One Hundred Nights
    Back to Administrative Tools
    🦦
    Administrative & Operations

    Otter.ai For Non Profits: AI Meeting Notes Otter.ai Transcription

    Spending 2-3 hours after every board meeting frantically typing up notes from memory while trying to remember who said what? Otter.ai automatically transcribes your meetings—board sessions, staff calls, stakeholder interviews, volunteer trainings—creating searchable, shareable notes that capture every word, so your Executive Director can focus on the conversation instead of their laptop.

    Visit Otter.aiGet Implementation Help

    What It Does (The Problem It Solves)

    Ever finish a two-hour board meeting and realize nobody took comprehensive notes? Or worse—someone did take notes, but now they have to spend another 90 minutes typing them up, and half the nuance is already lost? For nonprofits juggling meetings with board members, funders, program staff, volunteers, and community stakeholders, meeting documentation is both critical and time-consuming.

    Otter.ai eliminates manual note-taking by using AI to automatically transcribe spoken conversations in real-time. Whether you're in a virtual Zoom board meeting, an in-person strategic planning session, a phone call with a major donor, or a community focus group, Otter captures everything—creating accurate, searchable, shareable transcripts that your team can reference for months to come.

    The platform goes beyond basic transcription to provide intelligent features nonprofits actually need:

    • Real-Time Transcription: Watch words appear on screen as people speak during meetings, helping you follow along even when audio drops or accents are challenging
    • Speaker Identification: Automatically labels who said what, critical for board governance when you need to attribute decisions and action items to specific people
    • Smart Search: Find any topic, decision, or action item in seconds by searching across all your meeting transcripts—no more scrolling through endless documents
    • AI Summary & Action Items: Get automatic meeting summaries and extracted action items, perfect for busy board members who missed the call or need a quick refresher
    • Collaboration Features: Team members can highlight key moments, add comments, assign action items, and share specific clips—turning passive transcripts into collaborative meeting records

    The result? Your team reclaims 3-5 hours per week previously spent on manual note-taking and typing up minutes. Board secretaries can participate fully in discussions instead of frantically typing. Program managers can focus on stakeholder conversations instead of scribbling notes. And everyone can search meeting history to settle "who agreed to what" questions instantly.

    Otter.ai works for virtual meetings (Zoom, Google Meet, Microsoft Teams), in-person conversations (via mobile app), and phone calls—covering every meeting format nonprofits use. The free tier provides 300 minutes per month (about 5 hours), making it accessible even for all-volunteer organizations with tight budgets.

    Best For

    Organization Size

    Nonprofits of any size—from grassroots volunteer groups to mid-sized organizations with 50+ staff. The free tier works well for small nonprofits with 2-5 regular meetings per month, while growing organizations benefit from team plans with centralized management.

    • Sweet spot: Organizations with 5-20 staff holding regular board meetings, team check-ins, and stakeholder consultations
    • Also works for: Solo Executive Directors managing multiple donor and partner conversations; large nonprofits needing centralized meeting documentation across departments

    Best Use Cases

    • Board Meetings & Governance: Create official meeting minutes with accurate attribution of votes, decisions, and action items—critical for governance documentation and compliance
    • Donor & Funder Conversations: Capture detailed notes from donor meetings, grant interviews, and funder site visits without making donors uncomfortable with excessive note-taking
    • Stakeholder Consultations: Document community feedback sessions, program participant interviews, and partner planning meetings to ensure community voices are accurately captured
    • Staff Meetings & Training: Record team planning sessions, volunteer training, and staff professional development so team members can revisit key learnings and decisions
    • Research & Evaluation: Transcribe qualitative research interviews, focus groups, and program evaluation sessions for accurate data analysis without manual transcription costs

    Ideal For

    Executive Directors, Board Secretaries, Operations Managers, Program Coordinators, and Development Staff who need accurate meeting documentation without dedicating hours to manual note-taking and typing up minutes.

    Key Features for Nonprofits

    Automatic Meeting Transcription

    Record and transcribe meetings in real-time with 85-95% accuracy, capturing every word spoken without manual note-taking.

    • Integrates with Zoom, Google Meet, and Microsoft Teams to automatically join and record scheduled meetings
    • Mobile app records in-person meetings, phone calls, and on-the-go conversations
    • Upload pre-recorded audio or video files for transcription when you can't record live
    • Live transcription displays on screen during meetings, helping team members follow along even with poor audio quality

    Speaker Identification

    Automatically labels who said what, essential for board governance and accountability in multi-person discussions.

    • AI recognizes different voices and assigns speaker labels automatically
    • Rename generic "Speaker 1" labels to actual names for clear attribution in board minutes
    • System learns voices over time, improving accuracy for recurring participants
    • Search conversations by specific speakers—find all comments from your board chair or specific stakeholder

    Advanced Search & Discovery

    Search across all meeting transcripts to find specific topics, decisions, or quotes in seconds—no more digging through months of meeting notes.

    • Keyword search across entire transcript library to find when specific topics were discussed
    • Click on any search result to jump directly to that moment in the recording and transcript
    • Filter by date range, speaker, or meeting to narrow down results
    • Use search to settle "what did we decide?" questions instantly instead of reading through entire meeting records

    AI-Generated Summaries & Action Items

    Automatically extract meeting summaries, key decisions, and action items—perfect for busy board members who need quick recaps.

    • AI generates concise summaries highlighting main topics and decisions from hour-long meetings
    • Automatically identifies action items and to-dos mentioned during conversations
    • Create custom summaries by asking Otter AI questions about the transcript ("What did we decide about the fundraising event?")
    • Export summaries and action items to share with team members who missed the meeting

    Collaboration & Sharing

    Turn static transcripts into collaborative documents where team members can highlight, comment, and share specific sections.

    • Highlight important quotes and add comments for team discussion
    • Assign action items to specific team members directly within the transcript
    • Share transcripts with view-only or edit permissions to control who can modify content
    • Create shareable clips of specific moments to reference in emails or reports

    Export & Integration Options

    Export transcripts and integrate with productivity tools to fit seamlessly into existing nonprofit workflows.

    • Export transcripts as TXT, DOCX, PDF, or SRT (subtitle files) for board minutes and documentation
    • Integration with Zoom, Google Meet, Microsoft Teams, and Google Calendar
    • Connect to Slack, Salesforce, Dropbox, and other productivity tools via Zapier
    • API access (Business plan) for custom integrations with nonprofit databases

    Real-World Nonprofit Use Case

    A youth mentoring nonprofit with a 9-member board was struggling with meeting documentation. Their board secretary—a volunteer with a full-time job—spent 2-3 hours after each monthly board meeting typing up minutes from handwritten notes. Frequently, she couldn't remember exact wording of motions or who made specific comments, leading to incomplete records and occasional disputes about what was actually decided.

    The Executive Director also conducted 5-10 stakeholder conversations per week—donor check-ins, partner meetings, community consultations—but could never take comprehensive notes while remaining engaged in the conversation. Critical details were lost, and follow-up suffered because action items were forgotten.

    After implementing Otter.ai on the free plan, the transformation was immediate:

    • Board secretary's time dropped from 3 hours to 30 minutes—she now reviews the AI-generated transcript and summary instead of typing everything from scratch
    • Board minutes became more accurate and detailed, capturing exact quotes for motions and votes, eliminating disputes about what was decided
    • The ED could focus on donor conversations instead of note-taking, resulting in stronger relationship building and better follow-through
    • Stakeholder quotes were captured verbatim for grant applications and reports, adding authenticity to funder communications
    • New board members could search past meeting transcripts to understand context and history instead of reading through months of traditional minutes

    The most unexpected benefit? When a funder asked, "What did community members say about the program during your focus group last month?", the program manager simply searched Otter transcripts for "community" and "program feedback," finding exact quotes within seconds. This level of responsiveness impressed the funder and demonstrated the organization's commitment to community voice.

    After six months, the organization upgraded to the Pro plan ($16.99/month) to get more monthly minutes and AI summaries. The board secretary calculated that even at $200/year, Otter saved her 100+ hours annually—time she could redirect to actual program work instead of administrative documentation.

    Pricing

    Free

    $0/month

    • 300 monthly transcription minutes (~5 hours)
    • 30 minutes per conversation limit
    • Real-time transcription
    • Automated speaker identification
    • Search transcripts
    • Export transcripts

    Best for: Small nonprofits with 4-5 meetings per month

    ProPopular

    $16.99/month

    • 1,200 monthly minutes (~20 hours)
    • 90 minutes per conversation
    • Everything in Free, plus:
    • AI-generated summaries
    • Advanced search & export
    • Custom vocabulary (nonprofit terms)
    • Track action items

    Best for: Individual staff managing multiple meetings weekly

    Business

    $30/user/month

    • 6,000 monthly minutes per user (~100 hours)
    • 4 hours per conversation
    • Everything in Pro, plus:
    • Team collaboration workspace
    • Centralized admin controls
    • Priority customer support
    • API access for integrations

    Best for: Organizations with teams needing shared access

    Nonprofit Discounts & Special Offers

    Otter.ai does not currently offer nonprofit-specific pricing or discounts. However, the generous free tier (300 minutes/month) makes it accessible for many small nonprofits. Organizations that need more capacity should evaluate:

    • Free tier sufficiency: 300 minutes = about 5 hours of meetings per month, sufficient for monthly board meetings plus a few staff calls
    • Pro plan value: At $16.99/month ($203.88/year), you get 1,200 minutes and AI summaries—often cheaper than paying someone to transcribe manually
    • Team plan efficiency: Business plan at $30/user/month provides shared workspace and admin controls valuable for multi-person teams

    Cost-Benefit Calculation:

    If a staff member or volunteer spends 3 hours per month manually typing meeting notes, and their time is valued at $25/hour, that's $75/month ($900/year) in opportunity cost. Otter Pro at $16.99/month ($203.88/year) saves $696 annually while providing better documentation quality.

    *Pricing information is subject to change. Please verify current pricing directly with Otter.ai.

    Learning Curve

    Beginner-Friendly

    Extremely simple to use; 15-30 minutes to get started

    Time to First Value:

    • Initial setup: 5-10 minutes to create account and connect calendar or video conferencing
    • First transcription: Immediate—record your next meeting and see results in real-time
    • Full proficiency: 2-3 uses (within first week) to understand search, highlights, and export features
    • Advanced features: 1-2 hours to master collaboration, custom vocabulary, and integrations

    Technical Requirements:

    • Minimal technical skills—if you can use email and join Zoom calls, you can use Otter.ai
    • No software installation required (web-based); optional mobile apps for iOS and Android
    • Good internet connection needed for real-time transcription
    • No coding or database skills required

    Support Available:

    • Extensive Help Center with video tutorials and step-by-step guides
    • Email support for all users (free and paid)
    • Priority support for Business plan subscribers
    • Active user community and forums for tips and best practices

    Quick Win Tip:

    Use Otter.ai on your phone to record your very next in-person meeting or phone call. You'll immediately see how accurate the transcription is and how much easier it is to stay present in conversations when you're not frantically taking notes. Most people become believers after a single use.

    Common Pitfall:

    Don't expect 100% accuracy on first use, especially with specialized nonprofit terminology, heavy accents, or poor audio quality. Otter.ai's accuracy improves dramatically when you teach it custom vocabulary (program names, funder names, key terminology). Spend 10 minutes adding your organization's common terms to the custom vocabulary list—this single step can boost accuracy from 85% to 95%+ for your specific context.

    Integration & Compatibility

    Connects With:

    Video Conferencing:

    Zoom (native integration), Google Meet (native integration), Microsoft Teams (native integration), Webex

    Calendar & Productivity:

    Google Calendar (auto-join scheduled meetings), Microsoft Outlook Calendar, Slack (share transcripts), Dropbox (save recordings)

    CRM & Project Management:

    Salesforce (via Zapier), HubSpot (via Zapier), Notion (export transcripts), Trello, Asana

    Developer Tools:

    API access (Business plan) for custom integrations, Zapier for connecting to 5,000+ apps

    Platform Availability:

    • Web-based: Fully accessible from any modern browser (Chrome, Firefox, Safari, Edge)—no software installation required
    • Mobile apps: iOS (iPhone/iPad) and Android apps for recording in-person meetings, phone calls, and on-the-go interviews
    • Desktop: Chrome extension available for browser-based meeting recording
    • Offline capability: Mobile app can record locally when offline, then uploads and transcribes when connection restored

    Data Portability & Security:

    • Export transcripts in multiple formats: TXT, DOCX, PDF, SRT (subtitles), VTT
    • Download original audio/video recordings
    • Share transcripts publicly or privately with permission controls
    • SOC 2 Type II certified for data security
    • Data encrypted in transit (TLS) and at rest (AES-256)
    • GDPR and CCPA compliant
    • You own your data; can delete conversations anytime

    Pros & Cons

    Pros

    • Generous free tier: 300 minutes/month makes it accessible for small nonprofits and allows thorough testing before committing to paid plans
    • Extremely easy to use: Literally "press record"—no complex setup, training, or technical knowledge required
    • Works for all meeting types: Virtual (Zoom, Meet, Teams), in-person (mobile app), and phone calls—covers every scenario nonprofits encounter
    • Excellent search functionality: Find specific topics, quotes, or decisions across months of meetings in seconds
    • Real-time transcription: See words appear as people speak, helpful for accessibility and following along during meetings
    • Collaboration features: Team members can highlight, comment, and share specific portions of transcripts

    Cons

    • Accuracy varies with audio quality: Clear audio = 90-95% accuracy; poor audio, heavy accents, or overlapping speakers = 70-85% accuracy requiring manual correction
    • Struggles with specialized terminology: Nonprofit jargon, program names, and funder names often require custom vocabulary training for accurate transcription
    • Free tier limitations: 30-minute-per-conversation limit on free plan means long board meetings require paid upgrade or splitting into segments
    • No nonprofit discount: Unlike some tools, Otter.ai doesn't offer reduced pricing for 501(c)(3) organizations
    • Data privacy considerations: Conversations are processed on Otter's servers; not suitable for highly confidential discussions without organizational policy review

    Alternatives to Consider

    If Otter.ai doesn't feel like the right fit, consider:

    Tactiq

    Browser extension for Google Meet, Zoom, and Teams transcription

    Simpler than Otter with lighter-weight Chrome extension approach. Free tier allows 10 transcripts per month. More limited features but easier setup. Best if you primarily use Google Meet and want a dead-simple solution without mobile app needs.

    View Tactiq

    Fireflies.ai

    Meeting assistant with strong CRM and project management integrations

    More powerful integrations with Salesforce, HubSpot, and project management tools. Unlimited storage on free plan but fewer free monthly minutes (800 vs. Otter's 300). Better for organizations heavily invested in CRM workflows. Best if you need deep Salesforce or HubSpot integration and want meeting notes automatically logged to contact records.

    View Fireflies.ai

    Microsoft Teams Transcription (Built-in)

    Native transcription within Microsoft Teams

    If your nonprofit already uses Microsoft 365, Teams includes basic transcription at no additional cost. Less accurate than Otter and limited to Teams meetings only, but zero additional expense. Best if you exclusively use Teams and want to avoid adding another tool to your tech stack.

    Why you might choose Otter.ai instead:

    Best combination of generous free tier, ease of use, and flexibility across meeting formats. Otter works for virtual meetings, in-person conversations, and phone calls through excellent mobile apps—covering every scenario nonprofits encounter. The search functionality is superior to alternatives, and real-time transcription makes it valuable for accessibility. If you value simplicity, versatility, and a truly usable free tier over deep CRM integration or enterprise features, Otter is the best choice.

    Getting Started

    Your First 24 Hours with Otter.ai

    Step 1: Sign Up and Set Permissions (10 minutes)

    Create a free account and configure basic settings:

    • Visit otter.ai and sign up with your work email (Google or Microsoft login recommended)
    • Connect your calendar (Google Calendar or Outlook) to enable auto-join for scheduled meetings
    • Configure which meetings Otter should automatically join (all meetings, or specific keywords only)
    • Download mobile app (iOS or Android) if you'll be recording in-person meetings

    Pro tip: Set Otter to only join meetings with specific keywords in the title (like "Board Meeting" or "Staff Call") to avoid transcribing personal or irrelevant calls.

    Step 2: Record Your First Meeting (Immediate)

    Test Otter with a low-stakes conversation:

    • Use the mobile app to record a casual staff conversation or team check-in (10-15 minutes)
    • Or, have Otter join your next Zoom/Meet call to see how it handles virtual meetings
    • Watch the real-time transcription appear as people speak
    • After the meeting, review the transcript for accuracy and familiarize yourself with the interface

    Pro tip: Don't start with your most important board meeting. Test Otter on a casual team call first to understand accuracy levels and interface before relying on it for official governance documentation.

    Step 3: Add Custom Vocabulary (15 minutes)

    Improve accuracy by teaching Otter your nonprofit's terminology:

    • Go to Settings → Vocabulary and add common terms Otter might mishear
    • Include program names, staff names, funder names, and nonprofit jargon specific to your work
    • Add acronyms your organization uses frequently (M&E, LOI, RFP, etc.)
    • Save and test—accuracy should improve noticeably on subsequent recordings

    Pro tip: Review your first test transcript and note every term Otter got wrong. Add all of them to custom vocabulary at once. This 15-minute investment can boost accuracy from 85% to 95%+ for your specific context.

    Step 4: Use It for Real (Ongoing)

    Integrate Otter into regular meeting workflow:

    • Have Otter transcribe your next board meeting or important stakeholder conversation
    • Edit speaker names to match actual participants (rename "Speaker 1" to "Board Chair")
    • Use highlights and comments to mark key decisions and action items
    • Export the transcript as DOCX or PDF for official meeting minutes
    • Share transcript link with meeting participants for reference

    Pro tip: Inform meeting participants that Otter will be recording and transcribing. Some people appreciate the transparency, and it's often legally required depending on your location. Add a standard notice to meeting agendas: "This meeting will be recorded and transcribed using Otter.ai for accurate documentation."

    Quick Win: Your First 15 Minutes

    Want to see immediate value without any setup complexity? Try this:

    1. Download the Otter.ai mobile app on your phone (5 minutes)
    2. Open the app and press the big red "Record" button during your very next phone call or in-person conversation (even just a 5-minute team check-in)
    3. Watch as Otter transcribes the conversation in real-time on your screen
    4. After the call, review the transcript and notice how much you captured that you would have forgotten otherwise

    What you'll learn: Whether Otter's accuracy is good enough for your needs, how much time you could save on note-taking, and whether real-time transcription helps you stay more present in conversations.

    Time invested: 15 minutes total
    Potential value: Reclaim 2-5 hours per week currently spent on manual note-taking

    🤝 Need Implementation Support?

    While Otter.ai is straightforward to use, integrating it into your board governance workflow, training staff, and establishing best practices for data privacy requires thoughtful planning. If you'd like expert guidance setting up meeting documentation systems that actually get used, we're here to help.

    One Hundred Nights offers implementation support including workflow design, staff training, governance policy templates, and integration with your existing nonprofit systems.

    Contact Us to Learn More →

    Resources

    Official Resources

    Related One Hundred Nights Content

    Frequently Asked Questions

    Is Otter.ai free for nonprofits?

    Otter.ai offers a robust free tier with 300 monthly transcription minutes (about 5 hours) and 30 minutes per conversation. There's no specific nonprofit discount, but the free tier is sufficient for many small nonprofits. Paid plans start at $16.99/month for individuals or $20/user/month for teams, with 1,200 monthly minutes.

    How accurate is Otter.ai's transcription?

    Otter.ai delivers 85-95% accuracy for clear English audio with minimal background noise. Accuracy improves when speakers have standard accents and speak clearly. The AI learns from your corrections and gets better over time. For specialized terminology or heavy accents, expect to spend 5-10 minutes editing a one-hour transcript.

    Does Otter.ai work with Zoom, Teams, and Google Meet?

    Yes, Otter.ai integrates directly with Zoom, Google Meet, and Microsoft Teams. You can have Otter.ai join meetings automatically to record and transcribe, or sync your calendar so it only joins specific meetings. It also works as a mobile app for in-person meetings or phone calls.

    Can multiple people access and edit transcripts?

    Yes. Team plans allow multiple users to collaborate on transcripts, add comments, highlight key moments, and share notes. You can control who has view-only vs. edit access. The Business plan includes centralized team management and admin controls for nonprofit organizations with multiple staff.

    What's the difference between Otter.ai and Tactiq or Fireflies.ai?

    Otter.ai offers the most generous free tier (300 minutes/month) and best mobile app for in-person meetings. Tactiq is simpler but more limited (10 transcripts/month free). Fireflies.ai has stronger CRM integrations and unlimited storage. Choose Otter.ai if you need flexibility across virtual and in-person meetings, excellent search features, and a strong free tier.

    Is Otter.ai secure enough for confidential board meetings?

    Yes. Otter.ai is SOC 2 Type II certified, encrypts data in transit and at rest, and offers private sharing controls. However, data is processed on Otter's servers, so review your organization's data policies. For highly sensitive conversations involving protected information (legal, HR, client data), consult your privacy officer before use.

    Ready to Stop Losing Meeting Notes?

    Join thousands of organizations using Otter.ai to capture every word from board meetings, donor conversations, and stakeholder consultations—reclaiming hours of manual note-taking while creating searchable, shareable meeting records. Start with 300 free minutes per month.

    Start Free TrialGet Implementation Support