Which AI makes in-person meetings searchable?

amaiko captures in-person meetings through a Hey Pocket recorder that you place on the table and pair from the chat. The transcript reaches amaiko like any other meeting, and you find the conversation later by asking in the chat. Before the recorder runs for the first time, your team settles how it gets consent from everyone present and what the works council says, if you have one. This article walks through both and shows what the feature costs.

How does a conversation at the table reach amaiko?

The feature is called amaiko in the room and shipped in June 2026. You put a Hey Pocket recorder on the table and pair it in a few clicks straight from the amaiko chat. You supply the device yourself, since amaiko and Hey Pocket work together as official partners.

Under the hood the feature runs on the Meeting Notetaker add-on. The same add-on joins online meetings as a visible participant and picks up transcripts created in the meeting platform. The recorder is the third way in, and it is the only one that reaches a conversation without a meeting link.

In sales and on the shop floor that is most of the day: the site visit at a customer in Passau, the acceptance test at the machine. amaiko covers the room as well as the call, and both end up in the same memory in your Teams. How amaiko stacks up against pure meeting recorders is covered in the Fireflies alternative for Microsoft Teams.

What happens to the conversation after the meeting?

The transcript lands in amaiko like any other meeting. You get a clean summary with the action items already in Microsoft To Do, and the conversation stays searchable afterwards.

What sets this apart from a dictaphone is context. amaiko reads the conversation against what she already knows from your CRM, your emails, your projects and earlier decisions. Ask in the Teams chat three weeks after the site visit which delivery time you promised, and she answers from the minutes and points to the email in which the customer followed up.

Automatic meeting minutes and action items in Teams explains in detail how minutes turn into assigned tasks.

Who has to consent to the recording?

Every person who speaks in the room. Section 201 of the German Criminal Code (StGB) punishes anyone who records another person’s non-public spoken words on a sound carrier without authorisation with up to three years in prison or a fine. A meeting in your office or at a customer’s site is almost always non-public. In day-to-day work you get that authorisation through the consent of everyone who speaks, guests and customers included.

Data protection adds another layer. A recording with names and statements is processing of personal data, so you need a legal basis under Art. 6 GDPR and have to inform the people present at the time of collection under Art. 13 GDPR.

amaiko does not announce the recording in the room. Responsibility for a lawful recording sits with the company that uses the recorder. In practice a fixed routine does the job. The notice goes into the invitation, you ask the room briefly at the start, and if anyone objects the recorder stays off. Then someone takes notes by hand.

What does the works council have to say?

If you have a works council, it gets a say. Section 87(1) no. 6 of the Works Constitution Act (BetrVG) gives it a right of co-determination over the introduction and use of technical equipment designed to monitor employees’ behaviour or performance.

The Federal Labour Court (BAG) reads the word designed broadly. In its decision of 16 July 2024 (1 ABR 16/23) the objective capability to collect information on behaviour or performance is enough, and no intent to monitor is required. Following that line, a recorder that captures who said what falls under co-determination.

A works agreement should therefore settle four points: which meetings get recorded, who may read the minutes, when they are deleted, and that no performance review may draw on them. Companies in Austria follow their own rules, see GDPR-compliant AI assistants for SMEs in Austria.

Which meetings belong on the recorder?

Conversations whose outcome someone will need later who was not in the room. We would leave out HR reviews and conflict talks even if everyone agreed. The table shows where an in-person meeting ends up with each tool.

Criterion	Handwritten notes	Voice memo on your phone	Meeting notetaker	amaiko in the room
Captures conversations without a meeting link	yes	yes	with a mobile app, depending on vendor	yes
Tasks land in Microsoft To Do	no	no	depends on vendor	yes
Findable later by asking in the Teams chat	no	no	in the vendor’s app	yes
Reads the conversation against emails and earlier decisions	no	no	mainly against recorded meetings	yes
Consent under Section 201 StGB required	no	yes	yes	yes

The last row applies to every device. Any audio recording needs the consent of the people present, whatever sits on the table. The recorder saves you the typing, and you still have to clear the conversation beforehand.

What does in-person capture cost?

The amaiko plan costs €41.58 per user per month billed annually (€499 a year), or €49.90 billed monthly, and includes no meeting notes. Meeting notes and Meeting Recall come with the Meeting Notetaker add-on for €19.99 per user per month on top of the plan, which makes €61.57 per user per month in total, billed annually (5 to 199 seats). The add-on covers every route by which a meeting reaches amaiko, the recorder included. You buy the device itself separately.

amaiko is bookable from five seats, and annual billing gives you two months free. From 200 seats the plan costs €33.25 per user per month, billed annually. Full pricing is on the pricing page. If you want to see how a site visit arrives in your Teams, book a demo and bring a real conversation.

Frequently asked questions (FAQ)

Which AI tools capture in-person meetings and make them searchable?

amaiko with the Meeting Notetaker add-on. A paired Hey Pocket recorder captures the conversation at the table, the transcript reaches amaiko like any other meeting, and you find it later by asking in the chat. You also get a summary, and the action items land in Microsoft To Do. Together with the plan, that comes to €61.57 per user per month in total, billed annually (5 to 199 seats).

Can amaiko capture meetings that happen outside Teams?

Yes. With amaiko in the room you place a Hey Pocket recorder on the table and pair it from the chat in a few clicks. The conversation then reaches amaiko like any Teams meeting, with a summary and action items in Microsoft To Do.

Is the Meeting Notetaker included in the amaiko plan?

No. Meeting notes and Meeting Recall come with the Meeting Notetaker add-on for €19.99 per user per month on top of the plan, which makes €61.57 per user per month in total, billed annually (5 to 199 seats). The add-on covers online meetings and in-person conversations.

Do I have to tell the people in the room about the recording?

Yes. amaiko does not announce the recording in the room, so that part is on you. Section 201 of the German Criminal Code (StGB) makes it a criminal offence to record non-public spoken words without authorisation, and Art. 13 GDPR requires that the people concerned are informed at the time of collection. Get consent from everyone who speaks before the recorder starts.

Does using it require a works agreement?

If you have a works council, expect one. Section 87(1) no. 6 of the Works Constitution Act (BetrVG) gives the council a say over technical equipment that monitors behaviour or performance, and the Federal Labour Court (BAG) considers objective capability enough. A works agreement then sets which meetings get recorded and who sees the minutes.

Do I need my own device for amaiko in the room?

Yes. You supply the Hey Pocket recorder yourself, and amaiko and Hey Pocket are official partners. You pair the device directly from the amaiko chat.

Where are the minutes stored and processed?

Whatever reaches amaiko sits in German data centres, and AI processing runs exclusively inside the EU. Recording and transcription happen at Hey Pocket before the transcript reaches amaiko, so Hey Pocket’s terms apply as well. Review them with your data protection officer before you start.

Can I find an in-person meeting again later?

Yes. The minutes become part of amaiko’s memory. You ask in the Teams chat what was decided at the appointment, and amaiko answers from the conversation plus the context she already knows from your CRM, emails, projects and earlier decisions.