Best Meeting Agenda Software for 2025 - Top 5 Tools

Many companies invest in meeting agenda software to make their meetings more efficient, organized, and productive​.

These tools streamline the process of creating and sharing agendas, keep discussions focused, and ensure decisions and tasks are documented so nothing slips through the cracks​.

In the guide that follows, we’ll compare leading meeting agenda software options and offer recommendations to help you choose the best tool for your organization.

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Best Meeting Agenda Software Options

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PerformYard

PerformYard Meetings is a customizable platform designed to streamline 1:1 meetings between managers and employees. It eliminates inconsistent documentation, clunky meeting prep, and manual goal tracking by providing a structured space for collaborative agendas, action tracking, and performance alignment. Unlike general meeting tools, PerformYard focuses specifically on performance-driven conversations, making it a great choice for HR teams and organizations that want to tie meetings directly to employee development.

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• Key Features: PerformYard offers two-way collaborative agendas, allowing both managers and employees to add topics, updates, and notes in real time. Flexible note-taking ensures key takeaways, achievements, and feedback are captured and stored, with the option to pull up meeting when filling out performance reviews. Integrated task management turns discussions into actionable items, assigning deadlines and tracking progress.

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• Why Use PerformYard: The platform provides full visibility and accountability, enabling employees and managers to revisit past meetings and track ongoing performance discussions. When it’s time for performance reviews, all relevant notes and action items are readily available, eliminating last-minute scrambling and ensuring evaluations reflect real, ongoing efforts rather than infrequent snapshots.

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• Strengths & Best Fit: PerformYard is ideal for organizations that prioritize structured, goal-oriented 1:1 meetings. Its biggest advantage is the seamless integration with performance management, making it easier to track employee progress over time. However, it’s not designed for general team or project meetings, and companies looking for a simple agenda tool without performance tracking features might find it more than they need.

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Fellow.app

Fellow.app is a dedicated meeting management platform designed to help teams run more effective meetings. It provides a collaborative space to build meeting agendas, document decisions, and keep everyone accountable for follow-ups​. By connecting meeting agendas and notes to your calendar events and other work tools, Fellow ensures that preparation and action items are integrated into your workflow​.

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• Key Features: Fellow.app allows teams to co-create meeting agendas and take shared notes in real time, ensuring everyone contributes to the discussion prep​. It provides access to hundreds of pre-built agenda templates to jump-start meeting plans​. It integrates with popular calendars and workplace apps (Google Calendar, Slack, Microsoft Teams and more) to sync meeting information with your existing workflow​.

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• Why Use Fellow.app: Teams adopt Fellow to instill good meeting habits and ensure every meeting is purposeful. By using collaborative agendas and documenting outcomes, meetings have clear objectives and stay on track​. Many users report that this leads to more efficient meetings–often fewer in number and shorter in length–while still achieving results​.

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• Strengths & Best Fit: Fellow.app shines for managers and teams that hold regular meetings and want a dedicated tool to streamline agenda prep and follow-through. It’s especially useful for remote or hybrid teams that need a central, shared space for meeting agendas and notes to keep everyone organized​. 

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ClickUp

ClickUp is an all-in-one productivity platform that integrates project and meeting management. Teams can create collaborative agendas, take notes, and turn meeting discussions into actionable tasks, all within the same workspace they use for projects . This ensures seamless follow-ups and accountability across meetings and daily work.

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• Key Features: ClickUp offers collaborative agenda docs for real-time co-editing for meeting agendas and notes. It can convert agenda items into ClickUp tasks with deadlines. It also provides pre-built agenda templates and automated scheduling integration. Finally, it has a new AI-powered summaries and transcription capability for easy recall.

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• Why Use It? ClickUp is valuable for teams that already manage projects in ClickUp and want to tie meetings directly into their workflow. Instead of using separate apps for meetings and tasks, ClickUp centralizes everything, improving efficiency and follow-through.

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• Strengths & Best Fit: ClickUp is ideal for teams that want an all-in-one platform for meetings, tasks, and documentation. However, it may feel overwhelming for those who just need a simple agenda tool, as its extensive features come with a learning curve.

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Avoma

Avoma is an AI-powered meeting assistant that helps teams automate agenda creation, note-taking, and follow-ups. It integrates with video conferencing tools to record, transcribe, and analyze meetings, making post-meeting workflows more efficient.

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• Key Features: Avoma provides AI transcriptions and notes, automatically transcribing meetings and generating summaries. It also offers pre-built agenda templates and shared editing for team meetings. Its AI can help detect and automatically assign action and follow-up items. It syncs with calendars and popular CRMs like HubSpot and Salesforce.

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• Why Use It? Avoma is ideal for busy teams that need an AI-powered solution to handle meeting documentation. It saves time, ensures no details are lost, and makes follow-ups easier by organizing action items and meeting insights automatically.

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• Strengths & Best Fit: Avoma is great for remote teams, sales, and customer success roles that require meeting recordings and analytics. However, for small teams needing only basic agenda management, its AI capabilities may be more than necessary.

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OnBoard

OnBoard is a board management platform designed for corporate and leadership meetings. It simplifies agenda creation, document sharing, and governance processes while offering secure voting and compliance tracking.

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• Key Features: OnBoard offers a drag-and-drop agenda builder, allowing users to easily create and share structured board meeting agendas. Its board book and document management allows users to store, annotate, and access all meeting materials in one place. For collaboration, it offers secure messaging, voting, and e-signatures for approvals. Given its primary use case, it also provides advanced encryption, audit trails, and governance support.

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• Why Use It? OnBoard is ideal for board administrators and leadership teams that need a secure and compliant platform for high-stakes meetings. It eliminates the hassle of paper-based board books and scattered meeting documents.

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• Strengths & Best Fit: OnBoard excels in board and executive meetings, offering governance tools that general meeting apps lack. However, for everyday team meetings, it may be too specialized and feature-heavy.

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Select the Right Meeting Agenda Software for Your Organization

Studies show the average employee participates in 62 meetings per month, with roughly 31 hours spent unproductively in those meetings​. To combat this inefficiency, companies often turn to dedicated meeting agenda software. Such tools provide structure and consistency for meetings by enabling teams to prepare clear agendas, collaborate on notes, and track outcomes.

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Businesses typically choose to purchase meeting agenda software when their meeting load grows heavy or complex. For example, when teams become distributed (remote/hybrid work) or when manual methods (like email or docs) no longer suffice.

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Whether it’s for routine team check-ins, project discussions, one-on-one meetings, or high-stakes board meetings, the right agenda software can improve preparation, accountability, and follow-through.

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Key Features to Look For

When evaluating options, consider whether the software offers the following common functionalities:

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• Agenda Templates & Easy Setup: Built-in templates and presets for different meeting types (team syncs, one-on-ones, project kick-offs, etc.) can save time. The best tools let users quickly create and customize agendas, often with auto-fill capabilities or AI-powered suggestions based on meeting context​.
  
  
• Collaboration Tools: Look for real-time editing and sharing of agendas and meeting notes. Multiple team members should be able to contribute topics or comments to the agenda before and during the meeting. For example, some software offers a shared notes editor so that all participants can co-edit minutes in real time.

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• Time Tracking and Scheduling Aids: Keeping meetings on schedule is easier if the software supports time allotments per agenda item and timers. Certain meeting apps provide structured agendas with time-tracking features to keep discussions on track​, and sync with calendars to book the meeting and reserve time slots.

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• Action Items & Follow-Up Tracking: One hallmark of effective meetings is clear outcomes. Good meeting software lets you record action items or decisions on the spot and assign owners and due dates. This creates a to-do list that can be shared and followed up easily​.

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• Searchable History & Records: Especially for recurring meetings, it’s useful if the software stores past agendas and minutes in an organized, searchable way. This archive allows team members to refer back to previous discussions or decisions.
  
  
• Notifications and Reminders: Automating the administrative side of meetings is another plus. Features like email or in-app reminders about upcoming meetings, prompts to submit agenda items, and follow-up notifications for incomplete action items can ensure nothing falls through the cracks.

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• AI-Powered Summaries and Transcriptions: Advanced meeting management solutions now include AI capabilities. These can transcribe meeting conversations and even generate concise meeting summaries with key points and action items​. AI tools may also analyze past meetings to recommend topics for the next agenda.

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Pricing Considerations

Cost is a major factor when selecting software. Meeting agenda tools range from free basic versions to enterprise-grade platforms costing thousands of dollars per year. Here’s an overview of pricing models and what to expect:

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• Free vs. Paid Solutions: Many meeting software offerings have a free tier or trial. Free plans are often limited in users or features but can work for small teams or evaluation. For instance, Fellow.app has a free version with limited features for up to 10 users​, and some task-management tools let you manage unlimited meetings on a free plan (with caps on storage or members)​. Free options are great to test the waters, but growing organizations usually outgrow them as they need more functionality or capacity.

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• Subscription Pricing: The most common model for professional meeting tools is a subscription (Software-as-a-Service). This typically means a monthly or annual fee per user (or “per seat”). These recurring plans often unlock premium features like unlimited meetings, integrations, or support.

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• Enterprise Plans and Minimums: Larger vendors or those targeting enterprises often require custom quotes. They may have minimum annual contract values. For example, performance-oriented platforms like PerformYard typically cost around $5–$10 per employee per month. Enterprise plans usually come with advanced security, onboarding, and support, and they can scale to thousands of users. If you have a large organization, be prepared that pricing might be negotiated case-by-case, and volume discounts could apply.

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• Hidden Costs: When comparing prices, check what’s included. Does the fee cover all features, or are certain modules extra? Are there costs for adding more storage, integrations, or webinar training? Also factor in implementation costs if any (some enterprise software might charge for initial setup or data migration). The goal is to understand the total cost of ownership.

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• Tips: Match the pricing model to your company’s budget and size. If you’re a small team, a free or low-cost per-user plan might suffice. If you’re an enterprise, look for scalable pricing and consider the ROI. For example, time saved in meetings or reduction in travel/printing costs (some organizations save substantial money by moving from paper-based agendas to digital​). Always take advantage of free trials or demos to ensure the software delivers enough value to justify its cost before committing.

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Integrations with Workplace Tools

Meetings don’t happen in isolation, and neither should your meeting software. Integration capability is crucial to ensure the tool fits into your existing tech stack and workflows. Here are integration considerations and common platforms to look for:

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• Calendar Integration: Meeting agenda tools can sync with calendar applications like Google Calendar or Microsoft Outlook/Office 365. This allows automatic creation of meeting events with agenda links, and sending invites to attendees. When an agenda is ready, it can often be attached or linked in the calendar invite.

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• Video Conferencing: For remote meetings, integration with video conferencing tools (such as Zoom, Microsoft Teams Meetings, Google Meet) is very helpful. This might mean the agenda software can embed the video meeting link into the agenda or calendar event, or even open the call within the app.

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• Chat and Collaboration Apps: Consider integrations with team communication tools like Slack or Microsoft Teams. For example, a good integration might allow you to post meeting agendas or summaries to a Slack channel with one click, or use a Slack command to pull up an agenda.

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• Project Management & Task Tools: One powerful use of integration is to connect meeting outcomes with project management. If your team uses tools like Asana, Trello, Jira, or ClickUp, check if the meeting software can create tasks in those systems for any action items decided in the meeting.

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• Email and Document Storage: Integration with email (Gmail, Outlook) can allow for sending agenda invites or minutes directly via email. Also, connecting with document management or storage solutions like Google Drive, OneDrive, or Dropbox might be useful if you often attach files to agendas or need to store meeting recordings.

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• CRM or Sales Tools: If the meetings in question are sales calls or client meetings, integration with CRM systems (Salesforce, HubSpot, etc.) can automatically log meeting notes to client records. This is more specialized, but helpful for sales-driven teams.

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• HR and Performance Systems: On the flip side, for one-on-one or performance check-in meetings, integration with HRIS or performance management platforms can centralize data. PerformYard, for example, can integrate with HR systems to keep employee data in sync​, since it straddles meeting management and HR performance tracking.

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