# The meeting-tool switch checklist

Free printable checklist from MinuteHaul (https://minutehaul.haullabs.dev/guides/meeting-tool-switch-checklist.html). Vendor facts link to vendor help pages, checked Oct 24, 2026. Plans change; verify before relying on them.

## Phase 1: Two weeks before: take inventory

- [ ] **Write down your current plan and renewal date.** Most export features depend on the plan, so export while the paid plan is still active.
- [ ] **Count your meetings in the app.** You will compare this number against what you export.
- [ ] **Check who owns the meetings.** tl;dv: both the meeting owner and the downloader need Pro or Enterprise to download a transcript. Granola: the CSV only includes notes you own. Sources: [tl;dv: how to download transcripts](https://intercom.help/tldv/en/articles/6122489-how-to-download-transcripts) [Granola: exporting notes](https://docs.granola.ai/help-center/sharing/exporting-notes)
- [ ] **Granola users: check transcript auto-deletion.** If it is on, older transcripts are already gone; check Settings > Preferences. Sources: [Granola: transcript auto-deletion](https://docs.granola.ai/help-center/consent-security-privacy/transcript-auto-deletion)
- [ ] **Decide what you actually need.** Transcripts, summaries, recordings, or all three? Transcript exporters often skip media.

## Phase 2: One week before: run the exports

- [ ] **Fireflies: request the account data export.** Free for all users. Submit the form, confirm the email; a ZIP link arrives in 24 to 48 hours and stays valid for 7 days (TXT transcripts, TXT summaries, MP3/MP4, JSON metadata). Request it early. Sources: [Fireflies: export your account data](https://guide.fireflies.ai/articles/8915664468-how-to-export-your-fireflies-account-data)
- [ ] **tl;dv: plan for no native bulk export.** tl;dv says it does not support bulk transcript downloads or exports; transcripts are copied one at a time and recordings download one at a time. Its API is Pro or Business only. Sources: [tl;dv: how to download transcripts](https://intercom.help/tldv/en/articles/6122489-how-to-download-transcripts) [tl;dv: how to download your recording](https://intercom.help/tldv/en/articles/5946213-how-to-download-your-recording) [tl;dv: API](https://intercom.help/tldv/en/articles/11583137-api)
- [ ] **Otter: use bulk export if you are on Business or Enterprise.** Select conversations in My Conversations (scroll to load them all before Select all) and Otter emails a ZIP link. Basic exports single conversations as TXT only; paid plans add DOCX, PDF and SRT. Sources: [Otter: bulk export conversations](https://help.otter.ai/hc/en-us/articles/13829342669079-Bulk-export-conversations-audio-or-Takeaways) [Otter: export conversations](https://help.otter.ai/hc/en-us/articles/360047733634-Export-conversations)
- [ ] **Granola: generate the CSV.** Settings > Profile > Generate CSV. Emailed within a few hours, one export per 24 hours, link expires after 24 hours. Notes without a summary are skipped. On Enterprise it is off by default. Sources: [Granola: exporting notes](https://docs.granola.ai/help-center/sharing/exporting-notes)
- [ ] **Download recordings you need separately.** Fireflies: MP3/MP4 per meeting on Pro and higher. tl;dv: per meeting, Pro or Enterprise plus editor or admin rights. Sources: [Fireflies: download transcripts, summaries and recordings](https://guide.fireflies.ai/articles/3319752033-how-to-download-transcripts-summaries-and-meeting-recordings-from-fireflies) [tl;dv: how to download your recording](https://intercom.help/tldv/en/articles/5946213-how-to-download-your-recording)

## Phase 3: Before you cancel: verify

- [ ] **Download every emailed link right away.** Fireflies links last 7 days; Granola links last 24 hours. Sources: [Fireflies: export your account data](https://guide.fireflies.ai/articles/8915664468-how-to-export-your-fireflies-account-data) [Granola: exporting notes](https://docs.granola.ai/help-center/sharing/exporting-notes)
- [ ] **Compare counts.** Exported meetings vs. the count from step one. Otter Select all only picks loaded rows; Granola skips summary-less notes. Sources: [Otter: bulk export conversations](https://help.otter.ai/hc/en-us/articles/13829342669079-Bulk-export-conversations-audio-or-Takeaways) [Granola: exporting notes](https://docs.granola.ai/help-center/sharing/exporting-notes)
- [ ] **Open five random files.** Check speaker names, timestamps and that the transcript is complete.
- [ ] **Store two copies somewhere you control.** For example a local drive plus a cloud folder.

## Phase 4: Switch day

- [ ] **Import into the new tool, or keep as a searchable archive.** Markdown and CSV open in almost anything (Notion, Obsidian, Google Docs, Sheets).
- [ ] **Only now cancel or downgrade.** Plan-gated features (Fireflies downloads, tl;dv API, Otter bulk export, Granola API) go away with the plan. Sources: [Fireflies: download transcripts, summaries and recordings](https://guide.fireflies.ai/articles/3319752033-how-to-download-transcripts-summaries-and-meeting-recordings-from-fireflies) [tl;dv: API](https://intercom.help/tldv/en/articles/11583137-api) [Otter: bulk export conversations](https://help.otter.ai/hc/en-us/articles/13829342669079-Bulk-export-conversations-audio-or-Takeaways) [Granola API](https://docs.granola.ai/help-center/sharing/integrations/granola-api)
- [ ] **Note the date you exported.** Anything recorded after it is not in your archive.

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Leaving tl;dv or Fireflies (beta)? MinuteHaul exports every transcript as Markdown + index.csv. 10 most recent meetings free, then $19 one-time: https://buy.stripe.com/3cIcN40xDaoygFufdX1Nu09?client_reference_id=mh_switch_checklist
MinuteHaul does not export Otter or Granola.