Quick Start
This guide covers every Sembly feature:
- Getting Started — Create your account and connect your calendar
- How to Use Project Management — Push tasks and due dates into your project tools
- How to Use Automation — Hand the repeat work after every meeting to Sembly
- How to Use Analytics — See how your team conversations have changed over time
- How to Use CRM — Sync structured notes and deals into HubSpot automatically
- How to Use Custom Integrations — Connect Sembly to any app through the open API
- How to Use AI Meeting Notes & Tasks — Get formatted notes, tasks, and next steps
- How to Use Accurate Transcriptions — Turn calls into searchable transcripts with correct speaker names
- How to Use Multi-Format Upload — Drop in videos, audio, and documents for analysis
- How to Use Multi-Language Support — Capture conversations in dozens of languages
Time needed: 5 minutes per feature
Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives
Why Trust This Guide
I have used Sembly AI for eight months across sales calls, standups, and client reviews.
Every screen and step below comes from my own account, not vendor marketing.
Sembly is an AI meeting assistant that joins calls and writes the notes.
Most people stop at transcripts and miss the tasks, decisions, and insights underneath.
This guide shows you how to use every major feature.
Step by step, with screenshots and pro tips.
Sembly Tutorial
This How to Use Sembly tutorial walks through each feature in order, from sign up to advanced settings.
Sembly
Sembly AI joins your Zoom, Teams, Webex, and Google Meet calls as a virtual participant. It writes meeting notes, assigns tasks, and tracks decisions with zero setup. Start free and upgrade only when your team needs more.
Getting Started with Sembly
Before you use any feature, finish this one-time setup.
It takes about three minutes on any device with a browser.
Here is what my own workspace looked like after the first week of calls:
Now let’s walk through each step.
Step 1: Create Your Account
Go to the Sembly website and click Sign Up.
Enter your work email, then pick a password.
Choose the Personal plan if you only want to test it.
✓ Checkpoint: A confirmation email lands in your inbox within a minute.
Step 2: Connect Your Calendar
Sembly connects to Microsoft, Google, or any ICS calendar.
Turn on auto-join so the agent attends every meeting on your calendar.
You can also invite it manually by adding its email to a single invite.
Here is what you unlock once the calendar is linked:
✓ Checkpoint: Upcoming calls now show a Sembly toggle beside them.
Step 3: Set Your Recording Rules
Open Settings and turn on Voice ID for accurate speaker names.
Pick which meeting type Sembly should skip, such as one on ones.
For hybrid rooms, connect a Philips SmartMeeting microphone to your laptop for clean sound.
✅ Done: You are ready to use any feature below.
How to Use Sembly Project Manager
Project Management lets you push tasks and due dates into your project tools.
Here’s how to use it step by step.
Step 1: Open the Tasks Tab
After a call ends, open the meeting and click Tasks.
Sembly already pulled out every action item, owner, and deadline it heard.
Step 2: Assign Owners and Due Dates
Click any task to change the owner or edit the due dates.
Vague asks like “someone should check pricing” get a real name here.
Here’s what this looks like:
✓ Checkpoint: Each task shows an owner, a due date, and a source quote.
Step 3: Push Tasks to Your Project Tool
Open Integrations and connect Asana, Trello, Monday, or Jira.
New tasks now sync as soon as the meeting notes are ready.
✅ Result: Your meeting turns into a live task list instead of dead notes.
💡 Pro Tip: Map Sembly task labels to your project statuses first. Otherwise everything lands in one messy backlog.
How to Use Sembly Automation
Automation lets you hand the repeat work after every meeting to Sembly.
Here’s how to use it step by step.
Step 1: Open the Automations Panel
Go to Workspace Settings and click Automations.
This is where you decide what happens after every meeting ends.
Step 2: Pick a Trigger and an Action
Choose a trigger such as “meeting ends” or “task created”.
Then pick an action, such as send notes to a Slack channel.
Step 3: Save and Test on a Real Call
Run a short internal call and watch the automation fire.
Fix the rule once, and it works for the whole series of weekly meetings.
✓ Checkpoint: The automation log shows a green run for your test meeting.
✅ Result: Routine follow ups happen without anyone remembering to do them.
💡 Pro Tip: Group related calls into Collections first. Automations built on a Collection stay tidy as the project grows.
How to Use Sembly Analytics
Analytics lets you see how your team conversations have changed over time.
Here’s how to use it step by step.
Step 1: Open the Analytics Dashboard
Click Analytics in the left sidebar of your workspace.
You will see talk time, meeting volume, and recurring topics.
Step 2: Filter by Team or Date Range
Set a date range, then filter by person or meeting type.
Compare two quarters to see what changed in how your team runs calls.
Here’s what this looks like:
✓ Checkpoint: Charts load with your real meeting data, not sample numbers.
Step 3: Act on the Numbers
Look for meetings with high time cost and low decision output.
Those are the calls worth shortening or turning into a written update.
✅ Result: You can prove which meetings create value and which ones waste people’s time.
💡 Pro Tip: Check talk time ratios before sales reviews. Reps who talk past sixty percent usually close fewer deals.
How to Use Sembly CRM
CRM lets you sync structured notes and deals into HubSpot automatically.
Here’s how to use it step by step.
Step 1: Connect HubSpot
Open Integrations and choose HubSpot, then approve access.
Sembly matches attendees to existing contacts by email.
Step 2: Map Notes to Deal Records
Choose which meeting notes and tasks should attach to each deal.
Structured summaries land on the record instead of a rep’s private notes.
Here’s what this looks like:
✓ Checkpoint: A new activity appears on the HubSpot deal within a few minutes.
Step 3: Review Before the Next Call
Open the deal and read the last summary before you dial.
You walk in knowing the blockers, the next steps, and who owns them.
✅ Result: Your sales pipeline stays current without a single manual note entry.
💡 Pro Tip: Turn on the follow up email draft for sales calls. Reps send them the same day and close more deals.
How to Use Sembly Custom Integrations
Custom Integrations lets you connect Sembly to any app through the open API.
Here’s how to use it step by step.
Step 1: Generate an API Key
Open Settings, then Developer, and create a new key.
Copy it somewhere safe because it is shown only once.
Step 2: Pick What Data You Need
The API exposes transcripts, summaries, tasks, and meeting data.
Pull only the fields your app needs to keep payloads small.
Here’s what this looks like:
✓ Checkpoint: A test request returns JSON with your latest meeting.
Step 3: Send Data to Your Own App
Post the results into Slack, Notion, a database, or an internal dashboard.
Zapier and Make work too if you would rather not write code.
✅ Result: Sembly feeds any internal tool you run, even ones with no native integration.
💡 Pro Tip: Rotate API keys every quarter. Enterprise workspaces can scope keys per project instead of per user.
How to Use Sembly AI Meeting Notes & Tasks
AI Meeting Notes & Tasks lets you get formatted notes, tasks, and next steps.
Here’s how to use it step by step.
Step 1: Let the Agent Join the Call
Sembly joins Zoom, Teams, Webex, and Google Meet as a virtual participant.
There is nothing to install on anyone’s device.
Step 2: Open the Notes After the Call
Notes appear a few minutes after the meeting ends.
Sembly formats them by meeting type, so a standup reads differently from a client pitch.
Here’s what this looks like:
✓ Checkpoint: You see sections for decisions, tasks, risks, and issues raised.
Step 3: Share the Summary
Click Share to send notes to attendees or a shared workspace.
Teammates can edit the record together and keep one source of truth.
✅ Result: Everyone leaves knowing what was agreed and what happens next.
💡 Pro Tip: Ask the AI chat in Sembly 2.0 to search past meetings. Questions like “what did we promise Acme in March” get answered in seconds.
How to Use Sembly Transcriptions
Accurate Transcriptions lets you turn calls into searchable transcripts with correct speaker names.
Here’s how to use it step by step.
Step 1: Open the Transcript View
Click the Transcript tab inside any meeting record.
Text is timestamped and split by speaker.
Step 2: Fix Speaker Names Once
Rename any unknown voice and Sembly remembers it for future calls.
Voice ID makes this near automatic after two or three meetings.
Here’s what this looks like:
✓ Checkpoint: Speaker labels match real names across the whole transcript.
Step 3: Search and Quote
Use search to jump to the exact moment someone raised a concern.
Copy the line with its timestamp into your notes or a proposal.
✅ Result: Months of calls become a searchable archive you can dive into any time.
💡 Pro Tip: Turn on Voice ID before your first big client call. Cleaning up speaker labels afterwards takes far longer.
How to Upload Multi-Format Files
Multi-Format Upload lets you drop in videos, audio, and documents for analysis.
Here’s how to use it step by step.
Step 1: Click Upload in the Meetings View
Drag in recordings from calls that happened outside Sembly.
Common audio and video formats are accepted.
Step 2: Add Context Before Processing
Set the meeting type and attendees so the summary structure fits.
You can attach related documents for extra context.
Here’s what this looks like:
✓ Checkpoint: The uploaded file shows a full transcript and summary.
Step 3: Review the Generated Notes
Processing takes a few minutes depending on length.
The output matches what you get from a live call.
✅ Result: Old recordings and offline meetings join the same searchable library.
💡 Pro Tip: Upload interviews and webinar videos too. Sembly can turn that content into a written brief in one pass.
How to Use Sembly Multi-Language
Multi-Language Support lets you capture conversations in dozens of languages.
Here’s how to use it step by step.
Step 1: Set the Meeting Language
Open meeting settings and choose the spoken language.
Sembly supports dozens of languages for transcripts and notes.
Step 2: Choose Your Output Language
Notes can be delivered in a different language from the call.
This keeps global teams reading the same summary.
Here’s what this looks like:
✓ Checkpoint: The summary appears in your chosen output language.
Step 3: Check Names and Terms
Skim product names and acronyms after the first multilingual call.
Add them to your glossary so later transcripts get them right.
✅ Result: Cross border conversations produce clear, multilingual notes with no translator needed.
💡 Pro Tip: Set the output language per Collection, not per meeting. It saves a click on every recurring call.
Sembly Pro Tips and Shortcuts
After eight months of daily use, these habits saved me the most time.
Keyboard Shortcuts
| Action | Shortcut |
|---|---|
| Search inside a transcript | Ctrl + F (Cmd + F) |
| Play or pause playback | Spacebar |
| Copy a highlighted quote | Ctrl + C (Cmd + C) |
| Open a new workspace tab | Ctrl + click (Cmd + click) |
Hidden Features Most People Miss
- Collections: Group a series of related meetings into one folder for easy reference later.
- Proposal drafts: Sembly writes a full length proposal from a call transcript.
- Role based insights: Each teammate gets personalized recommendations tuned to their role after the call.
Sembly Common Mistakes to Avoid
Mistake #1: Treating Notes as the Finished Product
❌ Wrong: Reading the summary, nodding, and closing the tab.
✅ Right: Assign the tasks and due dates the same hour, while context is fresh.
Mistake #2: Skipping Voice ID Setup
❌ Wrong: Letting transcripts fill with Speaker 1 and Speaker 2 for months.
✅ Right: Enable Voice ID on day one so every transcript names real people.
Mistake #3: Recording Every Single Call
❌ Wrong: Auto joining sensitive one on ones and HR conversations by default.
✅ Right: Exclude private meetings by type and tell attendees before you start recording.
Sembly Troubleshooting
Problem: The Agent Never Joined the Meeting
Cause: The calendar sync broke, or the invite was created after the sync ran.
Fix: Reconnect the calendar in Settings, then add the agent email to that invite.
Problem: Transcripts Are Full of Errors
Cause: Poor room audio, heavy crosstalk, or the wrong language setting.
Fix: Set the correct language, then use a proper microphone in hybrid rooms.
Problem: Tasks Are Not Reaching Your Project Tool
Cause: The integration token expired or the field mapping was never finished.
Fix: Reauthorize the integration, remap the owner and date fields, then run a test.
📌 Note: If none of these fix your issue, contact Sembly support.
What is Sembly?
Sembly AI is an AI meeting assistant that records, transcribes, and summarizes your calls automatically.
Think of it like a note taker who never gets tired.
Watch this quick overview:
It includes these key features:
- Project Management: Push tasks and due dates into your project tools.
- Automation: Hand the repeat work after every meeting to Sembly.
- Analytics: See how your team conversations have changed over time.
- CRM: Sync structured notes and deals into HubSpot automatically.
- Custom Integrations: Connect Sembly to any app through the open API.
- AI Meeting Notes & Tasks: Get formatted notes, tasks, and next steps.
- Accurate Transcriptions: Turn calls into searchable transcripts with correct speaker names.
- Multi-Format Upload: Drop in videos, audio, and documents for analysis.
- Multi-Language Support: Capture conversations in dozens of languages.
For a full review, see our Sembly AI review.
Sembly adapts note structure to each meeting type.
The relevant details surface first, so meeting outcomes stay clear.
Sembly Pricing
Here’s what Sembly costs in 2026:
| Plan | Price | Best For |
|---|---|---|
| Personal | $0 | Trying the basics on a few calls |
| Professional | $10/month | Freelancers and solo operators |
| Team | $20/month | Teams sharing notes and tasks |
| Enterprise | Custom Pricing | Large orgs with security needs |
Free trial: Yes, the Personal plan is free forever with limits.
Money-back guarantee: Not advertised, but you can cancel anytime from billing settings.
💰 Best Value: Team at $20/month — shared workspaces and integrations hold the real value.
Sembly vs Alternatives
How does Sembly compare? Here’s the competitive landscape:
| Tool | Best For | Price | Rating |
|---|---|---|---|
| Sembly | Meeting notes plus tasks | $10/mo | ⭐ 4.0 |
| Fireflies AI | Transcripts and search | $10/mo | ⭐ 4.5 |
| MeetGeek | Automatic recording | $15/mo | ⭐ 4.4 |
| Notta | Fast speech to text | $8.17/mo | ⭐ 4.3 |
| Notion | Docs and wikis | $10/mo | ⭐ 4.6 |
| ClickUp | Work management | $7/mo | ⭐ 4.6 |
| Evernote | Personal notes | $14.99/mo | ⭐ 4.0 |
| Taskade | AI chat plus tasks | $8/mo | ⭐ 4.5 |
Quick picks:
- Best overall: Sembly — notes, tasks, and insights in one place.
- Best budget: Notta — cheap transcripts if you only need text.
- Best for beginners: MeetGeek — almost nothing to configure.
- Best for sales teams: Sembly — HubSpot sync and follow up drafts.
🎯 Sembly Alternatives
Looking for Sembly alternatives? Here are the top options:
- 🚀 Microsoft OneNote: Free notebook that syncs everywhere, though you type the notes yourself.
- 🌟 Notion: Docs, databases, and AI chat for teams that live in documents.
- ⭐ Fireflies AI: Closest rival for transcripts, search, and call recording across video platforms.
- 💼 ClickUp: Work management first, with meeting notes and tasks bolted onto real projects.
- 🧠 Capacities: Object based notes that connect ideas, people, and dates as a knowledge graph.
- ⚡ Taskade: Fast outlines, AI chat, and task boards for small teams that move quickly.
- 🔒 Notejoy: Private team notes with tight sharing controls and quick search.
- 💰 Notta: Budget speech to text with solid accuracy and simple exports.
- 🎨 Craft: Beautiful documents for client facing content and polished meeting recaps.
- 👶 MeetGeek: Easy automatic recording and summaries for people new to AI meeting tools.
- 🔧 Mem AI: Self organizing notes that surface related information as you write.
- 🏢 Evernote: Long standing capture tool for documents, clippings, and voice memos.
For the full list, see our Sembly alternatives guide.
⚔️ Sembly Compared
Here’s how Sembly stacks up against each competitor:
- Sembly vs Microsoft OneNote: Sembly wins on automation. OneNote wins if you want free storage and manual control.
- Sembly vs Notion: Notion is the better home for documents. Sembly is the better meeting agent.
- Sembly vs Fireflies AI: Close call. Fireflies edges ahead on search, Sembly on tasks and decisions.
- Sembly vs ClickUp: ClickUp owns project execution. Sembly feeds it better input from your calls.
- Sembly vs Capacities: Capacities is for thinkers. Sembly is for teams shipping next steps after meetings.
- Sembly vs Taskade: Taskade is lighter and cheaper. Sembly captures far more meeting data per call.
- Sembly vs Notejoy: Notejoy is a notes app with sharing. Sembly actually attends and records the call.
- Sembly vs Notta: Notta is cheaper for raw transcripts. Sembly adds structure, tasks, and CRM sync.
- Sembly vs Craft: Craft looks better. Sembly does more of the work before you ever open the doc.
- Sembly vs MeetGeek: MeetGeek is easier to start. Sembly goes deeper on analytics and integrations.
- Sembly vs Mem AI: Mem AI organizes what you write. Sembly writes it for you from live conversations.
- Sembly vs Evernote: Evernote is a capture tool. Sembly is a meeting assistant with an agent on the call.
Start Using Sembly Now
You learned how to use every major Sembly feature:
- ✅ Project Management
- ✅ Automation
- ✅ Analytics
- ✅ CRM
- ✅ Custom Integrations
- ✅ AI Meeting Notes & Tasks
- ✅ Accurate Transcriptions
- ✅ Multi-Format Upload
- ✅ Multi-Language Support
Next step: Pick one feature and try it now.
Most people start with AI Meeting Notes & Tasks.
It takes less than 5 minutes.
Frequently Asked Questions
How to use Sembly in Teams?
Sync your Microsoft calendar, then turn on auto join. The Sembly agent enters the Teams call as a participant and posts notes and tasks afterwards.
How does Sembly AI work?
Sembly connects to your calendar, joins calls on Zoom, Teams, Webex, or Google Meet, transcribes the audio, then writes structured notes, tasks, and decisions.
What is Sembly used for?
Teams use Sembly for meeting notes, task tracking, transcripts, and analytics. Sales teams also sync summaries to HubSpot to move deals forward faster.
Is there a free AI note taker for meetings?
Yes. The Sembly Personal plan costs $0 and covers basic meeting notes and transcripts, with paid plans starting at $10/month for heavier use.
Which AI is best for meeting notes?
It depends on your needs. Sembly leads for tasks and decisions, Fireflies for search, and MeetGeek for the easiest setup for beginners.
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