AI Systems Instructor • Real Estate Technologist
Quick Answer: Otter.ai transcribes meetings, client calls, and property walkthroughs with AI-generated summaries and action items. Best for agents who want searchable records of every conversation. Rated 7.5/10. $0 free / $17/mo Pro.
Live transcription during meetings with speaker identification. See who said what as the meeting happens. Works in-person (via phone mic) and on video calls (Zoom, Google Meet, Teams).
Otter automatically joins your scheduled Zoom, Google Meet, and Teams meetings. No manual setup—it detects calendar events and joins as a participant to record and transcribe.
After every meeting, Otter generates a structured summary with key discussion points, decisions made, and action items extracted automatically. Delivered via email within minutes.
AI identifies commitments and next steps from the conversation. 'I'll send the comps by Friday' becomes a tracked action item assigned to the speaker.
Search across all your meeting transcripts by keyword. When a client references a conversation from weeks ago, find exactly what was said in seconds.
In the AI Acceleration workflow, Otter.ai captures the raw information from client interactions. That information then feeds into your Content Card and HOME Framework prompts—turning real conversations into fuel for AI-generated follow-ups, summaries, and marketing content.
Link Otter to your Google Calendar, Outlook, Zoom, and Google Meet. OtterPilot will automatically join and record scheduled meetings.
For video calls, Otter joins automatically. For in-person meetings and phone calls, open the Otter mobile app and start recording. Always disclose that you're recording.
After each meeting, review the AI-generated summary and action items. Correct any transcription errors in names, addresses, or numbers—Otter is good but not perfect on proper nouns.
Prompt
[Otter.ai records a 35-minute listing appointment via mobile app] Meeting: Listing appointment at 1842 Belmont Blvd, Nashville Participants: Agent (Sarah), Sellers (Tom and Lisa Henderson) Duration: 35 minutes [After meeting, Otter generates automatic summary]
Output
**Meeting Summary — Listing Appointment** 1842 Belmont Blvd, Nashville TN February 4, 2026 | 35 minutes **Key Discussion Points:** - Sellers want to list at $699K; agent recommended $675-685K based on recent comps at 1806 Belmont ($668K, Nov 2025) and 1920 Belmont ($692K, Jan 2026) - Home has been updated: new kitchen (2024), refinished hardwoods, new HVAC (2023) - Sellers' timeline: need to be in Atlanta by April 15 for Tom's job start date - Lisa concerned about staging costs — Sarah mentioned virtual staging as a lower-cost option - Discussed open house strategy: one broker's open + two public open houses in first two weeks **Decisions Made:** - Will list at $685K (compromise between seller preference and agent recommendation) - Professional photography scheduled for February 10 - Sarah to provide virtual staging quote by February 6 **Action Items:** - [ ] Sarah: Send virtual staging options and pricing (by Feb 6) - [ ] Sarah: Schedule professional photographer for Feb 10 - [ ] Tom & Lisa: Complete disclosure forms (by Feb 7) - [ ] Sarah: Draft listing description and send for approval (by Feb 8) - [ ] Sarah: Prepare CMA presentation with the comps discussed today
35 minutes of conversation turned into a structured summary in under 2 minutes. The action items are extracted directly from what was said during the meeting. Sarah can now copy the 'Key Discussion Points' into ChatGPT as Materials in a HOME Framework prompt: 'Based on this listing appointment summary, draft a follow-up email to Tom and Lisa confirming our plan and next steps.' The transcript becomes fuel for every follow-up task.
Other tools real estate agents use for similar tasks.
Better for editing video/audio content, also includes transcription but focused on production not meetings
Better for organizing and acting on meeting notes within a broader workspace—pair with Otter for capture
Use ChatGPT to process Otter transcripts into follow-up emails, summaries, and content—they work together
Learn the Frameworks