Wudpecker - AI-powered meeting notes that understand your context

What is Wudpecker

If you've ever left a meeting wondering what exactly was decided—or struggled to capture every important detail while also actively participating in the conversation—you're not alone. Meeting documentation is one of those tasks that always seems to take longer than it should, yet it rarely gets the attention it deserves until something important slips through the cracks.

Wudpecker is an AI-powered meeting assistant designed to handle that burden for you. Instead of juggling note-taking while trying to contribute meaningfully to the discussion, Wudpecker automatically joins your meetings, records the conversation, and transforms it into structured, personalized notes you can actually use.

What makes Wudpecker different from standard transcription tools is its flexibility. You tell Wudpecker how you want your notes formatted—whether that's a sales call summary with next steps highlighted, a structured interview record with candidate responses organized by question, or a project review with action items clearly marked—and the AI adapts to your preferences. It's not a one-size-fits-all template; it learns how you want to consume your meeting information.

Beyond just recording, Wudpecker includes an AI-powered Q&A feature called "Ask Wudpecker." This lets you dig into any past meeting and ask specific questions like "What did the client say about the timeline?" or "What were the main objections raised?" The AI pulls the relevant insights from your meeting notes, saving you from scrolling through lengthy transcripts to find what you need.

With support for over 35 languages and a focus on privacy as an EU-based company, Wudpecker serves teams at companies like Nokia, TikTok, Salesforce, Deliveroo, Postman, Google, and Backbase. Over 18,000 teams rely on Wudpecker to make their meetings more productive and their follow-up more efficient.

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Core Features of Wudpecker

Wudpecker packs a range of features designed to make meeting documentation effortless. Here's what you can actually do with it—and why each feature matters in practice.

Personalized Note Structure is the heart of what makes Wudpecker useful. Rather than fighting with a preset format, you simply tell Wudpecker how you want your notes organized. Say "Create a summary with client concerns, next steps, and agreed action items" for a sales call, or "Format this as a technical review with requirements, risks, and decisions" for a product meeting. The AI understands your intent and structures the notes accordingly.

Ask Wudpecker transforms how you interact with meeting records. Instead of reading through full transcripts, you can ask questions like "What decisions were made?" or "What does the client need from us next?" The AI analyzes the meeting context and provides precise answers. On the Plus and Pro plans, you get unlimited access to this feature—essential for teams that hold dozens of meetings weekly.

Multi-language Support means Wudpecker handles meetings in over 35 languages, including Arabic, Bulgarian, Chinese, English, French, German, Japanese, Korean, and Spanish. The system automatically detects the primary language, so international teams don't need to configure anything manually.

Automatic Meeting Recording is seamless. Connect your calendar, and Wudpecker's notetaker bot automatically joins Zoom, Google Meet, or Microsoft Teams meetings when they start. There's no manual recording or downloads required.

Custom Vocabulary lets you teach Wudpecker the correct spelling and formatting of product names, technical terms, or client names. This improves accuracy over time and ensures your notes reflect how your team actually talks about things.

Table Output organizes complex information into readable formats—perfect for comparing options, listing requirements, or summarizing data points without manual formatting.

Action Item Identification automatically detects tasks, deadlines, and owners mentioned during meetings. You won't need to scan through notes trying to figure out who promised to do what.

Integrations connect Wudpecker with Notion for knowledge management, Slack for team notifications, and HubSpot for CRM synchronization—fitting naturally into tools your team already uses.

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Who Uses Wudpecker

Wudpecker serves a wide range of professionals, but it particularly shines for roles where meeting density is high and attention during conversations matters most.

Sales and partnership teams rely on Wudpecker to capture every detail from client calls without the distraction of note-taking. Instead of frantically typing while a prospect explains their challenges, reps can focus entirely on listening and building rapport—knowing that Wudpecker is capturing everything for follow-up. The personalized note structure ensures each client interaction is formatted consistently for easy reference later.

Customer success managers handle numerous client check-ins and quarterly business reviews. With Ask Wudpecker, they can quickly extract insights across multiple meetings to compile reports or identify patterns in client feedback. Instead of spending hours reviewing call recordings, they ask "What are the top three concerns this client mentioned?" and get instant answers.

Talent acquisition professionals use Wudpecker to conduct fully present interviews. When you're simultaneously evaluating responses, probing for details, and taking notes, something inevitably gets missed. Wudpecker records the entire conversation, allowing interviewers to stay engaged with candidates while generating complete, structured interview notes afterward.

Product managers juggle user interviews, stakeholder meetings, and sprint planning sessions. Wudpecker's cross-meeting search capability lets them ask "What did users say about the onboarding flow across all our interviews this month?"—aggregating insights that would otherwise require manually reviewing dozens of recordings.

Team leads and managers use Wudpecker for one-on-ones and team meetings. Action item identification ensures that feedback and commitments don't disappear into the void after the meeting ends.

International teams benefit from native support for 35+ languages, making it possible to run multilingual meetings without losing information or requiring manual translation afterward.

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Getting Started Quickly

One of the best things about Wudpecker is how fast you can go from sign-up to your first automated meeting note. Most users are up and running in under five minutes.

Step 1: Create your account at app.wudpecker.io. You can sign up with your Google account for the fastest onboarding, or use any email address. The interface is clean and immediately intuitive—no lengthy tutorial required.

Step 2: Connect your calendar so Wudpecker knows when and where your meetings are. It supports Google Calendar, Outlook, and iCal. Once connected, Wudpecker automatically detects scheduled meetings and can join them without any manual triggering.

Step 3: Set up meeting access. When you schedule a meeting, simply add Wudpecker as you would any other participant—the notetaker bot will join automatically based on your calendar settings. Alternatively, you can manually invite the bot to specific meetings.

Step 4: Define your note preferences (optional but recommended). Before your first few meetings, spend a moment thinking about what format works best for your recurring meeting types. You can set default instructions like "Include a section for questions raised but not answered" or "Highlight any budget or timeline discussions in bold." This saves you from having to repeat preferences each time.

Step 5: Hold your meeting as normal. The bot joins silently and handles everything in the background. You and your participants can focus entirely on the conversation.

Step 6: Review and refine. Once the meeting ends, processing typically takes just 1-2 minutes—remarkably fast. You'll receive a notification when notes are ready. If the format isn't quite right, you can adjust the instructions and regenerate. Use Ask Wudpecker to query specific details immediately.

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Security and Privacy

If there's one area where Wudpecker truly stands out, it's the commitment to data security and privacy. As an EU-based company, Wudpecker operates under some of the world's strictest data protection regulations, and this isn't just marketing language—it's embedded in the infrastructure.

Data encryption is comprehensive. All stored data is encrypted at rest using AES-256, which is the industry standard for sensitive information. Data in transit is protected by TLS 1.3 combined with SSL SHA-256 ECDSA certificates—essentially the strongest available transport security.

Storage location is exclusively in the EU. All meeting recordings are stored on EU-based servers using AWS RDS and ElastiCache, with Google Cloud services for processing. If data sovereignty matters to your organization—particularly relevant for companies in regulated industries—this is a significant advantage over US-based alternatives.

Compliance is baked in. Wudpecker is fully GDPR compliant, and as an EU company, this isn't an afterthought—it's a core operational requirement. The team regularly audits its architecture, data flows, and vendor agreements to ensure ongoing compliance.

Infrastructure security follows a Zero Trust model. Services run on Google Cloud Platform with private VPC networks, meaning there's no direct exposure to the public internet. The team conducts security background checks on all employees and requires mandatory security training.

What this means for you: If your organization has specific compliance requirements—whether it's GDPR, SOC 2 considerations, or internal data policies—Wudpecker's EU foundation and transparent security practices give you a clear answer.

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Pricing Plans

Wudpecker offers three clear tiers designed around actual usage patterns. Here's the breakdown:

Free Plan — $0/month Perfect for trying out Wudpecker and seeing if it fits your workflow. You get 10 AI-generated meeting notes per month and 3 Ask Wudpecker queries per recording. It's genuinely useful for individuals who attend fewer than 10 recorded meetings monthly.

Plus Plan — $19/month (or $15.20/month when billed annually) The sweet spot for active teams. 30 meetings monthly covers most individual contributors and small teams, and unlimited Ask Wudpecker queries means you can extract as much value from each meeting as you need. This is the recommended plan for sales and customer success professionals.

Pro Plan — $32/month (or $25.60/month when billed annually) Designed for teams and departments. With 100 meetings per month, even groups with heavy meeting loads won't feel constrained. All plans include unlimited storage and support for meetings up to 2 hours and 15 minutes long.

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Frequently Asked Questions