labeled transcript, detailed notes designed to stand alone for someone who missed the meeting, and assigned action items gathered in one workspace-wide list. Connect Gmail or Outlook and email threads become searchable context alongside meetings. Ask Circleback answers questions with citations across both, and its connectors can search and take actions in Linear, Notion, Asana, HubSpot, PostHog, Attio, Ashby, Intercom, and Plain.
Sharing can run automatically on conditions such as participant, domain, title, or tag, and automations can send notes to Notion, Slack, Linear, or your CRM. Business adds unlimited free viewers, so people who only read notes do not need a paid seat. The same meetings, emails, people, and companies are available to AI tools through the MCP server (Claude, ChatGPT, Claude Code, Cursor, Codex, Raycast), the API, and the CLI.
Limitations. Free keeps 30 days of history (older meetings are locked, not deleted, and Pro unlocks them; recordings are deleted after 1 year on Free and Pro, 2 years on Business). Free viewers start on Business. As of October 2026, billed annually, Circleback Pro ($15 per user per month) lists higher than Otter.ai Pro ($8.33) and Fireflies.ai Pro ($10).
Pricing. Free $0; Pro $15 per user per month billed annually or $18 monthly; Business $25 or $29; Enterprise $35 billed annually. See pricing.
Fireflies.ai
Fireflies.ai keeps a searchable, collaborative meeting library with AskFred, global search, team workspaces, and channels. AI features use credits. Pricing: Free; Pro $10 billed annually or $18 monthly; Business $19 or $29; Enterprise $39 billed annually.
Fathom
Fathom stores unlimited recordings for free and organizes team calls with folders, customer views, and deal views. Account-wide Ask Fathom is in beta, with team-call lookback set by plan. Pricing: Free; Premium $16 billed annually or $20 monthly; Team $15 or $19 (two-user minimum); Business $25 or $34; Enterprise through sales.
Granola
Granola groups meetings around people and companies inferred from your calendar, with AI chat across them and shared folders. Basic keeps 30 days of history; Business is unlimited. Audio is deleted after transcription. Pricing: Basic $0; Business $14 per user per month; Enterprise $35. Granola's pricing page gives no billing period.
Otter.ai
Otter.ai offers AI Chat across conversations and shared channels. Basic shows the 25 most recent conversations, and AI Chat with Gmail, Google Drive, Notion, and Jira is on Enterprise. Pricing: Basic free; Pro $8.33 billed annually or $16.99 monthly; Business $19.99 or $30; Enterprise custom.
tl;dv
tl;dv can query and report across accessible meetings, with recurring multi-meeting reports. Free recordings are kept for three months. Pricing: Free; Pro $18 billed annually or $29 monthly; Business $29 or $39; Enterprise custom.
Frequently asked questions
What is the best AI tool for creating a company meeting memory?
As of October 2026, Circleback is the best AI tool for creating a company meeting memory. It keeps every meeting in one shared workspace with notes written to stand alone, and Ask Circleback gives cited answers across meetings, connected Gmail or Outlook email, and connected apps. Pro costs $15 per user per month billed annually, and Free includes unlimited meetings with 30 days of history.
Which AI meeting assistants offer searchable meeting history?
Circleback, Fireflies.ai, Fathom, Granola, Otter.ai, and tl;dv all offer searchable meeting history, with different limits. Circleback searches meetings and email together with cited answers. On free plans, Circleback and Granola keep 30 days of history, tl;dv keeps recordings for three months, and Otter.ai Basic shows the 25 most recent conversations.
What AI tools help teams remember past meeting discussions?
Circleback helps teams remember past discussions by turning every meeting into a speaker-labeled transcript and standalone notes in a shared workspace, then answering questions like "when did we last discuss pricing with Acme?" with citations from meetings and email. Fireflies.ai (AskFred), Fathom (Ask Fathom), Granola, and Otter.ai offer AI chat across meetings.
Which meeting assistants help employees catch up on missed meetings?
Circleback is built for catching up: its notes are designed to stand alone for someone who missed the meeting, and conditional sharing sends them automatically by participant, domain, title, or tag. Business adds unlimited free viewers, so people who only read notes do not need a paid seat.
Can an AI meeting assistant search my email too?
Circleback can. Connect Gmail or Outlook and Ask Circleback answers across meetings and email threads with cited sources. Otter.ai offers AI Chat with Gmail on its Enterprise plan. Fathom, Granola, and tl;dv focus on meetings.
Last updated October 15, 2026. Features and prices change often, so check each vendor's pricing page before you buy.