{"id":23123,"date":"2025-10-01T10:29:46","date_gmt":"2025-10-01T09:29:46","guid":{"rendered":"https:\/\/promo.cymru\/resource-articles\/ai-notetakers-a-guide-for-non-profits\/"},"modified":"2026-04-01T22:43:15","modified_gmt":"2026-04-01T21:43:15","slug":"nodwyr-ai-canllaw-i-sefydliadau-dielw","status":"publish","type":"resource","link":"https:\/\/promo.cymru\/cy\/resource-articles\/nodwyr-ai-canllaw-i-sefydliadau-dielw\/","title":{"rendered":"AI Notetakers: A Guide for Nonprofits"},"content":{"rendered":"\n<p>For busy third-sector organisations in Wales, time is our most precious resource. This is where AI-powered notetaking tools can be a game-changer. These digital assistants join your online (and sometimes in-person) meetings, transcribing the conversation and automatically generating summaries, action points, and chapters.<\/p>\n\n\n\n<p>But with so many options out there, which one is right for your organisation? Let&#8217;s break down some of the most popular tools, looking at their pros, cons, and costs.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. <a href=\"https:\/\/www.zoom.com\/en\/products\/ai-assistant\/\">Zoom AI Companion<\/a><\/strong><\/h3>\n\n\n\n<p><strong>Best for:<\/strong> Organisations already using a paid Zoom plan.<\/p>\n\n\n\n<p>If your organisation has a paid Zoom subscription, you may already have access to a powerful AI notetaker without realising it. The Zoom AI Companion is built directly into the platform and can be enabled by your account admin, via the setting.<\/p>\n\n\n\n<p><strong>Pros:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>No extra cost:<\/strong> It\u2019s included with paid Zoom accounts (like Pro, Business, etc.).<\/li>\n\n\n\n<li><strong>Seamless integration:<\/strong> It\u2019s part of the Zoom interface you already know. You can start it with a single click.<\/li>\n\n\n\n<li><strong>Good summaries:<\/strong> It automatically generates meeting summaries, smart chapters to help you navigate the recording, and a list of next steps.<\/li>\n\n\n\n<li><strong>Privacy-focused:<\/strong> Zoom states that they do not use any of your audio, video, or chat content to train their AI models without your consent.<\/li>\n<\/ul>\n\n\n\n<p><strong>Cons:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Paid plans only:<\/strong> This is the biggest barrier. If you&#8217;re using the free version of Zoom, you can&#8217;t access it.<\/li>\n\n\n\n<li><strong>Zoom-only:<\/strong> It only works for meetings held on Zoom, so it won\u2019t help with Teams calls or in-person meetings.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. <a href=\"https:\/\/www.fathom.ai\/\">Fathom<\/a><\/strong><\/h3>\n\n\n\n<p><strong>Best for:<\/strong> Organisations needing a high-quality free option.<\/p>\n\n\n\n<p>Fathom is a popular video meeting assistant that records, transcribes, highlights, and summarises your meetings. Its biggest selling point is a surprising one: it\u2019s free.<\/p>\n\n\n\n<p><strong>Pros:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Completely free:<\/strong> This is a huge advantage for organisations with tight budgets.<\/li>\n\n\n\n<li><strong>Privacy-first:<\/strong> A major plus. Fathom states that none of your audio, video, or transcript data is ever used to train their AI models. This is a crucial assurance for organisations handling sensitive information.<\/li>\n\n\n\n<li><strong>Excellent summaries:<\/strong> Fathom produces detailed, well-structured summaries that break down the conversation and pull out action items for each person.<\/li>\n\n\n\n<li><strong>Multi-platform:<\/strong> It works across Zoom, Microsoft Teams, and Google Meet.<\/li>\n\n\n\n<li><strong>Easy sharing:<\/strong> You can easily create and share clips of key moments from the meeting.<\/li>\n<\/ul>\n\n\n\n<p><strong>Cons:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Visible to all:<\/strong> The Fathom notetaker joins the call as a separate participant. While this is great for transparency, it can feel a little strange for attendees who aren&#8217;t used to it.<\/li>\n\n\n\n<li><strong>No in-person option:<\/strong> Unlike some tools, it doesn&#8217;t have a mobile app for recording face-to-face meetings.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. <a href=\"https:\/\/otter.ai\/\">Otter.ai<\/a><\/strong><\/h3>\n\n\n\n<p><strong>Best for:<\/strong> High-quality transcriptions and recording in-person meetings.<\/p>\n\n\n\n<p>Otter.ai has been a leader in AI transcription for a long time. It can connect to your online meetings or act as a standalone app on your phone to record and transcribe conversations in real-time.<\/p>\n\n\n\n<p><strong>Pros:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>High accuracy:<\/strong> Otter is known for its very accurate transcriptions and ability to identify different speakers.<\/li>\n\n\n\n<li><strong>Mobile app:<\/strong> Its app is brilliant for capturing notes from in-person meetings, workshops, or events \u2013 something the other tools on this list can&#8217;t do.<\/li>\n\n\n\n<li><strong>Good free tier:<\/strong> The free plan offers a decent number of transcription minutes per month, which may be enough for individuals or small teams.<\/li>\n\n\n\n<li><strong>Integrates with major platforms:<\/strong> Connects easily with Zoom, Teams, and Google Meet.<\/li>\n<\/ul>\n\n\n\n<p><strong>Cons:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Limited free plan:<\/strong> The free plan has limits on the duration of each recording and the number of audio files you can import.<\/li>\n\n\n\n<li><strong>Recurring cost:<\/strong> The paid plans, which offer more minutes and features, are a recurring monthly or annual cost to factor into your budget.<\/li>\n\n\n\n<li><strong>Privacy:<\/strong> Be sure to check the privacy policy. Generally, paid business plans offer stronger data protection and assurances that your data won&#8217;t be used for training AI models.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>4. The DIY Method: Microsoft Teams Transcription + ChatGPT \/ Co-Pilot<\/strong><\/h3>\n\n\n\n<p><strong>Best for:<\/strong> Organisations already using the Microsoft 365 ecosystem.<\/p>\n\n\n\n<p>This isn\u2019t a single tool, but a workaround. If your organisation uses Microsoft Teams, you can use its built-in transcription feature. Once the meeting is over, you can copy that transcript and paste it into an AI tool like ChatGPT, Claude, or Microsoft&#8217;s own Co-Pilot to create a summary.<\/p>\n\n\n\n<p><strong>Pros:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Uses existing tools:<\/strong> Many third-sector organisations already have a Microsoft 365 subscription that includes Teams transcription, so there\u2019s no extra software cost.<\/li>\n\n\n\n<li><strong>Highly customisable:<\/strong> You are in complete control. You can prompt the AI to summarise the text in any format you like: &#8220;Create a bullet-point summary,&#8221; &#8220;Pull out all actions for Marco,&#8221; or &#8220;What were the key decisions made?&#8221;<\/li>\n\n\n\n<li><strong>Co-Pilot integration:<\/strong> If you have a paid Co-Pilot license, this process becomes much more streamlined and integrated within the Microsoft environment.<\/li>\n\n\n\n<li><strong>Good free tier:<\/strong> If you already have a paid AI subscription, you don&#8217;t need to pay for anything else.<\/li>\n<\/ul>\n\n\n\n<p><strong>Cons:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>It&#8217;s a manual process:<\/strong> This method requires a few steps (running the transcription, copying the text, pasting it into another tool, and writing a prompt). It&#8217;s not a &#8216;one-click&#8217; automated solution.<\/li>\n\n\n\n<li><strong>Privacy Risk:<\/strong> You should not paste sensitive or confidential meeting notes into the free, public version of ChatGPT or other AI models. Doing so could expose your organisation\u2019s data. You should use a secure, paid version with data privacy controls enabled and have a clear policy on its use.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Need help navigating the world of AI?<\/strong><\/h3>\n\n\n\n<p>Choosing the right tool depends on your budget, your existing software, and your team&#8217;s needs. It can feel like a lot to take in.<\/p>\n\n\n\n<p>If you\u2019re a third-sector organisation in Wales and want to explore how AI can save you time and boost your impact, we can help. Through our <strong>DigiCymru<\/strong> project, funded by The National Lottery Community Fund, we offer <strong>up to 5 hours of free, one-to-one digital support<\/strong>.<\/p>\n\n\n\n<p>We can help you choose the right tools, think through data privacy, and develop a simple AI policy for your team.<\/p>\n\n\n\n<div class=\"text-center\">\n    <a href=\"https:\/\/promo.cymru\/cy\/person\/andrew-collins\/\" class=\"btn btn-blue\">Get In Touch<\/a>\n<\/div>\n    ","protected":false},"featured_media":22578,"template":"","meta":{"_acf_changed":true,"inline_featured_image":false},"tags":[],"resource-category":[2575],"class_list":["post-23123","resource","type-resource","status-publish","has-post-thumbnail","hentry","resource-category-adnoddau-ai"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>AI Notetakers: A Guide for Nonprofits - ProMo Cymru<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/promo.cymru\/cy\/resource-articles\/nodwyr-ai-canllaw-i-sefydliadau-dielw\/\" \/>\n<meta property=\"og:locale\" content=\"cy_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"AI Notetakers: A Guide for Nonprofits - ProMo Cymru\" \/>\n<meta property=\"og:description\" content=\"For busy third-sector organisations in Wales, time is our most precious resource. 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