Top 10 Meeting Management Software: Features, Pros, Cons & Comparison

Introduction

Meeting management software is a digital tool designed to help people organize, run, and follow up on meetings more effectively. Instead of just being a place to have a video call, these tools focus on the entire lifecycle of a meeting, from creating an agenda beforehand to tracking action items after the session ends. It acts as a central hub where all notes, decisions, and tasks are stored so that nothing important gets forgotten. These platforms are used to make sure that time spent in meetings is actually productive and that every participant knows exactly what they need to do next. Without these tools, many teams find themselves stuck in “meetings about meetings” where information is scattered across emails, chat messages, and private notebooks.

The importance of having a dedicated system for meetings cannot be overstated in today’s busy work environment. Real-world use cases include a project manager coordinating a complex product launch across multiple time zones, or a board of directors needing a secure place to vote on company policies and record official minutes. It is also used heavily by HR teams for structured interviews and by sales teams to ensure client requirements are perfectly documented. When evaluating which tool to use, you should look for things like how well it integrates with your current calendar, how easy it is to assign tasks during a live call, and whether the search function can find old meeting notes quickly. The goal is to reduce the “administrative heavy lifting” so leaders can focus on the actual conversation.

Best for: Meeting management software is a lifesaver for project managers, executive assistants, and team leads who oversee multiple recurring sessions. It is highly beneficial for mid-sized to large organizations that have complex workflows and need a clear trail of accountability. Industries like legal, healthcare, and software development often find these tools essential for maintaining high standards of documentation and progress tracking.

Not ideal for: Very small teams or solo freelancers who only have one or two informal chats a week might find these tools to be unnecessary. If your communication is mostly casual and you don’t need to track formal decisions or complex tasks, a simple notebook or a basic chat app is usually enough. Companies that are strictly “anti-meeting” and prefer all communication to happen through written documents may also find that these platforms offer more structure than they truly want.

Top 10 Meeting Management Software Tools

1 — Fellow

Fellow is a meeting productivity tool built for managers and their teams to have better one-on-ones and team meetings. It focuses heavily on building collaborative agendas and ensuring that every meeting results in clear, trackable action items. It is designed to sit right inside your workflow, making it easy to stay organized without leaving your favorite apps.

• Key features:
  • Collaborative meeting agendas that everyone can contribute to in real-time.
  • A central place to track action items and follow-up tasks across different meetings.
  • A library of expert-approved meeting templates for one-on-ones, stand-ups, and more.
  • Feedback tools that allow team members to share thoughts after a session.
  • Integration with popular calendar and video conferencing tools.
  • Meeting “streams” that allow you to see the history of a specific recurring meeting.
• Pros:
  • It makes one-on-one meetings much more structured and useful for career growth.
  • The interface is very clean and does not feel overwhelming for new users.
  • It sends helpful reminders to participants to add to the agenda before the meeting starts.
• Cons:
  • Some of the more advanced features are locked behind a higher-tier paid plan.
  • It can take some time for the whole team to get into the habit of using it consistently.
• Security & compliance: Fellow provides SSO options, data encryption at rest and in transit, and is SOC 2 Type II compliant. It also follows GDPR guidelines to protect user privacy.
• Support & community: They offer an extensive help center with articles and videos, plus a blog with tips on management. Enterprise customers receive priority support and dedicated success managers.

2 — Hugo

Hugo is a meeting management platform that connects your calendar, your notes, and your task apps. It is built for teams that want to turn their meeting insights into real work by sending notes directly to tools like Jira, Salesforce, or Trello. It acts as a bridge between a conversation and the actual execution of the work.

• Key features:
  • Multi-user note-taking that allows the whole team to write at once.
  • The ability to search through every meeting ever held by the company in seconds.
  • One-click task creation that sends action items to other project management tools.
  • High-quality templates that help you prepare for different types of calls.
  • Public or private note settings to control who sees sensitive information.
  • Automated reminders and summaries sent via email or chat apps.
• Pros:
  • The search functionality is incredibly fast and helpful for finding old decisions.
  • It is excellent at making sure meeting notes don’t just “sit there” but actually turn into tasks.
  • Very easy to share meeting outcomes with people who couldn’t attend the call.
• Cons:
  • The free version is quite limited in terms of how many integrations you can use.
  • It is primarily a web-based tool, so the offline experience is not as strong.
• Security & compliance: Hugo uses enterprise-grade security, including SSO and encryption. They are GDPR compliant and maintain strict internal data handling policies.
• Support & community: Users have access to a detailed knowledge base and email support. They also host a community where users can share meeting best practices.

3 — Lucid Meetings

Lucid Meetings is a comprehensive system designed specifically for high-stakes corporate and board meetings. It is less about casual chats and more about following a professional “meeting OS” that ensures every session is legally compliant and perfectly documented. It is a great choice for organizations that need a high level of formality.

• Key features:
  • Structured meeting processes that guide the leader through every step.
  • Built-in tools for taking official minutes and recording formal votes.
  • Automated follow-up reports that are sent out immediately after the meeting.
  • Records of attendance and participation for audit purposes.
  • A large collection of professional templates for different industries.
  • Timers to keep each agenda item on track and prevent the meeting from running over.
• Pros:
  • It is one of the best tools for companies that need a “paper trail” for legal reasons.
  • The focus on meeting science helps teams significantly improve their productivity.
  • It handles very large, formal groups much better than simple note-taking apps.
• Cons:
  • The interface feels a bit more traditional and less “trendy” than newer apps.
  • Because it is so thorough, it can feel like a bit too much work for a quick sync.
• Security & compliance: This platform offers high-level security including SOC 2 compliance, audit logs, and HIPAA-ready options for healthcare users.
• Support & community: They provide professional training and consulting services alongside their software. Support is very responsive and knowledgeable about business processes.

4 — Range

Range is a tool designed to help remote and hybrid teams stay connected through “check-ins” and structured meetings. It focuses on the human side of work, making sure that team members feel seen and heard while still getting through the business agenda efficiently. It is perfect for building team culture alongside work tasks.

• Key features:
  • A “Check-in” feature that allows people to share their daily plans and feelings.
  • Meeting agendas that integrate with your daily task list.
  • Icebreaker questions built-in to start meetings on a positive note.
  • Team “mood” tracking to see how everyone is doing over time.
  • Clear assignment of roles like “note-taker” and “facilitator” for every call.
  • A dashboard that summarizes team progress and upcoming roadblocks.
• Pros:
  • It is amazing for remote teams who miss the “water cooler” talk of an office.
  • It helps keep meetings short by handling some updates asynchronously through check-ins.
  • The design is very friendly and makes work feel a little more human.
• Cons:
  • It may be too “soft” for very traditional corporate environments that only want the facts.
  • It works best when the whole company uses it, rather than just one person.
• Security & compliance: Range is SOC 2 Type II compliant and follows GDPR regulations. They use encryption for all data and offer secure login methods.
• Support & community: They offer a library of team-building resources and clear documentation. Support is available through email and their website.

5 — Meetingbird

Meetingbird is a tool that focuses heavily on the scheduling side of meeting management. It helps you find the perfect time for everyone to meet without the back-and-forth emails, and then provides a simple way to manage the agenda for that meeting. It is owned by Front, meaning it works very well for people who live in their inbox.

• Key features:
  • A very powerful scheduling tool that handles multiple time zones perfectly.
  • Simple agenda creation that stays attached to the calendar invite.
  • Integration with email so you can schedule meetings directly from a conversation.
  • Meeting polls to let a group vote on the best time to gather.
  • Collaborative notes that are easy to access for all participants.
  • Automated reminders to make sure nobody forgets the meeting.
• Pros:
  • It is probably the best tool for teams that struggle with the “scheduling dance.”
  • The interface is incredibly simple and stays out of your way.
  • It integrates deeply with your calendar, showing your availability clearly.
• Cons:
  • It doesn’t have as many “post-meeting” task tracking features as some other tools.
  • It is not a full-featured project management system.
• Security & compliance: Meetingbird uses standard cloud security practices, including data encryption. They comply with major privacy laws like GDPR.
• Support & community: As part of the Front family, they have a very professional support team and clear online guides for all users.

6 — Parabol

Parabol is a meeting tool built specifically for agile teams and developers. It is famous for its “Retrospective” features, which help teams look back at their work and figure out how to improve. It uses a structured, phased approach to make sure meetings are fair and productive for everyone.

• Key features:
  • Phased retrospective meetings (Reflect, Group, Vote, Discuss).
  • Integration with Jira and GitHub to pull in real work data.
  • Anonymous voting and reflection to encourage honest feedback.
  • “Sprint Poker” features for estimating how long tasks will take.
  • Automatic meeting summaries that are easy to read and share.
  • Beautifully designed boards for visual organization of ideas.
• Pros:
  • It is the gold standard for teams that follow Agile or Scrum methodologies.
  • The anonymity features help junior employees speak up without fear.
  • It is very effective at making sure meeting discussions lead to real changes.
• Cons:
  • It is very specialized, so it might not be the best fit for marketing or sales teams.
  • It can feel a little technical for people who aren’t familiar with software development terms.
• Security & compliance: Parabol is SOC 2 compliant and offers SSO for enterprise customers. They take data privacy very seriously and are GDPR compliant.
• Support & community: They have a very active blog about the future of work and a helpful help center. They are also very open to user feedback for new features.

7 — Beenote

Beenote is a meeting management tool that serves a wide range of needs, from small businesses to large government organizations. It focuses on the three main stages of a meeting: the before (agenda), the during (notes and time-keeping), and the after (minutes and tasks). It is a very balanced tool that works for almost any industry.

• Key features:
  • A simple agenda builder that allows you to set a time limit for each topic.
  • Real-time note-taking that allows you to flag specific decisions or tasks.
  • Automatic generation of meeting minutes in a professional format.
  • A task manager that tracks who is doing what after the meeting.
  • A searchable archive of all past meetings and decisions.
  • Specialized versions for boards of directors (called Beeboard).
• Pros:
  • It is very reliable and covers all the basics of a meeting perfectly.
  • The minute-generation feature saves a massive amount of time for secretaries and assistants.
  • It is easy for people who are not “tech-savvy” to learn and use.
• Cons:
  • The design feels a bit more functional than inspiring.
  • It doesn’t have the “social” or “team-building” features that some newer apps have.
• Security & compliance: Beenote offers secure data hosting, SSL encryption, and is compliant with standard privacy regulations like GDPR.
• Support & community: They provide personalized training and a clear onboarding process for teams. Support is available via phone and email.

8 — Magic Minutes

Magic Minutes is designed to take the pain out of recording what happened in a meeting. It is built to make it fast and easy to record notes and assign tasks, so that when the meeting ends, you are already done with your administrative work. It is a great choice for people who hate spending hours writing up summaries after a call.

• Key features:
  • A unique note-taking system that allows you to take notes while the call is happening.
  • Instant distribution of minutes to everyone as soon as the meeting ends.
  • A “Request an Update” feature that follows up with people on their tasks automatically.
  • High-level dashboards that show which projects are falling behind.
  • The ability to include photos or screenshots directly in the meeting notes.
  • Meeting history that shows a clear timeline of how a project has progressed.
• Pros:
  • It is very fast—you can literally finish your meeting minutes as the meeting ends.
  • The automated follow-up system means you don’t have to nag people about their tasks.
  • It works well for site visits or inspections where you need to take photos.
• Cons:
  • The interface can feel a little crowded because there are so many options on the screen.
  • It is not as well-known as some of the larger platforms, so it has a smaller community.
• Security & compliance: They use secure cloud hosting and encryption. Basic compliance measures are in place, though they may have fewer enterprise certifications than the giants.
• Support & community: They offer a library of “how-to” videos and direct email support. The founders are often very involved in helping new customers.

9 — Decisions

Decisions is a meeting management tool that lives entirely inside Microsoft Teams and Outlook. If your company is already a “Microsoft house,” this is likely the best choice for you. It adds a powerful layer of organization to the tools you are already using every day, so you don’t have to learn a whole new app.

• Key features:
  • A meeting agenda builder that stays inside your Outlook calendar invite.
  • A secure “Board Portal” for executive and leadership meetings.
  • Real-time voting and polling features inside Microsoft Teams calls.
  • Automatic minute generation that saves directly into a Word or OneNote file.
  • Task tracking that syncs perfectly with Microsoft Planner and To Do.
  • Smart summaries that highlight the most important parts of a meeting.
• Pros:
  • It is the perfect choice for companies that want to stay in the Microsoft ecosystem.
  • There is almost no learning curve because it feels like a part of Teams.
  • It meets very high enterprise security standards by default.
• Cons:
  • It is not a good fit for companies that use Google Workspace or other tools.
  • You are limited by the features and interface of Microsoft Teams.
• Security & compliance: Because it runs on Microsoft’s infrastructure, it meets top-tier standards like ISO, HIPAA, and SOC 2. It uses your existing Microsoft 365 security settings.
• Support & community: They offer excellent enterprise support and are a trusted Microsoft partner. There are many webinars and guides available for IT admins.

10 — Stratsys

Stratsys is a more advanced platform that links meeting management to high-level company strategy. It is not just about having a good meeting; it is about making sure that every meeting is helping the company reach its long-term goals. It is a powerful tool for executives and managers who want to see the “big picture.”

• Key features:
  • A strategic dashboard that connects meeting tasks to company KPIs.
  • Formal meeting minutes with digital signatures for official approval.
  • Visual reports that show how much progress is being made on different goals.
  • Specialized modules for sustainability, work environment, and risk management.
  • A clean, professional agenda builder for board-level sessions.
  • Integration with major enterprise software systems.
• Pros:
  • It is much more than a note-taking tool; it is a management system.
  • It is excellent for keeping everyone focused on the most important goals.
  • High level of formality and professionalism for government or large corporate use.
• Cons:
  • It is one of the more expensive options on the list.
  • It requires a significant amount of setup to connect it to your company strategy.
• Security & compliance: Stratsys meets very strict European security standards, including GDPR and ISO 27001. It is designed for public sector and high-security needs.
• Support & community: They provide professional onboarding and consulting to help you align the software with your goals. Support is very high-touch and expert-led.

Comparison Table

Evaluation & Scoring of Meeting Management Software

To help you understand how these tools are compared, we have used a weighted scoring system based on what business leaders value most.

Which Meeting Management Software Tool Is Right for You?

Choosing the right tool is a big decision, and it usually depends on your company’s existing culture and software. If you are a solo user or a small business, you probably want something simple and cheap. Meetingbird or the free tier of Fellow are great places to start because they handle the scheduling and basic notes without making things too complicated. You don’t want a system that takes more time to manage than the actual meeting itself.

For mid-market and growing companies, the focus should be on accountability. Tools like Hugo or Beenote are excellent here because they make sure that when someone is assigned a task in a meeting, it actually gets done. If your team is specifically a software development group, then Parabol is almost certainly the right choice because it speaks your language and follows the “Agile” way of working that you already use.

If you work for a large enterprise or a highly regulated industry, security and integration are the most important things. Decisions is the gold standard for those already on Microsoft Teams, while Lucid Meetings or Stratsys are better for boards and executives who need every decision to be legally documented. Always remember that the “best” tool is the one that your team will actually use every day. If it feels like a chore, they will stop using it, so try to pick a tool that feels natural and helpful for your specific group of people.

Frequently Asked Questions (FAQs)

What exactly is meeting management software?

It is a digital platform that helps you plan, run, and document meetings. Unlike a video call app, it focuses on the agenda, the notes, and the tasks that come out of the discussion.

Why can’t I just use Google Docs or Word for my meeting notes?

You can, but those tools aren’t built for meetings. Meeting software automatically connects to your calendar, sends reminders, and tracks tasks so that they don’t get lost in a random document.

Is it hard to get my team to start using a new meeting tool?

It can be a challenge at first. The best way to start is by picking one “champion” to lead the meetings using the tool, and once everyone sees how much time it saves, they usually get on board.

Do these tools work with Zoom or Microsoft Teams?

Yes, almost all of the tools on this list are designed to sit right alongside your favorite video conferencing software. Some even have a small window that stays on the screen during the call.

Are these platforms safe for sensitive company information?

Most professional-grade tools use high-level encryption and meet international security standards. If you work in a sensitive field, look for tools that are SOC 2 or HIPAA compliant.

How much do these tools cost on average?

Many have a free version for small teams. Paid plans usually start around five to ten dollars per user each month, while enterprise plans for large companies are priced based on the number of users.

Can I use these tools for one-on-one meetings with my boss?

Absolutely. In fact, tools like Fellow are famous for making one-on-one meetings much more productive by keeping a shared history of what was discussed in the past.

Will these tools help reduce the number of meetings we have?

Yes, often they do. By having a clear agenda and handling some updates through the software, you might find that some meetings can be shorter or even canceled entirely.

Can I export my notes if I want to stop using the software?

Most reputable tools allow you to export your data as a PDF, Word doc, or spreadsheet. It is always a good idea to check this before you sign up for a long-term plan.

Do I need a special person to manage the software?

No, modern tools are designed to be “self-service.” While one person might need to set up the initial settings, the whole team should be able to use it without any special IT help.

Conclusion

Managing meetings shouldn’t be a full-time job. By choosing a high-quality meeting management tool, you are giving your team the gift of time and clarity. Whether you need the deep technical structure of an agile tool, the professional polish of a board portal, or the simple joy of a well-organized one-on-one, there is a solution available that can help you turn your conversations into real progress.

When you are ready to make a choice, focus on what matters most for your daily work. If you find that your meetings are currently messy and people are forgetting their tasks, look for a tool with strong action-item tracking. If your biggest problem is just getting everyone in the same room, start with a scheduling-heavy tool. Remember that there is no single “best” tool for everyone—the perfect choice is the one that fits your team’s unique way of working and helps you feel more organized and less stressed every single day.