Purpose
This SOP defines the only approved tools for recording and transcribing meetings at InvestorKit. It provides clear guidance on which tool to use for each meeting type and explains why compliance is required to protect our customers, team members, and business.
Scope
This policy applies to all InvestorKit team members, contractors, and anyone joining a meeting on behalf of InvestorKit — regardless of role, seniority, or meeting type.
Policy Statement
Only two tools are approved for meeting recording and note-taking at InvestorKit: Attio and Loom. No other tool may be used without formal written approval from IT, in consultation with the business.
- Read.ai — approval ends 30 June 2026
- Otter.ai
- Plaud
- ChatGPT note taker
- Notion AI recordings
- Browser extensions that record or transcribe
- Personal recording apps or personal devices
- Any external recording or transcription tool not formally approved
Approved Tools & When to Use Them
Attio is the default tool for any meeting that involves a client, the customer journey, the sales process, service delivery, or any CRM context. When you use Attio, the recording stays connected to the correct customer record, giving InvestorKit the visibility and control it needs.
Use Attio for:
- Client calls and customer-facing meetings
- Sales conversations and pipeline discussions
- Service delivery and onboarding calls
- Any meeting linked to a customer record in our CRM
Loom is the approved tool for internal recordings where Attio is not appropriate. Loom integrates with your calendar and joins meetings as a note taker. It supports transcripts, editing, SOP recordings, and internal sharing — and is already familiar to most team members.
Use Loom for:
- Leader coaching conversations and private coaching sessions
- Internal leader meetings
- SOP recordings and training content
- Internal recordings where no customer data is involved
- General internal meetings where a recording is needed
Quick Reference - Meeting Type to Tool
Meeting Type | Approved Tool |
Client or CRM-related calls | Attio |
Sales conversations | Attio |
Service delivery and onboarding calls | Attio |
Leader coaching or private coaching sessions | Loom |
Internal leader meetings | Loom |
SOP and training recordings | Loom |
General internal meetings (recording needed) | Loom |
General internal meetings (no recording needed) | Gemini (auto-recorded) |
Recordings and transcripts can contain personal information, customer data, commercial discussions, internal feedback, and sensitive business context. If these recordings are stored in tools InvestorKit does not control, we cannot properly manage, secure, access, retain, or delete them.
Everyone needs to know when a meeting is being recorded. InvestorKit must know where that recording lives, who can access it, and how it can be managed.
Transitioning Away from Read.ai
Read.ai approval ends on 30 June 2026.
If you are a leader currently using Read.ai:
- Set up Loom and connect it to your calendar.
- Remove or disable Read.ai at the same time to prevent multiple note takers from joining the same call.
- Ensure any historical recordings in Read.ai that you need to retain are saved or transferred before 30 June 2026.
Loom Setup Instructions
Setting Up Loom
- Open the Self-Service app on your Mac.
- Search for Loom and install it.
- Log in with your InvestorKit Google account.
- Connect your calendar when prompted - Loom will then join meetings as a note taker.
- Configure the After-meeting settings as follows (see below).
Required After-Meeting Settings
Attio should already be connected for team members handling client or CRM-related calls. If you need to configure call recording in Attio, refer to the Attio call recording guides in the help docs.
Help & Resources
Resource | Where to Find It |
Loom desktop app guide | Loom Help Center |
Loom meeting recording guide | Loom Help Center |
Loom AI meeting notes overview | https://www.atlassian.com/software/loom/ai-meeting |
Attio call recording guides | Attio Help Center |
Self-Service app (Mac) | Managed via Mosyle on company Macs |
Non-Compliance
Using an unapproved recording or note-taking tool in InvestorKit meetings is a breach of this policy. If you are unsure whether a tool is approved, do not use it — ask IT directly before proceeding.
Do not add unauthorised note takers to any InvestorKit meeting. When in doubt, ask before using anything else.