AI note taker for your phone calls
IBIOS is an AI note taker for calls today: it writes a call report from the recordings your phone provider already makes, with who called, what they wanted and what was agreed, kept on the customer record. It works after the call, not live during it, and it does not join meetings yet.
Coming soon: an AI meeting note taker that joins your video meetings, as part of IBIOS Meet, our own video meeting tool. Join the waitlist and we’ll let you know as soon as it’s ready.
What does the IBIOS AI notetaker do today, and what is coming soon?
The IBIOS AI notetaker works from phone calls your team has already had. Your phone provider records the call as it does now; once the call ends, IBIOS writes the transcript, a call report and a call briefing, and files them on the customer record. For the detail of how reports are built, see Call Intelligence; for the record they land on, see the IBIOS CRM.
| What it does | Status |
|---|---|
| Call reports and call briefings from your phone provider’s recordings | Live |
| Transcripts of those recordings, written after the call | Live |
| CRM sync: the call report lands on the customer record | Live |
| Real-time transcription while the call is still going on | Coming soon |
| A notetaker that joins your video meetings (IBIOS Meet) | Coming soon |
| Action items as a separate list you can assign and tick off | Coming soon |
Each call report says what was agreed on the call. Turning that into a list of action items is coming soon. See how IBIOS compares with AI meeting note takers.
Coming soon: what will the IBIOS meeting note taker include?
- Browser-based video: customers join via link, no app required
- Post-meeting AI summary with action items, attached to the customer or job record
- Searchable meeting history per customer and job
- Meeting templates for sales consultations, supplier reviews, and install handovers
- Recordings handled under UK data protection law, with callers told that calls may be recorded
Features listed above are planned. They are not yet available in IBIOS.Join the waitlist to be notified at launch.
Coming soon: can IBIOS Meet translate calls and support people remotely?
Both are coming soon and are not live yet. Live translation (coming soon) will let each person hear or read the other in their own language, with the translated transcript saved to the customer, supplier, job or quote record. IBIOS Assist remote support (coming soon) will let you see someone’s screen during a call and take control only with their consent, which they can withdraw at any time.
Buying guide
Choosing an AI note taker for calls and meetings: a practical guide for UK businesses
Written by the IBIOS team. IBIOS was built inside a working bathroom showroom in Northern Ireland, where it runs the business day to day. Last updated 18 October 2026.
How do you choose an AI note taker for calls and meetings?
Choose an AI note taker by starting with where your recordings already live, not with the AI. For many small businesses the important conversations happen on the phone, so a note taker that only joins video meetings may miss them. A tool that cannot reach your recordings will never write a single report, however clever its summaries look in a demo. Then decide who reads the reports, and what has to happen after them.
- Where the recordings come from. Your phone provider, your video meeting app, or a phone in someone’s pocket. Check the tool can collect them without staff uploading files by hand.
- What a report must contain. Who called, what they wanted, what was promised and what happens next. A neat paragraph that misses the promise is no use.
- Where the report lands. Against the customer and the job, where the next person to pick up the phone will see it, not in a separate inbox.
- Who sees coaching notes. Coaching is for the person and their manager. Decide who sees which recordings and reports before you switch anything on.
- How people are told about recording. Your callers and your staff should know calls are recorded and why. Sort the wording before the first report is written.
- What is live and what is promised. Ask the supplier to show reports from real recordings, not a prepared sample.
Is IBIOS an AI note taker?
For phone calls, yes; for meetings, not yet. IBIOS takes the recordings your phone provider already makes and writes a plain-English call report: who the caller was, what they asked about and what was agreed. It also prepares call briefings. Coaching insights for the person who took the call are coming soon, not live yet.
IBIOS does not join meetings yet: an AI meeting note taker is coming soon as part of IBIOS Meet, our own video meeting tool, so today the notes come from calls, not from video meetings. IBIOS does not answer your phone yet either; the AI receptionist is coming soon.
Each report is kept on the customer record in the CRM, so the next person to pick up the phone can see what was said and promised. For transcripts and summaries in more detail, see Call Intelligence.
Does IBIOS do real-time transcription, action items and CRM sync?
CRM sync, yes: the call report, call briefing and transcript land on the customer record once the call has been processed. Real-time transcription, where words appear while the call is still going on, is coming soon; today the transcript is written after the call from the recording.
Each report says what was agreed. Action items as a separate list, assigned to a person and ticked off, are coming soon. Until then, you can add the agreed next step as a task on Boards yourself.
Do you need a new phone system to get call reports?
Usually not. Many business phone providers already record calls as part of the service. The useful question is whether the reporting tool can collect those recordings automatically and match each one to the right customer.
If your current provider does not record calls, that is the first thing to fix, and it is a phone decision rather than a software one.
Is it legal to record calls and meetings?
Businesses across the UK, including Northern Ireland, record calls routinely, but data protection law (UK GDPR) expects you to be open about it: tell callers and staff that calls are recorded, why, and how long you keep the recordings. Put it in your privacy notice and, ideally, in a short message at the start of the call.
Keep recordings only as long as you need them, and limit who can listen back. If you are unsure about a specific use, such as recording staff for performance reviews, take advice before you start.
Coaching or surveillance?
Staff accept coaching from recordings when it is used to help them, shared with them first, and not quoted at them in front of colleagues. Agree how coaching notes will be used before the first one is written; it matters more than which tool you choose.
Listening back, a note-taker app, a contact-centre suite or IBIOS?
How the common options tend to work out for a business that sells and services by phone.
| Option | Best for | Watch out for |
|---|---|---|
| Listening back to recordings | Checking a single disputed call. | Nobody has the time to do it routinely, so most recordings are never heard. |
| AI meeting note taker for video calls | Summaries of internal and customer video calls. | Check whether notes reach your customer record and whether phone calls are covered. |
| Contact-centre analytics suite | Large teams with dedicated call-centre managers. | Built for scale and priced and configured for it; heavy for a team of a few people. |
| IBIOS | Call reports and call briefings from the recordings your phone provider already makes, kept with the customer. | Early access by waiting list. Coaching insights, IBIOS Meet (video meetings) and the AI receptionist are coming soon, not live yet. |
What you need in place before you start
- A phone provider that records calls, and access to those recordings.
- A recording notice for callers and an updated privacy notice.
- An agreed retention period for recordings and reports.
- A decision on who may read reports and coaching notes for each member of staff.
- Customer records with up-to-date phone numbers, so calls match to the right person.
What it costs
The software is rarely the expensive part. The cost is in the follow-ups that never happen because nobody wrote down what was promised on the phone, and in coaching that never takes place because no one has time to listen.
Founding prices for waiting-list members are explained on the pricing page. Call reports can be used on their own, without the rest of IBIOS.
Last reviewed October 2026.
What people get wrong
- Switching on recording without telling callers or staff.
- Keeping every recording for ever because nobody set a retention period.
- Reading reports in a separate tool that the person answering the next call never opens.
- Using coaching notes as a disciplinary file.
- Buying a meeting note taker when most customer conversations happen on the phone.
- Being sold an AI receptionist on a demo. Ask whether it is answering real calls today.
Related reading
AI note taker FAQs
Does IBIOS write reports from my phone calls?
Yes. IBIOS writes call reports and call briefings from the recordings your phone provider already makes; coaching insights are coming soon.
Is IBIOS an AI notetaker that joins meetings?
Not yet. Today IBIOS is an AI notetaker for phone calls, writing reports and transcripts after the call from the recordings your phone provider already makes; a notetaker that joins video meetings, and real-time transcription, are coming soon.
Does IBIOS answer calls for me?
Not yet. The AI receptionist is coming soon; for now IBIOS works from calls your team has already taken.
Do I have to change phone provider?
Usually not, as long as your provider records calls and the recordings can be collected.
Do I need to tell callers that calls are recorded?
Yes. Data protection law across the UK expects you to tell callers and staff that calls are recorded and why.
Can I use call reports without the rest of IBIOS?
Yes. Each IBIOS product works on its own, and call reports link to your customer records if you also use the CRM.
Want to know what your calls would look like as reports?
Tell us which phone provider you use and how your team handles calls today, and we will tell you honestly whether IBIOS can work from your recordings. We use it on the phones of our own showroom.
IBIOS Limited · company no. NI743167 · 10 Ballyclare Road, Doagh, Ballyclare BT39 0PE · Production is hosted in the UK.