How we rate AI productivity tools

Every tool starts at zero and earns points for what it does and what it costs. Here is exactly what earns them.

Last updated September 2026

The short version

These tools do different jobs, so each kind has its own checklist: AI meeting assistants on 4 things, AI assistants on 4 things, AI work management tools on 4 things, AI calendar, email and memory apps on 4 things and AI data analysts on 4 things. Each checklist is worth 100 points, and a tool is only ranked against its own kind.

The final score is those points out of 10. A tool with 84 points scores 8.4.

Everything comes from the tool's own website. We don't take payment for points.

AI meeting assistants

What it capturesWhere it worksPricingPrivacy and trust

What earns points

1. What it captures

40 of 100 points

What it captures: how many languages it transcribes, how many meeting apps it records, whether it keeps the video, records in-person meetings, cuts clips, reports talk time and coaching insights, and shows a live transcript. All of them search across your past meetings, sync to a CRM and hold SOC 2, so those earn no points.

Languages it transcribesup to 2

10 languages	+0.5
11 to 30 languages	+1
31 to 60 languages	+1.5
61 languages or more	+2

Meeting apps it recordsup to 2

3 meeting apps	+0.5
4 meeting apps	+1.3
5 meeting apps or more	+2

Keeps the meeting videoup to 1.5

Yes	+1.5
No	0

Records in-person meetingsup to 1.5

Yes	+1.5
No	0

Cuts and shares clipsup to 1

Yes	+1
No	0

Talk time and coaching insightsup to 1

Yes	+1
No	0

Live transcript during the callup to 1

Yes	+1
No	0

Each section adds up to 10, then counts for 40 of the 100.

2. Where it works

20 of 100 points

Where it runs, an API, and the apps it connects to.

Where it runsup to 4

1 platform	+1
2 to 3 platforms	+2
4 platforms	+3
5 platforms or more	+4

APIup to 3

Yes	+3
No	0

Apps it connects toup to 3

5 integrations	+1
6 to 10 integrations	+2
11 integrations or more	+3

Each section adds up to 10, then counts for 20 of the 100.

3. Pricing

22 of 100 points

What the cheapest paid plan costs each month, whether there is a free plan, and whether that cheapest plan includes the AI in full, in a small allowance or as a paid add-on.

Cheapest paid plan, monthlyup to 4

Up to $12	+4
Up to $16	+3.5
Up to $18	+3
Up to $20	+2.5
Up to $25	+1.5
Over $25	+1

Free planup to 3

Yes	+3
No	0

AI on the cheapest paid planup to 3

Included in the price	+3
limited	+1.8
Paid add-on	+0.6
No	0

Each section adds up to 10, then counts for 22 of the 100.

4. Privacy and trust

18 of 100 points

Does it train AI on your meetings, does it tell participants it is recording, does it offer HIPAA and keep data in the EU, and how many ways are there to reach support?

Does not train AI on your dataup to 3.5

Yes	+3.5
Only if you opt out	+1.8
No	0

Tells participants it is recordingup to 1.5

Yes	+1.5
No	0

HIPAAup to 1.5

Yes	+1.5
No	0

Data can stay in the EUup to 1

Yes	+1
No	0

Ways to reach supportup to 2.5

1 support channel	+0.5
2 support channels	+1
3 support channels or more	+2.5

Each section adds up to 10, then counts for 18 of the 100.

A real example: Fireflies.ai

Here is how Fireflies.ai got its 9.1.

Section	Points
What it captures	37 of 40
Where it works	20 of 20
Pricing	17.2 of 22
Privacy and trust	17.1 of 18
Total	91.3 of 100 = 9.1 out of 10

See every fact behind Fireflies.ai's score.

AI assistants

What it can doWhere it worksPricingPrivacy and trust

What earns points

1. What it can do

40 of 100 points

What it can do: making images, deep research reports, voice conversation, memory across chats and projects that keep files and chats together. Web search, file analysis, running code and agent tasks are on all of them, so they earn no points. How many models it offers is not scored: a reseller of other companies' models would win on quantity alone.

Deep research reportsup to 2.5

Yes	+2.5
No	0

Voice conversationup to 2

Yes	+2
No	0

Remembers you across chatsup to 2

Yes	+2
No	0

Projects that keep files and chats togetherup to 2

Yes	+2
No	0

Makes imagesup to 1.5

Yes	+1.5
No	0

Each section adds up to 10, then counts for 40 of the 100.

2. Where it works

20 of 100 points

Where it runs and a team workspace.

Where it runsup to 6

2 platforms	+2
3 platforms	+4
4 platforms or more	+6

Team workspaceup to 4

Yes	+4
No	0

Each section adds up to 10, then counts for 20 of the 100.

3. Pricing

22 of 100 points

What the cheapest paid plan costs each month, and whether that plan gives full use or a small allowance.

Cheapest paid plan, monthlyup to 7

Free	+7
Up to $8	+6
Up to $10	+5.5
Up to $15	+4
Up to $20	+3
Over $20	+1.5

Full use on the cheapest paid planup to 3

Included in the price	+3
limited	+1.8
Paid add-on	+0.6
No	0

Each section adds up to 10, then counts for 22 of the 100.

4. Privacy and trust

18 of 100 points

Does it train AI on your chats, does it hold SOC 2 and state GDPR, and how many ways are there to reach support?

Does not train AI on your dataup to 4.5

Yes	+4.5
Only if you opt out	+2.3
No	0

SOC 2up to 1.5

Yes	+1.5
No	0

GDPRup to 1.5

Yes	+1.5
No	0

Ways to reach supportup to 2.5

1 support channel	+0.5
2 support channels	+1
3 support channels or more	+2.5

Each section adds up to 10, then counts for 18 of the 100.

A real example: ChatGPT

Here is how ChatGPT got its 8.8.

Section	Points
What it can do	40 of 40
Where it works	20 of 20
Pricing	17.2 of 22
Privacy and trust	11.3 of 18
Total	88.5 of 100 = 8.8 out of 10

See every fact behind ChatGPT's score.

AI work management tools

What it managesWorking with othersPricingPrivacy and trust

What earns points

1. What it manages

40 of 100 points

What it manages: how many ways to view work, docs, time tracking, goals, forms, and the AI: asking about your whole workspace, writing in tasks and docs, meeting notes and searching your other apps. All of them have AI agents, automations and an API, so those earn no points.

Ways to view workup to 2

3 views	+0.5
4 to 5 views	+1
6 views	+1.5
7 views or more	+2

Docs and wikiup to 1

Yes	+1
No	0

Time trackingup to 1

Yes	+1
No	0

Goals and portfoliosup to 1

Yes	+1
No	0

Forms that create workup to 1

Yes	+1
No	0

Ask AI about your whole workspaceup to 1

Yes	+1
No	0

AI writes in tasks and docsup to 1

Yes	+1
No	0

AI meeting notesup to 1

Yes	+1
No	0

Searches your other appsup to 1

Yes	+1
No	0

Each section adds up to 10, then counts for 40 of the 100.

2. Working with others

20 of 100 points

Whether guests need a paid seat, and how many ways there are to reach support.

Guests need no paid seatup to 5

Yes	+5
No	0

Ways to reach supportup to 5

1 support channel	+1
2 support channels	+2
3 support channels	+4
4 support channels or more	+5

Each section adds up to 10, then counts for 20 of the 100.

3. Pricing

22 of 100 points

What the cheapest paid plan costs each month, whether that plan includes the AI, limits it or sells it as an add-on, and a free trial of a paid plan.

Cheapest paid plan, monthlyup to 6

Up to $10	+6
Up to $12	+5
Up to $14	+4.5
Up to $20	+3
Over $20	+1.5

AI on the cheapest paid planup to 3

Included in the price	+3
limited	+1.8
Paid add-on	+0.6
No	0

Free trial of a paid planup to 1

None	0
1 days or more	+1

Each section adds up to 10, then counts for 22 of the 100.

4. Privacy and trust

18 of 100 points

Does it train AI on your work, does it hold SOC 2 and state GDPR?

Does not train AI on your dataup to 4

Yes	+4
Only if you opt out	+2
No	0

SOC 2up to 3

Yes	+3
No	0

GDPRup to 3

Yes	+3
No	0

Each section adds up to 10, then counts for 18 of the 100.

A real example: ClickUp

Here is how ClickUp got its 9.2.

Section	Points
What it manages	40 of 40
Working with others	18 of 20
Pricing	15.6 of 22
Privacy and trust	18 of 18
Total	91.6 of 100 = 9.2 out of 10

See every fact behind ClickUp's score.

AI calendar, email and memory apps

What it runs for youWhere it worksPricingPrivacy and trust

What earns points

1. What it runs for you

40 of 100 points

What it runs for you: planning your calendar, how many calendars and email accounts it connects, booking links, a task list, drafting replies, sorting your inbox, meeting notes, and keeping your data on your own computer.

Plans your calendar for youup to 1.5

Yes	+1.5
No	0

Calendars it connectsup to 1.5

None	0
1 calendar	+0.5
2 calendars	+1
3 calendars or more	+1.5

Booking linksup to 1

Yes	+1
No	0

Task listup to 1

Yes	+1
No	0

Email accounts it works withup to 1

None	0
1 email provider	+0.5
2 email providers or more	+1

Drafts email repliesup to 1

Yes	+1
No	0

Sorts your inboxup to 1

Yes	+1
No	0

Meeting notesup to 1

Yes	+1
No	0

Keeps your data on your computerup to 1

Yes	+1
No	0

Each section adds up to 10, then counts for 40 of the 100.

2. Where it works

20 of 100 points

Where it runs, an API, whether other AI tools can reach your data in it, and the apps it connects to.

Where it runsup to 4

1 platform	+1
2 platforms	+2
3 to 4 platforms	+3.5
5 platforms or more	+4

APIup to 2

Yes	+2
No	0

Other AI tools can reach your data in itup to 2

Yes	+2
No	0

Apps it connects toup to 2

9 integrations	+0.5
10 to 11 integrations	+1
12 integrations or more	+2

Each section adds up to 10, then counts for 20 of the 100.

3. Pricing

22 of 100 points

What the cheapest paid plan costs each month, whether there is a free plan, and whether that plan includes the AI in full.

Cheapest paid plan, monthlyup to 5

Up to $12	+5
Up to $18	+3.5
Up to $20	+3
Over $20	+2

Free planup to 2

Yes	+2
No	0

AI on the cheapest paid planup to 3

Included in the price	+3
limited	+1.8
Paid add-on	+0.6
No	0

Each section adds up to 10, then counts for 22 of the 100.

4. Privacy and trust

18 of 100 points

Does it train AI on your data, does it hold SOC 2, state GDPR and offer single sign-on, and how many ways are there to reach support?

Does not train AI on your dataup to 3.5

Yes	+3.5
Only if you opt out	+1.8
No	0

SOC 2up to 2

Yes	+2
No	0

GDPRup to 1.5

Yes	+1.5
No	0

Single sign-onup to 1

Yes	+1
No	0

Ways to reach supportup to 2

1 support channel	+0.4
2 support channels	+0.8
3 support channels or more	+2

Each section adds up to 10, then counts for 18 of the 100.

A real example: Reclaim

Here is how Reclaim got its 6.7.

Section	Points
What it runs for you	18 of 40
Where it works	12 of 20
Pricing	19.4 of 22
Privacy and trust	18 of 18
Total	67.4 of 100 = 6.7 out of 10

See every fact behind Reclaim's score.

AI data analysts

What it does with your dataWhere it worksPricingPrivacy and trust

What earns points

1. What it does with your data

40 of 100 points

What it does with your data: showing the code behind each answer, a spreadsheet you can edit, connecting to databases, rerunning on a schedule, sharing reports and making charts.

Shows the code behind each answerup to 3

Yes	+3
No	0

A spreadsheet you can editup to 2

Yes	+2
No	0

Connects to databasesup to 2

Yes	+2
No	0

Reruns on a scheduleup to 1

Yes	+1
No	0

Shares reportsup to 1

Yes	+1
No	0

Makes chartsup to 1

Yes	+1
No	0

Each section adds up to 10, then counts for 40 of the 100.

2. Where it works

20 of 100 points

The apps it connects to, an API and a team workspace.

Apps it connects toup to 4

10 integrations	+2
11 integrations or more	+4

APIup to 3

Yes	+3
No	0

Team workspaceup to 3

Yes	+3
No	0

Each section adds up to 10, then counts for 20 of the 100.

3. Pricing

22 of 100 points

What the cheapest paid plan costs each month, whether there is a free plan, and whether that plan includes the AI in full.

Cheapest paid plan, monthlyup to 5

Up to $10	+5
Up to $20	+3.5
Over $20	+2

Free planup to 2

Yes	+2
No	0

AI on the cheapest paid planup to 3

Included in the price	+3
limited	+1.8
Paid add-on	+0.6
No	0

Each section adds up to 10, then counts for 22 of the 100.

4. Privacy and trust

18 of 100 points

Does it train AI on your data, does it hold SOC 2, state GDPR and offer single sign-on, and how many ways are there to reach support?

Does not train AI on your dataup to 3.5

Yes	+3.5
Only if you opt out	+1.8
No	0

SOC 2up to 2

Yes	+2
No	0

GDPRup to 1.5

Yes	+1.5
No	0

Single sign-onup to 1

Yes	+1
No	0

Ways to reach supportup to 2

1 support channel	+0.4
2 support channels	+0.8
3 support channels or more	+2

Each section adds up to 10, then counts for 18 of the 100.

A real example: Rows

Here is how Rows got its 9.1.

Section	Points
What it does with your data	34 of 40
Where it works	20 of 20
Pricing	19.4 of 22
Privacy and trust	18 of 18
Total	91.4 of 100 = 9.1 out of 10

See every fact behind Rows's score.

When a tool doesn't say

If a tool's website doesn't answer a yes-or-no question, it gets half the points for that item. Not zero, because a missing answer isn't the same as a no, and not full marks, because silence shouldn't beat a vendor who answers honestly. For a number, like a price, it gets the typical value of the tools that do publish one. Every item scored this way is marked on the tool's scorecard.

If a tool leaves out more than a third of what we check, we don't show a score for it at all. A number built mostly on guesses wouldn't be fair to you or to the tool. Right now 39 of the 40 tools we checked have enough information to be scored.

What the score doesn't tell you

We score what a tool offers and what it costs, as its own website describes it. That's not a hands-on test. The score can't tell you whether a tool is easy to use, whether its data is accurate, or whether support answers quickly. The review covers that.

See the AI productivity tools ranked or read how we review tools in general.