Otolio
: How to use it, features, and the business problems it solves
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What is Otolio?
An AI agent from Epic Base that automatically handles the work surrounding a meeting—before, during, and after. Renamed from the AI minutes service "Smart Shoki" in December 2025. It ships two agents, one for minutes and one for sales, automating everything from generating minutes to updating Salesforce opportunity fields and drafting follow-up emails. ISO/IEC 27001 certified, with data stored in Japan and never used for machine learning without permission. Over 7,000 companies have adopted it.
Business problems it solves
About "Otolio"
What is Otolio?
Otolio is an AI agent that automates the work surrounding meetings, built by Epic Base, Inc. It is the service formerly known as Smart Shoki, a well-established AI meeting-minutes product in Japan, renamed in December 2025.
The important shift is that this is no longer a transcription tool. It is positioned to take over the work that happens before, during, and after a meeting: checking prior material, drafting the agenda, writing and sharing the minutes, and entering the results into internal systems.
It draws on information from the web and internal data such as CRM records in addition to the meeting audio, so its suggestions reflect context that the words alone do not convey.
Two agents
There are two agents, split by what you are trying to reduce.
| Agent | Suits you if | What it does |
|---|---|---|
| Minutes agent | You want to cut time spent writing minutes | Automates recording, summarising, and sharing so minutes take no manual effort |
| Sales agent | You want to cut work around sales calls | Automates the surrounding work: call preparation, SFA updates, follow-up emails |
Through 2026 the product has shipped automatic updates to Salesforce opportunity fields, automatic logging of call notes, AI-generated sales scenarios, and automatic generation of minutes emails. The trajectory is clear: from a minutes tool toward conversation intelligence.
How to use it
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Start the free trial
Sign up for the 14-day free trial on the official site. There are no feature restrictions—everything is available. The trial is intended for companies and organisations considering a commercial contract.
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Record the meeting
You can capture every participant's audio from a single device across Zoom, Microsoft Teams, Google Meet, Cisco Webex and other tools, with no integration setup. It also works for in-person meetings.
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Review the transcript and generated minutes
Transcription runs in real time, and summaries, key points, decisions, and to-dos are generated automatically. You can replay the exact audio for any passage you want to verify.
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Edit and share
Generated minutes can be edited directly inside Otolio. It also drafts emails that reflect the content of the meeting.
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Push to your internal tools
Integrations cover Salesforce, Google Workspace, Outlook, and Garoon, with kintone listed as coming soon.
Features
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Transcription accuracy above 90%
A proprietary algorithm means accuracy improves the more you use it. You can register specialised terminology in a custom dictionary to raise it further.
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Summaries, key points, and to-do extraction
Decisions and tasks are pulled out and organised automatically.
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Everything on one screen
Recording, transcription, minutes, task management, and connected tools all live on the same screen. There is no jumping between tools.
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Import audio and video files
Beyond live recording, you can upload existing audio or video files for transcription.
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Mobile apps
iOS and Android apps support recording, reading minutes, and audio playback.
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Automatic AI engine updates
The accuracy of the underlying AI engines is verified and updated on a regular cycle, so you do not have to re-evaluate models yourself after adoption.
Security
Otolio is used by large enterprises and government bodies in Japan, and it is built to those requirements.
- ISO/IEC 27001 (ISMS) certified
- Data is stored in Japan, primarily in the Tokyo region
- Never used for machine learning without permission: transcripts and AI outputs are not fed into training without your consent
- AES256 encryption and WAF-based protection against unauthorised access
- IP address restrictions, multi-factor authentication, and audit logs
Failing to clear the information security review is a common way meeting-minutes rollouts stall. Explicit domestic storage and a no-training guarantee are what make the internal approval tractable.
Pricing
No setup fee; licence fees start at ¥10,000 per month. The exact figure depends on seat count and the features you need, so you have to contact the vendor through the official site.
You can try everything first with the 14-day free trial, which is aimed at organisations evaluating a commercial contract.
Reviews and who it suits
What people rate highly
- It handles what comes after the minutes: it does not stop at transcription and summary—it drafts emails and writes into your SFA. That lines up with organisations where the admin around a meeting weighs more than the meeting itself.
- It clears security requirements: ISMS certification, domestic data storage, and no training use, with a track record at large enterprises and public bodies.
- You do not have to re-pick an AI later: the vendor verifies and updates the AI engines, so you are not chasing model generations yourself.
Points to be aware of
- Pricing requires a conversation: the ¥10,000 floor is published, but the real cost is not fixed until you get a quote. Comparing vendors takes effort.
- Organisations only: individual use is not anticipated, and even the free trial assumes you are evaluating a commercial contract.
Who it suits: organisations with a high meeting volume where writing minutes and the follow-up admin pile onto specific individuals. The fit is strongest where security requirements are strict and adopting an overseas SaaS is difficult.
If your focus is recording and analysing sales conversations, compare against ailead and Jamroll. If transcription alone is enough, compare against Notta.
