Circleback

Circleback is a meeting-capture and follow-up service for people who need searchable records as well as notes and assigned actions. It suits teams that want to record both online and in-person conversations, though the Free plan’s short history window makes it a limited long-term archive.

Overview

Circleback offers several ways to get a conversation into its archive: a bot can join supported online meetings, desktop and mobile apps can record locally, and users can upload audio or video. Local recording is useful when a bot is not the right fit, while mobile capture extends the workflow to in-person meetings. Supported meeting platforms include Zoom, Google Meet, Microsoft Teams, Webex, Discord, and RingCentral.

Circleback produces AI notes and summaries, labels speakers by name, and automatically captures, assigns, and organizes action items. Ask Circleback and email viewing and drafting add follow-up tools, while searchable transcripts and recordings make earlier discussions easier to retrieve. It supports 110 transcription languages and calendar integrations.

Key features

Capture choices: Use a bot for supported online meetings, record locally on desktop or mobile, or upload a recording. That range is more accommodating than a bot-only workflow, especially for in-person conversations.

Meeting follow-through: Automatic speaker identification and action-item assignment reduce the work of turning a transcript into accountable next steps. These features are most useful when meetings generate tasks that need owners, not just a written recap.

Connected workflows: Integrations include Google Calendar, Gmail, Outlook, Slack, Notion, Linear, HubSpot, Salesforce, Attio, Asana, PostHog, Ashby, Intercom, Zoho, Monday, Zapier, and Make. API, MCP, CLI, and webhook access also give technical teams ways to connect or automate beyond the named apps.

Privacy and compliance: Circleback says it is SOC 2 Type II and EU-U.S. Data Privacy Framework-certified, encrypts data at rest and in transit, and does not use customer data to train models. HIPAA compliance is included with Enterprise, making that plan the relevant option for organizations that need it.

Pricing

Circleback is freemium. Free costs nothing and includes AI meeting notes, action items, online and in-person meetings, automatic tagging and sharing, limited automations, and unlimited meetings. It caps history at 30 days and teams at two. That is a usable starting point for individuals or small groups, but the history limit constrains its value as a reference archive.

Pro costs $15 a month, billed $15/user/month. It adds unlimited meeting history, one year of recording storage, all integrations, custom AI insights, and five teams. This is the clearest fit for people who need a persistent searchable record or the full integration set; it is still capped at five teams and does not include the longer retention and administration controls of higher tiers.

Business costs $25 a month, billed $25/user/month. It includes Pro, admin and member roles, unlimited free viewers, custom retention, settings controls, a usage dashboard, two years of recording storage, and unlimited teams. The per-user price is easier to justify for organizations that need governance or broad read-only sharing than for a small team that only wants better notes.

Enterprise costs $35 a month, billed $35/user/month, with volume pricing. It adds SAML/OIDC SSO, SCIM, invoice or PO billing, unlimited recording storage, priority support, and HIPAA compliance. Its higher price is aimed at organizations with procurement, identity-management, retention, or compliance requirements rather than teams simply seeking longer history.

A free trial is available. The stated paid prices are monthly amounts; the entry pricing note also gives a paid starting rate of $15/user/mo (annual).

Platforms

Circleback supports web, Windows, macOS, iOS, Android, and API access, and offers desktop, mobile, and Apple Watch apps. Desktop and mobile recording can capture without a bot, and the mobile apps support on-the-go and in-person meetings. This breadth suits users moving between a computer and a phone; the listed platform set does not include Linux.

Who it's for

Circleback is a strong match for teams that want meeting notes and action tracking in one searchable workflow, especially when meetings happen across multiple conferencing services or in person. Free can serve a small team with modest retention needs. Pro suits users who need integrations and an enduring history; Business and Enterprise make more sense when administration, retention, identity controls, or HIPAA compliance are requirements. It is less compelling for a team that only needs occasional transcripts and does not need the assistant or follow-up workflow.

Pros and cons

Pro: Bot, local, mobile, and upload capture options support different meeting settings rather than requiring one recording method.

Pro: Speaker labels, searchable records, and assigned action items connect meeting capture to follow-through.

Pro: API, MCP, CLI, webhooks, and a broad integration set give technical and operations teams multiple routes into existing workflows.

Con: Free history lasts only 30 days, so ongoing reference use pushes users toward a paid plan.

Con: Free automations are limited and the plan stops at two teams; Pro raises that to five, while unlimited teams require Business.

Con: Recording retention is tiered: one year on Pro, two on Business, and unlimited only on Enterprise.

Alternatives

If Circleback’s feature set is not the right fit, consider Fellow when a free start with five lifetime AI notes per user is enough. Choose Grain if its free tier’s one Notetaker seat, 45-minute meetings, and 20 bot-recorded meetings for personal email users fit your volume. Notta is a candidate for a free single-seat allowance of 120 transcription minutes per month. Laxis offers a free 300 transcription minutes per month, 30 days of conversation history, and a 45-minute recording maximum. MeetGeek may fit users who can work within three transcription hours per month and three months of transcript storage on its free tier. Mem Agent is another freemium option. Read AI offers a free plan with five meetings per month and support for 20+ languages. Colibri.ai has a free tier with one user, five transcription hours per month, and a 40-minute recording limit.

For broader category comparisons, browse Meeting Intelligence Software, Meeting Transcription Software, Meeting Notes Software, and AI Meeting Assistants.

Verdict

Choose Circleback if you want flexible meeting capture paired with searchable transcripts, named speakers, and action-item ownership. Its strongest case is the continuity from recording to follow-up across online and in-person meetings. Look elsewhere if occasional transcription is all you need, or if the Free plan’s 30-day history and limited automations are too restrictive and the paid storage tiers do not fit your budget.