Fellow AI Note Taker: Complete Workspace Customization Guide 2024

Introduction

Fellow's AI Note Taker transforms how organizations capture and manage meeting intelligence through comprehensive customization options. This powerful tool adapts to your specific workflow requirements while maintaining enterprise-grade security and privacy standards. From automated transcription to branded bot interactions, Fellow provides the flexibility needed for modern hybrid work environments. Understanding these customization capabilities ensures you maximize productivity while maintaining control over your meeting data.

Understanding Note Taker & AI Customization

Fellow's platform delivers sophisticated tools to tailor the AI experience according to your organization's unique operational requirements. The Note Taker & AI settings serve as the central configuration hub where you define how artificial intelligence integrates with your meeting workflows. These settings strike a careful balance between cutting-edge functionality and robust data protection measures. Organizations implementing AI workflows benefit significantly from these customization options, particularly when navigating complex security and privacy compliance requirements. This workspace enables granular control over AI-powered features, transcription accuracy, and bot behavior customization.

Key advantages of customizing these settings include enhanced security protocols that align with your organization's specific protection needs, consistent brand representation across all meeting interactions, and workflow optimization that ensures AI features complement rather than disrupt existing processes. For teams using various note-taking applications, Fellow's customization options provide a unified approach to meeting documentation.

Enabling AI Features for Workspace Integration

The Artificial Intelligence feature toggle functions as the master control for all AI capabilities within your Fellow workspace environment. When activated, this setting unlocks automated recording, transcription, and summarization functionalities that transform meeting documentation. Organizations can confidently enable these features knowing that Fellow processes meeting data through LLM providers without data retention concerns, as these providers maintain strict no-storage policies for user information.

The AI-powered Note Taker automatically performs several critical functions: joining scheduled meetings to capture comprehensive notes, creating verbatim transcripts of conversations with speaker identification, and generating intelligent summaries highlighting key discussion points and action items. These capabilities provide teams with immediate access to searchable transcripts, executive summaries, and advanced features like contextual search through Ask Fellow. This level of automation represents a significant advancement in AI agent technology for workplace productivity.

Voice Matching for Hybrid Meetings

Fellow's voice matching capability addresses the unique challenges of hybrid meeting environments where participants join from various locations and devices. This optional AI feature collects voice samples to accurately associate speakers with their contributions in meeting transcripts. The technology significantly improves transcript clarity and attribution accuracy, making meeting records substantially more useful for reference and follow-up. Organizations concerned about voice data collection can disable this feature while still benefiting from other AI functionalities.

Meeting Recording Auto-Deletion

Fellow's auto-deletion settings provide organizations with sophisticated control over data retention policies. Administrators can schedule automatic removal of meeting recordings and transcripts after predetermined periods, addressing compliance requirements and reducing storage of sensitive information. This feature proves particularly valuable for organizations operating under regulatory frameworks like GDPR or HIPAA that mandate specific data handling protocols.

Key benefits of implementing meeting recording auto-deletion include regulatory compliance adherence that meets industry-specific data handling standards, storage optimization that eliminates unnecessary data accumulation, and policy alignment that ensures consistent application of internal privacy protocols. Configuration involves setting specific timeframes after which recordings and transcripts automatically purge from the system, with all data becoming permanently unrecoverable upon deletion.

Configuring Auto-Deletion Settings

Workspace administrators follow a straightforward process to implement auto-deletion protocols. First, access the configuration section within workspace settings to establish deletion parameters. Next, schedule automatic removal by specifying the number of days after creation when recordings and transcripts should delete. Finally, decide whether AI-generated summaries should delete alongside recordings or remain accessible as high-level meeting insights. This flexibility allows organizations to balance data minimization with knowledge retention needs.

Tracker Management

Fellow's tracker management system provides organizational oversight for analytics features that detect and surface recurring phrases and concepts across meetings. These trackers help identify patterns and themes in team conversations, offering macro-level insights particularly valuable for large organizations with numerous recurring meetings. Sales leaders, for example, might create trackers for common objections, contract renewal discussions, competitor mentions, or pricing concerns that frequently arise in customer conversations.

Administration options include permitting all users to create trackers or restricting management privileges to administrators only. Choosing administrator-only management helps prevent duplicate trackers and ensures alignment with strategic business objectives. This level of meeting analytics integrates well with broader collaboration tool ecosystems that organizations already utilize.

Custom Vocabulary for Transcription

The custom vocabulary setting significantly enhances Fellow's transcription and summarization accuracy by teaching the system organization-specific terminology. Adding acronyms, industry-specific terms, product names, and technical jargon ensures these elements appear correctly in transcripts and summaries. This feature proves particularly valuable for organizations with specialized terminology that standard transcription services might misinterpret. Regular maintenance of the custom vocabulary list ensures ongoing accuracy as organizational language evolves.

Note Taker Customization Settings

Fellow's note taker customization options allow organizations to control how the AI note taker presents itself during meetings. These branding elements help create a cohesive experience that aligns with company identity while maintaining transparency about AI participation. Key customization components include the avatar display using company logos, adjustable display names that identify the bot clearly, and configurable initial chat messages that explain the recording process to participants.

This level of customization ensures the AI note taker integrates seamlessly into your organization's meeting culture while providing clear communication about its role and capabilities. For teams utilizing multiple conversational AI tools, Fellow's customization options ensure consistent branding across platforms.

Mastering AI Customization in Fellow: A Comprehensive Guide

Implementing Fellow's AI Note Taker requires careful configuration to match organizational needs. Begin by accessing Workspace Settings in your Fellow dashboard, then navigate to the dedicated Note Taker & AI section. Enable the master AI Features toggle to activate core functionalities, then selectively activate Note Taker and Voice Matching based on your requirements. Configure Meeting Recording Auto-Deletion by setting appropriate retention periods that balance compliance needs with practical reference requirements. Finally, populate the Custom Vocabulary section with organization-specific terms to optimize transcription accuracy from the outset.

Pros and Cons

Advantages

• Streamlines note-taking process with automated capture
• Provides clear documentation for hybrid meeting formats
• Offers granular control over data retention policies
• Enables brand consistency across meeting interactions
• Enhances team productivity through AI summarization
• Improves meeting follow-up with searchable transcripts
• Supports compliance with automated data management

Disadvantages

• Requires careful initial configuration for complex needs
• Custom vocabulary maintenance demands ongoing attention
• Dependent on stable internet connectivity for cloud processing
• AI accuracy depends on proper term training and setup
• Voice matching optional but necessary for best results

Conclusion

Fellow's AI Note Taker delivers powerful meeting intelligence capabilities through extensive customization options that adapt to organizational requirements. The platform successfully balances advanced AI functionality with essential security and privacy controls, making it suitable for enterprises with strict compliance needs. By leveraging features like auto-deletion schedules, custom vocabulary, and branded bot presentation, organizations can create a tailored meeting documentation system that enhances productivity while maintaining data governance standards. As workplace collaboration continues evolving, Fellow's flexible AI customization ensures teams can capture meeting value effectively regardless of their specific operational context or industry requirements.