How to Switch from Otter.ai to Schedly
Switching from Otter.ai to Schedly gives you AI meeting notes plus scheduling and video in one platform — eliminating the tool fragmentation that requires Otter alongside Calendly and Zoom. The migration takes about 20 minutes.
Complete migration guide
Follow these steps in order. Each takes 2–5 minutes.
Create your Schedly account
Go to schedly.io and sign up free. AI meeting notes require the Pro plan at $24/month — which typically costs less than Otter Pro + your scheduling tool combined.
Connect your calendar and configure scheduling
Connect Google Calendar or Outlook. Create event types for your client sessions with Schedly Video as the location — this is the session that will generate AI notes automatically.
Set your note format
Configure your default note format. For healthcare: choose SOAP, DAP, or BIRP per event type. For general professional use: the default AI summary covers all key meeting content.
Request your HIPAA BAA (healthcare providers)
If you are a healthcare provider or health coach: request your Business Associate Agreement from Schedly before conducting any client sessions. This step is required before collecting patient information.
Do not record patient sessions until the BAA is signed and in place.
Test with a real session
Schedule and run a session via Schedly Video. Confirm the transcript and AI notes appear within 60 seconds of session end. Verify the note format and quality meet your requirements.
Replace Otter for Schedly Video sessions
For sessions running through Schedly Video, Otter is no longer needed — AI notes are generated automatically. For meetings still running through Zoom or Google Meet, you can continue using Otter until you migrate those to Schedly Video.
Assess and cancel Otter subscription
Once your primary sessions are running through Schedly Video with automatic AI notes, cancel your Otter subscription. Export any transcripts from Otter that you want to retain first.
What transfers — and what doesn't
A clear-eyed look at what moves to Schedly and what you'll need to handle manually.
What you gain by switching to Schedly
No upload step
Otter requires connecting to Zoom or uploading audio. Schedly generates notes automatically from Schedly Video sessions the moment they end.
HIPAA BAA available
Otter's HIPAA compliance requires their Business plan. Schedly's signed BAA is available on Pro for all clinical customers — simpler and more cost-effective.
Clinical note formats
Schedly generates SOAP, DAP, and BIRP notes — Otter does not support structured clinical documentation formats.
Watch out for these migration gotchas
Export your Otter transcripts before canceling
Download transcripts and meeting summaries you want to keep from Otter before closing your account.
Real-time transcription
Otter offers real-time transcription during meetings. Schedly generates transcripts after session end. If real-time display during sessions is critical to your workflow, factor this into your decision.
From Three Tools to One: The Case for Integrated Meeting Infrastructure
Otter.ai is a powerful transcription tool — but it sits in the middle of a fragmented meeting workflow. Before Otter can transcribe, you need to book the meeting (separate tool) and run the meeting (separate tool). After Otter transcribes, you need to copy the action items to your CRM or task manager (another tool). The workflow that looks like one step is actually five steps across four applications.
Schedly's Integrated Approach
Schedly collapses five steps into one workflow: client books via your Schedly link, receives a Schedly Video join link in the confirmation, joins the session in-browser (no download), the session is transcribed automatically, and AI notes are waiting in the dashboard when you close the call. One workflow, one platform, one subscription.
The Healthcare Provider Case
For healthcare providers specifically, Otter's limitation is existential: it does not offer a HIPAA BAA on standard plans, making any patient session involving PHI non-compliant. Schedly's integrated approach — signed BAA covering scheduling, video, transcription, and clinical notes — is not just more convenient; it is the compliant path for clinical practice.
Common migration questions
Related Schedly resources
Stop Losing Bookings to
Scheduling Friction.
Schedly puts your calendar to work around the clock. Every lead, every client, and every meeting lands exactly where it should, automatically.