[2025 Update] What is Circleback? Explaining its features, pricing, benefits, and how to use it

"The meeting minutes tool called 'Circleback' is getting attention, but how is it actually?"
"Creating meeting minutes takes too much time, and I can't focus on my core work"
"I'm unsure which transcription tool to choose, including 'Circleback'"

Are you struggling with these concerns?

Therefore, this article provides a detailed explanation of the AI meeting minutes tool 'Circleback's features, pricing plans, and advantages and disadvantages. Since we also introduce implementation methods, actual usage, and use cases, this content will be useful for those who want to streamline transcription and meeting minutes creation.

By reading this article, you can understand Circleback's characteristics and reduce the workload involved in creating meeting minutes. This will enable you to establish an environment where you can focus on the work you should originally concentrate on, such as planning and proposals, without being overwhelmed by creation tasks.

What is 'Circleback'?

Source: https://circleback.ai/

'Circleback' is an AI meeting assistant that supports over 100 languages and major video conferencing platforms.

It has the capability to automatically transcribe meetings held on Zoom, Google Meet, Microsoft Teams, and other platforms, and compile them into meeting minutes. Furthermore, it offers comprehensive features designed for post-meeting tasks, including speaker identification, to-do extraction, and calendar integration.

Its key feature is voice recognition technology that can handle dialects and industry-specific technical terminology. This enables accurate recording of important statements, reducing the hassle of missed records and having to ask for repetition. As a result, task organization and information sharing after meetings become smoother, leading to improved efficiency in overall business operations.

During the 7-day free trial period, you can try basic functions such as automatic meeting minutes creation and calendar integration. If you want to use advanced features according to your specific needs, consider switching to a paid plan.

7 Main Features of 'Circleback'

'Circleback' is equipped with diverse features that support meeting efficiency. Here, we introduce 7 main features that are particularly utilized in business operations.

• Automatic meeting minutes creation function

• Speaker identification function

• ToDo assignment function

• Audio/video playback function

• AI search function

• Calendar/app integration function

• Sharing/comment function

These will be explained in detail in the following sections.

1. Automatic Meeting Minutes Creation Function

"Circleback" uses AI to record and organize conversations in real-time, automatically creating meeting minutes. This significantly reduces the effort required to manually summarize meeting content.

Furthermore, it supports region-specific expressions and industry-specific terminology, featuring high accuracy in transcription. Since the intent of statements is accurately reflected, it prevents omissions in records.

The process of reviewing content after meetings becomes smoother, allowing for reduced time spent on information sharing and task organization.

2. Speaker Identification Feature

The ability to automatically identify speakers is also a characteristic of 'Circleback'. If names are registered in advance, the AI will automatically assign who made each statement and clearly indicate this in the meeting minutes.

Additionally, it can recognize technical terminology and accent differences with high accuracy, and supports over 100 languages including English, Chinese, and Spanish. Even in meetings with overseas branches or conferences where foreign members participate, accurate meeting minutes can be created.

3. ToDo Assignment Feature

This feature automatically extracts action items from meetings using AI and assigns ToDos to each participant. Since it becomes clear who should do what, you can save the trouble of reviewing and organizing notes.

For example, in sales meetings, specific tasks such as "send materials to XX company" and "schedule the next meeting" can be automatically organized and distributed to the relevant people. As a result, you can prevent oversights while quickly moving on to the next action.

4. Audio and Video Playback Function

In 'Circleback', you can review content by playing back recorded audio and video after meetings. Since you can review not only meeting minutes but also actual conversations and screen-shared content together, it becomes easier to understand the intent behind statements.

For example, this is useful when reconfirming requirements that were ambiguously heard during client meetings, statements that formed the basis of discussions, or the content of shared slides. Since it can cover information that cannot be supplemented by notes alone, the accuracy of records is also improved.

5. AI Search Function

"Circleback" is equipped with an AI-powered search function that allows you to quickly find necessary information from transcribed meeting content. Simply input your query in question format, and it can understand the content and provide answers.

For meetings you didn't attend, you can extract relevant sections through search and grasp the key points. The advantage is being able to access necessary information without spending time confirming details with related parties.

6. Calendar and App Integration Features

One of the strengths of 'Circleback' is its ability to integrate with calendars and business tools. By automating daily schedule management and information sharing, it can reduce the burden related to meetings.

Below are the main apps that can integrate with 'Circleback' and their integration details.

By integrating with these tools, you can manage meeting schedules while syncing them with Google Calendar or Outlook, and smoothly share notes and automatically distribute tasks.

For example, by automatically listing necessary meeting dates and participants, you can eliminate gaps in advance preparation and prevent invitation mistakes. Additionally, since meeting minutes and action items are immediately reflected in Slack or Notion, information coordination within and outside the company becomes smoother.

7. Sharing and Comment Features

With 'Circleback', you can easily share recordings and meeting minutes with team members, and it's also possible to leave comments on each statement. This enables smooth information sharing after meetings as well as seamless exchanges of reviews and feedback.

As a practical example, you can share sales meeting minutes with relevant parties and exchange improvement points for the next proposal through comments. Since you can leave opinions directly on the content of the meeting minutes, information transmission accuracy will be higher compared to email or chat.

Circleback Pricing Plans

Circleback offers three plans that can be selected according to your usage purpose and team size.

Below is an overview of each plan:

Circleback offers a 7-day free trial. First, try the basic features such as transcription and calendar integration to see if it suits your needs.

The "Team" plan is suitable when team information sharing and integration with external tools are needed, while the "Enterprise" plan is appropriate for large organizations that require advanced security management.

Two Benefits of Introducing 'Circleback'

By introducing 'Circleback', you can enjoy the following benefits:

1. Reduce time spent on creating meeting minutes and organizing meeting content

2. Information sharing and communication become smoother

Let's use the tool after understanding these benefits.

1. Reduce time spent on meeting minutes creation and organizing meeting content

By using "Circleback," you can significantly reduce the time required to create meeting minutes. It integrates with Zoom, Microsoft Teams, and other platforms to automatically record meeting audio, transcribe it, and provide summaries.

Furthermore, AI analyzes the spoken content and automatically extracts and organizes to-do lists and action items. This eliminates the traditional post-meeting work of compiling notes and organizing content while reviewing what was said.

Since the recording accuracy is consistent, confirmation and sharing can be conducted smoothly.

2. Information sharing and communication become smoother

"Circleback" streamlines post-meeting information sharing and helps prevent coordination mistakes and misunderstandings within teams. Since meeting minutes and action items are automatically organized and shared, you can smoothly proceed to the next actions.

Meeting minutes are distributed to participating members in real-time, and comments on each task are also possible. For example, members can directly leave feedback on meeting minutes regarding next campaign proposals from marketing meetings.

Furthermore, by integrating with Slack or Notion, you can instantly reflect meeting key points and to-dos on a project basis. As a result, information sharing becomes smoother and the entire team's direction becomes more aligned.

Disadvantages and Precautions of 'Circleback'

While 'Circleback' is multifunctional and convenient, there are also points that require attention when actually using it. This section introduces disadvantages you should be aware of before implementation.

1. The operation interface is not available in Japanese, and it takes time to get used to the operations

2. Plan pricing is relatively high

These will be explained in detail in the following sections.

1. The interface is not available in Japanese, requiring time to get accustomed to the operations

The interface of 'Circleback' is entirely composed in English, and there is no function to switch to Japanese display. While meeting transcription is available in Japanese, the dashboard and various menus must be used in English.

For example, since the items and button descriptions in the settings screen are only in English, it may take time to correctly understand the intended operations. While Japanese translation is possible using Chrome's translation feature, terms may not be accurately translated, which could lead to operational errors.

Furthermore, there are almost no manuals or explanatory articles compiled in Japanese, and the official help guides are also primarily in English. Even when researching basic usage such as meeting recording or file confirmation, there are cases where only fragmentary information can be found.

Those who are not familiar with English or feel anxious about operating new tools should be aware that it may require time and effort during the initial implementation period.

2. Plan pricing is relatively high

The pricing for 'Circleback' starts at $25 per month (approximately 3,900 yen) even for the cheapest "Individual" plan, which is set somewhat higher compared to other transcription tools.

If you're looking for something more accessible to get started with, please also consider our company's 'Rimo Voice' transcription plan. It's available from 1,650 yen per month and features accuracy specialized for Japanese and user-friendly operability.

We also offer a free trial, so please feel free to try it out first.

Summary of 'Circleback' Reviews and User Feedback

'Circleback' is highly rated by users who actually use the service. On X (formerly Twitter), many positive comments can be found regarding its ease of operation and accuracy of ToDo management.

Below are user voices excerpted from actual posts:

| Circleback is the best AI note taker in my book. It's action and ToDos tracking is the best in class. If you haven't tried it yet it's now on desktop and mobile

| Blown away with @circlebackai after two meetings. Better notes than I've ever taken myself in over 500+ sales meetings. @attio integration a bonus.

| Pretty impressed with @circlebackai, best AI notetaker I've seen so far. Dead simple product that just works.
▼Japanese Translation: @circlebackai, honestly quite surprised. This is the best AI note-taker I've used so far. It's a simple product that just works well. Source: X
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From the reviews, it's clear that 'Circleback' is highly evaluated not only for "accurately recording meeting content, but also for automatically organizing action plans and ToDos based on those records."

There are also many voices saying that the content is more organized and easier to review than handwritten notes, and that the operation is intuitive and anyone can use it immediately, making it supported as a tool that naturally fits into daily work.

[3 Steps] How to Get Started with 'Circleback' - Setup Guide

You can get started with 'Circleback' in 3 simple steps as follows:

• Step 1: Access the official website and create an account

• Step 2: Register your information

• Step 3: Complete initial setup and start using

The setup process doesn't take much time, so feel free to give it a try.

【Step 1】Access the official website and create an account

First, search for "Circleback" in any browser and access the official website.

Click the "Start for free" button.

Select one of the account registration methods from Google, Apple, or email address.

Select any Google account.

After selecting your account, click "Next".

Once Circleback launches, click the "Let's go" button.

【Step 2】Register Information

Please enter your First name, Last name, Title, and Company in their respective fields, then click "Continue."

A message will appear indicating that you can use the service free for the first 7 days. Click "Get started."

You have successfully logged into the 'Circleback' screen.

【Step 3】Perform initial setup and start using

Next, set the language for transcribing meeting content. Click "Settings" from the left menu.

The main board display will switch, so click "Account".

When you scroll down the main board, you will find the Language setting item. Click the dropdown for "Write notes in same language as meeting".

Select "Japanese" to complete the Japanese language setting. You can also search for setting languages from "Search languages".

Once the setup is complete, you can use 'Circleback' smoothly.

How to Use and Utilize 'Circleback'

The specific ways to use and utilize 'Circleback' are as follows:

• Create meeting minutes from meeting content

• Assign ToDos from meeting minutes

• Play audio and video

• Integrate with calendar and apps

• Share meeting minutes content

• Utilize AI search functionality

By understanding and utilizing these methods, you can maximize the functionality of 'Circleback'.

Creating Meeting Minutes from Meeting Content

When you want to create meeting minutes from meeting content, click "New meeting" in the upper right corner of the main board.

This time, we will explain the procedure for using 'Circleback' in Zoom meetings.

First, please click "Invite Circleback".

Enter the invitation link issued by Zoom and click "Add 'Circleback'".

When you actually introduce 'Circleback' to a Zoom meeting, "○○'s 'Circleback'" will be displayed in the participant list.

Recording starts automatically when the meeting begins and stops automatically when the host ends the meeting.

When recording is complete, a new record titled "○○'s Zoom Meeting" will be added to the "Meetings" section.

Click on it to view the detailed meeting content.

On the displayed screen, meeting records are shown in the "Notes" tab.

The "Notes" section contains two sections: "Action Items" and "Overview".

In "Action Items", you can view tasks that need to be addressed before the next meeting in list format.

"Overview" contains organized notes summarizing the overall meeting picture and opinions/policies for each agenda item.

Additionally, in "Transcript", the content of statements made during the meeting is recorded in detail.

Statements are organized by speaker, with a design that makes it clear who said what.

Assigning ToDos from Meeting Minutes

The "Action Items" section within "Notes" displays tasks (ToDo list) that need to be addressed before the next meeting.

Each item has a checkbox on the left side, allowing you to check the completion status.

Furthermore, by clicking "+ Add action item" on the right side, you can add new tasks.

Playing Audio and Video

Meeting audio and video can be played back repeatedly from the "Transcript" section.

The recorded meeting video is displayed on the right side of the screen, and you can play the video and audio by clicking the play button next to each statement.

Integrating with Calendar Apps

'Circleback' integrates with Google Calendar to automatically detect Zoom meeting schedules registered in your calendar, and automatically performs participation, recording, and transcription.

This is a convenient feature that eliminates the hassle of preparing transcription tools and streamlines daily meeting management.

On the main board of 'Circleback's home screen, click "Connect" for Google Calendar.

Select any Google account.

After selecting an account, click "Next".

Click "Continue".

Once the integration is complete, the email address of the connected Google account will be displayed in the "Settings" section. If you want to disconnect, click "Disconnect" on the right end.

When you add a Zoom meeting schedule to Google Calendar, it will automatically be reflected on the main board of 'Circleback's home screen as well.

'Circleback' will automatically join scheduled meetings and perform recording and transcription.

Integration with apps other than Google Calendar can be configured from "Settings" > "Account" > "Connected accounts".

Sharing Meeting Minutes Content

To share meeting minutes with other members, click the "Share" button in the upper right corner of the screen.

Next, set the "Link access" dropdown menu to "Anyone with the link" and click "Copy link" displayed on the right end.

This allows you to create a sharing link for the meeting minutes. By sharing the link, members will be able to view it.

Utilizing the AI Search Function

'Circleback' is equipped with an AI search function that allows you to efficiently find necessary information from meeting minutes.

Even in situations where you've "forgotten where that discussion took place," you can simply input keywords or questions to concisely extract key points.

Open the meeting screen, enter your question in the chat field on the right side of the screen, and click the search button. The AI will then summarize and display related discussion content.

Below the response, you can also check the speaker's name and the transcription of the relevant remarks.

This function is convenient when reviewing long meeting content or when you want to quickly find specific topics.

Use Cases of 'Circleback'

Tomoko Namba of DeNA Co., Ltd. utilizes 'Circleback'.

For authorized internal meetings, AI automatically records them, and immediately after the meeting ends, a to-do list is automatically generated. Since tasks are reflected in action plans on the spot, business speed and follow-up accuracy have significantly improved.

Furthermore, by utilizing 'Circleback', the company has unified meeting minutes recording rules and task management methods among all members, making it clear who should do what and reducing time spent on confirmation and coordination. Even in an environment with many daily meetings, they can now manage content reliably without relying on memory.

Additionally, the company clarified rules regarding information management in advance, such as "how much of the summary to share," before implementing AI meeting minutes.

Also, for automatically generated to-do lists, considering the possibility of errors in AI extraction results, they have established a process where human hands always verify, modify, and add to the content. By not leaving everything to AI and incorporating human input, they enable accurate work.

Reference: Chaen's AI Research Institute | [Must-see] Thorough explanation of the top 7 latest AI applications by a top executive of a 300 billion yen company | AI utilization techniques of DeNA Representative Director Tomoko Namba

Safety and Security of 'Circleback'

'Circleback' implements thorough security measures from three perspectives to safely protect important information handled in internal and external meetings.

• User statements are not used for AI training

• All data is encrypted and accessible only by the user themselves

• Data can be deleted at any time

First, user conversation data is never used for AI training. This is clearly stated on the official website, so there is no need to worry about privacy being inappropriately used.

Next, all data is encrypted both during transmission and storage. This prevents unauthorized external access and ensures that only the 'Circleback' user themselves can access the records.

Finally, stored data can be deleted by users at any time. Users can manage mistakenly recorded meetings or content that is no longer needed themselves, providing high operational flexibility.

For AI meeting assistant tools other than 'Circleback', we recommend 'Rimo Voice'

'Circleback' is a practical AI meeting minutes tool that can automatically handle everything from recording meeting content to summarizing and extracting ToDos. It's an effective choice for teams looking to reduce the effort involved in creating meeting minutes and sharing information, while improving the speed and accuracy of their work.

On the other hand, for those who "want to prioritize high-accuracy Japanese transcription" or "want to streamline everything up to sharing meeting minutes," we recommend the AI meeting minutes tool 'Rimo Voice' which starts from 4,500 yen per month.

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It employs natural language processing specialized for Japanese, reading the flow and context of conversations to create natural summaries.

Since it also supports the latest AI model Claude 4, it can accurately organize key points even in complex exchanges. You can quickly access necessary information without having to check the full transcription text, reducing the effort required for review work.

All screens are unified in Japanese, and the operation is intuitive. Compared to 'Circleback', which has many English displays and takes time to get used to, this tool's strength lies in being easy to handle even for first-time users.

Furthermore, by linking with Google Calendar, the Bot automatically joins meetings and executes recording, transcription, summarization, and speaker identification all in real-time. Even when you think "I want to review the key points up to this point" during a meeting, you can instantly check using the AI chat function.

A 1-week free trial is available here, so please try experiencing the actual functions and usability of 'Rimo Voice' before full-scale implementation.