Whoever records is who pays.

A licence is only needed by whoever has meetings recorded. Anyone who reads minutes, searches them or receives tasks from them costs nothing — as many colleagues as you like, in every package. Full transcription quality and European processing are not a tier here, they are the foundation.

Start

For individual heavy talkers and small groups who simply want minutes.

8 €/ month

net per recording licence. On an annual plan 88 € per year — one month free.

7 hours of recording per licence per month. The allowance belongs to the licence; it is not pooled across the organisation.

Request Start

The basic set — complete:

Full transcription quality, speaker recognition, tasks with a second pass, processing in the EU, SSO. None of it is a higher tier.

Most chosen

Pro

For teams that write minutes from their own templates and sort them by company.

27 €/ month

net per recording licence. On an annual plan 297 € per year — one month free.

24 hours of recording per licence per month. The allowance belongs to the licence; it is not pooled across the organisation.

Request Pro

Everything from Start, plus:

  • Your own minutes templates — your structure, your questions, usable across the organisation
  • Company tagging based on the participants' email domains, with a filter per company
  • Your own bot name and bot picture
  • Retention rules for transcripts, minutes and audio
  • REST API with an account key and an OpenAPI description

Organisation

For places with a lot of meetings, where IT wants to go its own way.

45 €/ month

net per recording licence. On an annual plan 495 € per year — one month free.

40 hours of recording per licence per month. The allowance belongs to the licence; it is not pooled across the organisation.

Request Organisation

Everything from Pro, plus:

  • Guided setup in your Microsoft tenant
  • Priority support with a committed response time
  • Personal API keys, released by the admin, each limited to that person's own meetings

All amounts are net, plus VAT. No minimum number of licences, no upper limit.

Packages are currently available on request.

We still enable access personally — no shopping cart, no credit card in a form. You write to us, we set up your organisation and you get an invoice. That usually takes one working day and has a pleasant side effect: we go through the setup in your Microsoft tenant at the same time. Send an enquiry.

Who needs a licence — and who does not

The market charges per user; there, everyone who only needs the result pays too. Here, whoever has things recorded pays. And the free seat is not access to the whole system but access to your own minutes: it shows only the meetings the person was part of.

Participant seat

0 € unlimited, in every package

For everyone who attends meetings and needs the result afterwards.

  • Read the minutes of their own meetings
  • Transcript and tasks from their own meetings
  • Search across their own meetings
  • Export as Markdown and PDF

This is what a licence is for

  • Have meetings recorded
  • Connect a calendar
  • Own templates, company tagging, API
  • See other people's meetings

Recording licence

from 8 € per person per month

For everyone whose meetings are to be written up.

  • Everything from the participant seat
  • Connect a calendar — the bot joins on its own
  • Start a recording by hand, upload audio
  • An hour allowance of their own (7, 24 or 40 hours per month)
  • Depending on the package: own templates, company tagging, API

One account, one package

Packages cannot be mixed within one account. A change always affects the whole account: every licence moves up to the new tier together. That spares you managing two classes of colleague, and spares us an invoice nobody can follow.

Organisation-wide access from 25 licences

If your purchasing department would rather license a flat rate than count heads: from 25 recording licences upwards you can switch to organisation-wide access. It costs as much as 25 licences — in return everyone in the organisation may record, and the hour allowance is then shared. In the Pro package that comes to 675 € per month for 600 hours.

When the hours run short

We do not cut off a meeting in progress, and we do not block anything either. You top up 25 hours for 30 € — at the same rate in every package, with no volume tiers and no negotiation. Topped-up hours sit with the account and are open to every licence; they do not expire. The monthly allowance expires at the end of the month.

Included in every package

Even in the smallest one. Nothing listed here is ever a reason to book a tier higher.

Recording and understanding

  • Microsoft Teams, Google Meet and Zoom
  • Joining automatically via the connected calendar
  • Full transcription quality — there is no worse tier
  • Speaker recognition for German and English
  • Audio upload for meetings the bot did not attend

Making sense of it

  • Minutes based on the templates we ship
  • Tasks with an owner — checked in a second pass
  • The meeting chat and shared links end up in the minutes
  • Full-text search across every meeting you are allowed to see
  • Export as Markdown and PDF

Operations and administration

  • Sign-in by email code or Microsoft account (SSO) — in every package
  • User management and roles
  • Processing in the EU, database in Frankfurt
  • Automatic deletion of the audio once the transcript exists
  • Data processing agreement and documents for the works council

Your own installation — on request

For when your organisation needs a separate instance of its own, wants to plug in a self-hosted language model, or wants to run Protoki on its own infrastructure. This is not a fourth price tier and not a larger feature bundle — it is a different operating model.

Technical details

What does not cost extra here

Low entry prices in this market often leave out what you actually need — and count in every person who only reads the result.

Listening and reading along

Anyone who only reads minutes, searches them or receives tasks from them needs no licence. As many colleagues as you like, in every package, permanently at 0 €.

Accuracy

Some providers sell three recognition tiers and deliver around 90 % on the entry plan. Here there is one quality — the best we can manage. At 8 € as well.

Signing in with a Microsoft account

Single sign-on only arrives in the most expensive package at many providers. Here it belongs to every package — just like user management.

Processing in the EU

European hosting and European language models are not a premium add-on but the reason Protoki exists. You cannot buy it on top, and you cannot switch it off.

Frequently asked questions

Who needs a licence?
Only whoever has meetings recorded — that is, connects their calendar, starts a recording or uploads a file. Everyone else receives minutes, reads them, searches them and picks up tasks without anything falling due.
Do the free seats see everything?
No, and this is the most important point: a participant seat shows only the meetings the person was part of — as the organiser, as a named follower, or as a participant with that email address. Other people's meetings are not visible, not searchable and appear in no list.
Can we license a flat rate instead of individual licences?
Yes, from 25 recording licences upwards. Organisation-wide access costs as much as 25 licences but lets everyone on the staff record; the hour allowance then applies to the whole organisation together. Below that threshold you are better off with individual licences.
Does the hour allowance apply to the whole organisation together?
No, the allowance belongs to the individual licence. That is what makes an entry price of 8 € possible while participants cost nothing: otherwise we would have to fund the price across the average of all users.
Can we mix packages — two large licences and ten small ones?
No. One account has exactly one package. If you change, the whole account changes and every licence moves with it. That keeps the invoice easy to follow and spares you the question of who gets which tier.
What happens when the hours are used up?
We do not block anything mid-meeting. You top up 25 hours for 30 € — at the same rate in every package. Topped-up hours sit with the account and are open to every licence.
Are there different levels of transcription quality?
No. We think it is wrong to sell deliberately worse recognition as a cheap way in. There is one quality, and it is part of every package.
Do several bots turn up if several colleagues are in the same meeting?
No, exactly one bot joins — and it uses the hours of exactly one licence. Afterwards all the colleagues involved receive the minutes.
Can we put Protoki to the test without paying anything?
Yes. A trial runs with the full feature set and without a card. You decide afterwards.
What happens to our data if we cancel?
You export transcripts and minutes yourself at any time as Markdown and PDF, and from Pro upwards machine-readably through the API as well. Your content stays your content — including on the way out.

Questions about setup in your Microsoft tenant are answered on the Security page.