Circleback

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CircleBack AI Review - Complete Directory Informations

Basic Information

Tool Name: CircleBack AI

Category: Meeting Management, AI Note-Taking, Productivity

Type: Web App, Desktop Software, Mobile App (iOS), API

Official Website: https://circleback.ai/

Developer/Company: CircleBack AI, Inc.

Launch Date: 2023 (Company founded), First launch of "Automated meeting notes, follow-ups, and semantic search" on March 14, 2023

Last Updated: September 9, 2024 (Latest notable update for desktop app, search, and mobile app features)

Quick Overview

One-line Description: AI-powered meeting assistant that records, transcribes, summarizes, and automates follow-up tasks.

What it does: CircleBack AI automatically joins virtual meetings (Zoom, Google Meet, Microsoft Teams, Slack Huddles, Webex, BlueJeans) and can record in-person conversations. It transcribes discussions, generates AI-powered notes, extracts key insights, identifies action items, assigns them to participants, and helps automate post-meeting workflows like updating CRMs or sending follow-up emails. It also offers an AI assistant for querying past meetings.

Best for: Sales teams, account managers, project managers, executives, remote teams, individuals, and collaborative teams seeking to improve meeting productivity, ensure accountability, and streamline post-meeting work.

Key Features

AI Meeting Notes: Automatically generates detailed, organized, and topic-grouped notes that capture key discussion points, decisions, and insights. These notes are editable for quick updates.
Action Item Tracking & Assignment: Extracts action items from conversations, assigns them to the right people, and allows setting statuses and deadlines, helping to ensure follow-ups.
State-of-the-Art Transcription: Provides highly accurate transcription in over 100 languages, with automatic speaker identification and support for technical terms and accents.
AI-Powered Search & Copilot: Enables users to search across all their meetings using natural language queries to find specific moments or information, and an AI copilot chatbot for questions and writing tasks.
Workflow Automations: Connects with various apps (e.g., HubSpot, Salesforce, Slack, Notion, Linear, monday.com, Zapier) to automate post-meeting tasks like CRM updates, sending follow-up emails, or creating tasks.
Virtual & In-Person Meeting Support: Works seamlessly with major virtual meeting platforms and allows recording in-person meetings directly from a phone or laptop, or by importing audio/video files.
Security & Privacy: Features industry-leading security measures including SOC 2 Type II, HIPAA, and EU-U.S. Data Privacy Framework compliance, with data encrypted in transit and at rest.

Pricing Structure

Free Plan: Not available (Only a limited-time free trial)

Paid Plans:

Individual Plan: $20.83/month (billed yearly) or $25/month (billed monthly) - Includes unlimited meetings, AI-generated notes, transcripts, action items, AI search and Copilot, 100+ languages, video/audio playback, in-person recording, integrations (Slack, Notion, HubSpot, Salesforce, etc.), automated emails, calendar integration, and custom AI insights.
Team Plan: $25/user per month (billed yearly) or $30/user per month (billed monthly) - Includes everything in the Individual plan, plus meeting sharing, team-wide AI search, custom team data retention, Slack Huddles support, inline collaboration, default team settings, team automations, centralized billing, unlimited free viewers, participant customization, and access management controls.
Enterprise: Custom pricing - Includes everything in the Team plan, plus priority support, onboarding and automation support, and advanced security controls.

Free Trial: 7 days

Money-back Guarantee: Information not available

Pricing Plans Explained

Individual Plan - $20.83/month (billed yearly) or $25/month (billed monthly)

What you get: This plan is your all-in-one AI meeting assistant if you work solo. You get AI-powered notes and full transcripts for as many meetings as you have, along with automatic action items. You can also use the AI assistant to ask questions about your meetings or help with writing tasks. It supports over 100 languages for transcription and lets you record both virtual and in-person meetings. Plus, it integrates with popular tools like Slack, HubSpot, and Salesforce, and can automatically send out meeting summaries.

Perfect for: Solo professionals, freelancers, consultants, or anyone working independently who needs to streamline their meeting documentation and follow-up process.

Limitations: Designed for single users; lacks team collaboration features like sharing meetings within a team or centralized billing.

Technical terms explained:

AI-powered search: This means you can type a question in plain English, like "What were the key decisions from last week's marketing meeting?", and the AI will find the answer within your meeting notes and transcripts.
Custom AI insights: This feature allows you to define specific pieces of information you want the AI to extract from your meetings, such as customer size or goals, and it will automatically pull that data into a structured format.

Team Plan - $25/user per month (billed yearly) or $30/user per month (billed monthly)

What you get: Building on the Individual plan, the Team plan is designed for collaborative environments. All team members get the core AI note-taking, transcription, and action item features for unlimited meetings. Additionally, you can easily share meetings and their insights with your team, allowing everyone to access a shared knowledge base. It also includes features for managing team data retention, supporting Slack Huddles, and collaborating with inline comments directly on meeting notes. Centralized billing simplifies management for businesses.

Perfect for: Small to mid-sized teams, sales teams, project teams, or any group that needs to collaborate on meeting outcomes, ensure shared understanding, and automate team-wide workflows.

Key upgrades from free: This plan provides all the individual features and adds robust team-centric capabilities like meeting sharing, team-wide search, and collaboration tools, which are essential for coordinated effort.

Technical terms explained:

Custom team data retention: This allows your team to set specific rules for how long meeting data (like recordings and transcripts) is stored before being automatically deleted, helping with compliance and data management.
Inline comments: This feature lets team members add comments or discuss specific parts of the meeting notes or transcript directly within the CircleBack interface, facilitating collaboration and clarity.

Enterprise Plan - Custom Pricing

What you get: This top-tier plan provides all the features of the Team plan, scaled for larger organizations with advanced needs. It includes enhanced support, dedicated onboarding assistance, and comprehensive automation setup. Critical for large businesses, it offers advanced security controls to meet stringent corporate compliance and data governance requirements.

Perfect for: Large enterprises, organizations with extensive compliance needs, or businesses requiring tailored solutions, dedicated support, and advanced security configurations.

Key enterprise features: Priority customer support, assisted onboarding to integrate CircleBack into existing workflows, and advanced security controls (e.g., specific access management policies) that go beyond standard offerings.

Technical terms explained:

Advanced security controls: These refer to customized and enhanced security features, potentially including single sign-on (SSO), granular access permissions, and audit logs, designed to protect sensitive organizational data more robustly.

Pros & Cons

The Good Stuff (Pros)	The Not-So-Good Stuff (Cons)
✅ Highly accurate transcriptions (100+ languages, speaker ID, accents, technical terms)	❌ No permanent free plan (only a 7-day free trial)
✅ Comprehensive AI-powered notes (topic-grouped, editable, key decisions, action items)	❌ Transcripts cannot be edited (only speaker tags can be changed globally)
✅ Robust workflow automations (integrates with CRMs, project management, email)	❌ Notes may take minutes to generate (some competitors are faster)
✅ Strong security and compliance (SOC 2 Type II, HIPAA, EU-U.S. DPF certified)	❌ Speaker ID can struggle in noisy in-person settings
✅ AI Copilot for querying past meetings and writing tasks
✅ Supports both virtual and in-person meetings
✅ User-friendly interface

Use Cases & Examples

Primary Use Cases:

Automating Sales Follow-ups: CircleBack can automatically capture details from sales calls, extract follow-up tasks, update CRM systems like HubSpot or Salesforce, and send personalized follow-up emails, ensuring no lead is missed.
Streamlining Project Management: For team meetings, CircleBack takes meticulous notes, assigns action items with deadlines, and can create tasks in tools like Notion, Linear, or monday.com, keeping everyone aligned and accountable for project progress.
Building a Searchable Knowledge Base: By transcribing and summarizing all meetings, CircleBack turns conversations into a dynamic, searchable knowledge repository. Users can ask questions about past discussions and quickly retrieve relevant information, making it easier to onboard new team members or recall historical context.

Real-world Examples:

A sales professional uses CircleBack for a Zoom call with a prospect. The tool records the call, identifies pricing feedback and next steps, automatically logs these into HubSpot, and drafts a follow-up email.
A project team holds a Slack Huddle to discuss sprint tasks. CircleBack transcribes the discussion, assigns specific action items to team members, and allows direct comments on the transcript for clarification.
Before a client check-in, an account manager uses CircleBack's AI search feature to quickly find "last action items from Q2 strategy call," instantly surfacing relevant notes and timestamps, saving preparation time.

Technical Specifications

Supported Platforms: Web, Desktop (macOS, Windows via system tray), Mobile (iOS, Android for in-person recording)

Browser Compatibility: Information not explicitly detailed, but generally web apps are compatible with modern browsers like Chrome, Firefox, Safari, Edge.

System Requirements: Minimum specs not publicly disclosed for web app. Mobile app for in-person recording.

Integration Options: Native integrations with Zoom, Google Meet, Microsoft Teams, Slack Huddles, Webex, BlueJeans. Directly integrates with Email, Zapier, Webhook, HubSpot, Slack, Notion, Outlook/Google Calendar, Salesforce, Attio, Linear, monday.com.

Data Export: Information not available on specific export formats, but meeting data can be sent via webhooks and Zapier.

Security Features: SOC 2 Type II compliant, HIPAA compliant, EU-U.S. Data Privacy Framework certified. Data encrypted at rest and in transit. Offers auto-deletion policies for recordings and transcripts. Meetings are private by default, with access management controls.

User Experience

Ease of Use: ⭐⭐⭐⭐ ( out of 5) - Appears user-friendly with an intuitive and clean interface. Connects to calendars for auto-join, simplifying setup.

Learning Curve: Beginner-friendly. The tool is designed to be easy to use; users connect their calendar and CircleBack handles the rest.

Interface Design: Clean, polished, and intuitive user interface, prioritizing clarity and organization of notes and action items.

Mobile Experience: Good. Available for iOS and supports recording in-person meetings with voice identification, viewing upcoming meetings, notes, transcripts, and action items.

Customer Support: Priority support available for Enterprise plans. General support via email (support@circleback.ai).

Alternatives & Competitors

Direct Competitors:

Fireflies.ai: Offers a generous free tier and faster note generation, with superior transcript editing capabilities.
Fathom: Known for detailed transcript editing and real-time highlight tagging during meetings.
Supernormal: Outperforms CircleBack in sophisticated AI assistance.
Grain: Excels at analyzing trends across multiple meetings.
tl;dv: Provides unlimited transcripts with video and audio recording on its free plan, plus multi-meeting intelligence for premium users.
Sembly AI: Features powerful AI note-taker, search function, chatbot, and the ability to generate proposals from meetings.

When to choose this tool over alternatives: Choose CircleBack if you prioritize robust security compliance (SOC 2, HIPAA, EU-U.S. DPF), require highly accurate transcription across 100+ languages, and need advanced, customizable workflow automations to integrate meeting insights directly into CRMs and project management tools. It's particularly strong for teams that rely heavily on organized, editable meeting notes and an AI copilot for deep search capabilities across all past meetings.

Getting Started

Setup Time: Minutes. Users connect their calendar, and CircleBack can automatically join online meetings.

Onboarding Process: Self-guided, with tutorials available. Enterprise plans offer assisted onboarding.

Quick Start Steps:

Sign up for a free trial on the CircleBack website.
Connect your Google or Microsoft Calendar to allow CircleBack to track and join meetings automatically.
Choose which meetings you want CircleBack to record and take notes for. For in-person meetings, use the mobile app or import audio/video files.
After the meeting, review your AI-generated notes, action items, and transcripts. Use the AI assistant to query meeting content.

User Reviews & Ratings

Overall Rating: ⭐⭐⭐⭐ (Approximately 4.5 out of 5 stars) based on various reviews

Popular Review Sites:

G2: Information not available, but listed as a competitor in meeting management.
Capterra: Information not available.
Trustpilot: Information not available.

Common Praise:

Unbelievably good, meticulous, and organized AI-powered meeting notes.
Accurate and fast transcriptions with speaker identification and multilingual support.
Effective in assigning and tracking action items, boosting accountability.
Seamless integrations and powerful automations save significant post-meeting time.
AI-powered search and Copilot are highly valuable for quickly finding information.

Common Complaints:

No permanent free plan, only a limited free trial.
Transcripts cannot be edited, though speaker tags can be changed globally.
Note generation can take a few minutes, which might be slower than some competitors.
Speaker identification can struggle in noisy in-person meeting environments.

Updates & Roadmap

Update Frequency: Regular updates, with new features and improvements released periodically (e.g., monthly/quarterly based on releases page).

Recent Major Updates:

September 9, 2024: Desktop app menu bar/system tray access for quick recording and upcoming meetings. Search by invitee email and domain.
April 9, 2024: iOS mobile app launched with in-person recording, meeting access, notes, transcripts, and action item management.
Introduction of CircleBack Assistant (AI copilot) for searching across all meetings with cited sources.

Upcoming Features: Information not publicly available.

Support & Resources

Documentation: Information not explicitly detailed, but security portal and compliance documents are available upon request.

Video Tutorials: Information not available.

Community: Information not available.

Training Materials: Information not available, but onboarding support is available for Enterprise plans.

API Documentation: Available (implied by Zapier and webhook integrations).

Frequently Asked Questions (FAQ)

General Questions

Q: Is CircleBack AI free to use? A: CircleBack AI does not offer a permanent free plan. However, a 7-day free trial is available for all plans, allowing users to test core features before committing to a subscription.

Q: How long does it take to set up CircleBack AI? A: Setup is quick, typically taking only a few minutes. You connect your calendar, and CircleBack can then automatically join your online meetings.

Q: Can I cancel my subscription anytime? A: CircleBack's pricing page implies flexibility with plan changes (upgrade/downgrade), but specific cancellation policies are not publicly detailed and may require contacting support.

Pricing & Plans

Q: What's the difference between the Individual and Team plans? A: The Individual plan is for solo users, offering unlimited AI notes, transcriptions, action items, AI search, and integrations. The Team plan includes all Individual features but adds crucial collaboration tools like meeting sharing, team-wide search, inline comments, centralized billing, and access management controls, making it suitable for groups.

Q: Are there any hidden fees or setup costs? A: No hidden fees or setup costs are publicly disclosed. Pricing is clearly laid out as monthly or yearly subscriptions per user/individual.

Q: Do you offer discounts for students/nonprofits/annual payments? A: CircleBack offers a discount for annual payments compared to monthly. Information on student or nonprofit discounts is not publicly available.

Features & Functionality

Q: Can CircleBack AI integrate with [common tool/platform]? A: Yes, CircleBack AI integrates with a wide range of platforms, including Zoom, Google Meet, Microsoft Teams, Slack Huddles, Webex, BlueJeans, HubSpot, Salesforce, Slack, Notion, Linear, monday.com, Zapier, and email.

Q: What file formats does CircleBack AI support? A: CircleBack supports recording directly from virtual meeting platforms and in-person via mobile/laptop. It can also import audio/video files, but specific supported import/export file formats are not explicitly detailed.

Q: Is my data secure with CircleBack AI? A: Yes, CircleBack AI prioritizes data security and is SOC 2 Type II, HIPAA, and EU-U.S. Data Privacy Framework certified. Your data is encrypted in transit and at rest, and meetings are private by default. You also have options for auto-deletion policies.

Technical Questions

Q: What devices/browsers work with CircleBack AI? A: CircleBack AI works as a web app, a desktop application for macOS and Windows, and a mobile app for iOS (with Android support for in-person recording). It integrates with major virtual meeting platforms. Browser compatibility for the web app generally extends to modern browsers.

Q: Do I need to download anything to use CircleBack AI? A: For web-based functionality, no download is needed. However, desktop and mobile apps are available to enhance functionality, such as quick access and in-person recording.

Q: What if I need help getting started? A: CircleBack offers email support (support@circleback.ai). For Enterprise plans, priority support and onboarding assistance are provided.

Final Verdict

Overall Score: 8.5/10

Recommended for:

Sales and customer success teams who need to meticulously track interactions and automate CRM updates.
Project managers and collaborative teams requiring clear action item assignments and streamlined post-meeting workflows.
Professionals and organizations prioritizing robust data security and compliance (SOC 2, HIPAA, EU-U.S. DPF).
Users who frequently engage in multilingual meetings and require highly accurate transcriptions.

Not recommended for:

Users or small teams strictly seeking a free-forever AI meeting notes solution, as CircleBack only offers a trial.
Those who require the ability to edit meeting transcripts directly, as this feature is currently limited.

Bottom Line: CircleBack AI is a powerful and highly capable AI meeting assistant that goes beyond simple transcription. Its strength lies in transforming meeting conversations into structured, actionable insights, coupled with strong automation features and top-tier security. While it may not be the cheapest option or offer a free tier, its accuracy, integrations, and AI-powered search make it a valuable investment for professionals and teams looking to significantly boost their meeting productivity and ensure accountability.

Last Reviewed: September 7, 2025

Reviewer: Toolitor Analyst Have you used this tool? Share your experience in the comments below

This review is based on publicly available information and verified user feedback. Pricing and features may change - always check the official website for the most current information.