Best Meeting Management Software in 2026
The ClickUp Learn Hub is maintained by ClickUp. Some tools reviewed may compete with ClickUp products. We strive for accuracy and fairness in all evaluations. Our methodology and scoring criteria are disclosed on each page.
We tested 15 meeting management tools across four criteria: agenda creation, note taking quality, action item tracking, and integration with calendars and project management platforms. The 9 tools below are the ones that genuinely improve how meetings run rather than just adding another app to your stack.
ClickUp (our sponsor) is included where it competes on meeting management features. When it does not, we say so.
Top Picks at a Glance
| # | Tool | Best For | Pricing | Rating |
|---|---|---|---|---|
| 1 | Fellow | Teams that want a dedicated meeting platform covering agendas, notes, and action items across the full meeting lifecycle | Free (up to 10 users) | Pro $7/user/mo | Business $10/user/mo | 9.0/10 |
| 2 | Otter | Teams that need accurate AI transcription and searchable meeting records rather than structured agenda management | Free (300 min/mo) | Pro $16.99/user/mo | Business $30/user/mo | 8.5/10 |
| 3 | Fireflies | Teams that want AI meeting analytics (talk time, sentiment, topics) alongside transcription and summarization | Free (limited) | Pro $18/user/mo | Business $29/user/mo | 8.2/10 |
Each tool was evaluated against four weighted criteria:
Agenda and Preparation (30%): Can you create, share, and templatize agendas before meetings? Does the tool support recurring agendas for standing meetings?
Note Taking and Transcription (25%): How well does the tool capture meeting content, whether through manual collaborative notes, AI transcription, or both?
Action Item Tracking (25%): Can action items be created during the meeting and tracked to completion? Do they sync with your task management tool?
Integration Depth (20%): Does the tool connect with your calendar (Google Calendar, Outlook), video platform (Zoom, Teams, Meet), and project management system (ClickUp, Asana, Jira)?
Fellow
Free (up to 10 users) | Pro $7/user/mo | Business $10/user/moFellow is the most complete meeting management platform available. It covers the full meeting lifecycle: collaborative agendas before, real time notes during, and action item tracking after. The AI Meeting Copilot joins calls automatically, transcribes, and generates summaries. Integration with ClickUp, Asana, Jira, and 50+ tools means action items flow directly into your project management workflow. The one on one meeting feature is especially strong, with running documents and talk time analytics.
- Full meeting lifecycle coverage from agenda to action items in one tool
- AI Meeting Copilot transcribes and summarizes without manual effort
- Strong one on one meeting features with running documents and talk analytics
- Requires adoption by the full team to reach its potential
- Can feel like redundant overhead if your PM tool already handles notes
Otter
Free (300 min/mo) | Pro $16.99/user/mo | Business $30/user/moOtter is the best AI transcription tool for meeting notes. It joins Zoom, Google Meet, and Teams calls automatically, produces real time transcripts, and generates summaries with action items. The OtterPilot agent answers questions about past meetings, finds specific quotes, and compiles meeting highlights across multiple calls. For teams that need searchable, accurate transcripts more than structured agendas, Otter is the right choice.
- Industry leading transcription accuracy for English language meetings
- OtterPilot agent answers questions about past meetings conversationally
- Automatic join for Zoom, Google Meet, and Teams without manual setup
- Weaker on structured agendas and pre meeting preparation
- Free tier's 300 minute monthly limit runs out fast for meeting heavy teams
Fireflies
Free (limited) | Pro $18/user/mo | Business $29/user/moFireflies records, transcribes, and analyzes meetings across all major video platforms. The AI generates summaries, action items, and topic breakdowns. Its strength over Otter is the analytics layer: talk time distribution, sentiment analysis, and keyword tracking help managers understand meeting dynamics beyond just content. The AskFred chatbot lets you query across all past meetings.
- Meeting analytics show talk time distribution and sentiment alongside content
- AskFred chatbot queries across all historical meetings conversationally
- Topic and keyword tracking across meetings reveals patterns over time
- No native agenda creation or pre meeting preparation features
- Higher pricing than Otter for comparable transcription features
ClickUp
Free plan available | Unlimited $7/user/mo | Business $12/user/moClickUp handles meeting management through Docs (for agendas and notes), recurring tasks (for standing meeting prep), and one click task creation from documents (for action items). The advantage is that meeting notes, action items, and project tasks all live in the same workspace. No syncing, no copying. The limitation is that ClickUp does not join your calls or transcribe meetings. You need to pair it with a transcription tool like Otter or Fireflies for the in meeting capture layer.
- Meeting notes and action items live in the same workspace as project tasks
- One click task creation from Docs converts meeting decisions into tracked work
- Recurring task templates automate standing agenda preparation
- No native call recording or AI transcription
- Meeting features are part of a broader platform, not a dedicated meeting tool
Hugo
Free | Team $8/user/mo | Enterprise customHugo connects your meeting notes to your CRM, project management, and communication tools. Its strength is the integration layer: notes taken during a customer call automatically update the CRM record, and action items sync to your task manager. For sales and customer success teams that need meeting intelligence flowing into Salesforce, HubSpot, or Slack, Hugo fills a gap that general purpose tools miss.
- CRM integration pushes meeting notes directly into Salesforce and HubSpot records
- Connected note taking keeps customer context centralized rather than scattered
- Less useful for internal team meetings with no CRM integration need
- Transcription features trail Otter and Fireflies in accuracy
Common Questions About Best Meeting Management Software in 2026
What is the best free meeting management tool?
Fellow's free plan supports up to 10 users with collaborative agendas, meeting notes, and action items. Otter's free plan provides 300 minutes of transcription per month. For teams already using a project management platform, ClickUp's free plan includes Docs for agendas and one click task creation for action items. The best free option depends on whether you need structured agendas (Fellow), AI transcription (Otter), or integration with your existing workflow (ClickUp).
Do I need a separate meeting tool if I use a project management platform?
Only if you need AI transcription or call recording. Project management tools like ClickUp, Asana, and Notion handle agendas, notes, and action items well. What they cannot do is join your video call, transcribe the conversation, and generate summaries automatically. If your meetings are well facilitated and notes are taken manually, your PM tool is sufficient. If you want AI to handle the capture layer, add Otter or Fireflies alongside your PM tool.
Which meeting tool is best for one on one meetings?
Fellow is the strongest for one on ones because it supports running documents (a single shared doc that accumulates notes across every meeting), talk time analytics, and private feedback. ClickUp's Docs also work well for running one on one documents, especially if your action items need to live in the same workspace as project tasks.