Discord Bot for Gaming Guilds: Raid Plans and Event Notes
NotesBot sits in your voice channel during raid planning and event calls, then posts an AI recap of what was decided: strategy, assignments, loot rules, and next steps. Nobody has to ask what they missed.
Why Guild Decisions Get Lost
The strategy call goes well. Your shot caller walks through the new pull order, the healers sort out a cooldown rotation, and after twenty minutes of back and forth the loot rules for the tier are finally settled. Everyone leaves the channel feeling organized. Then raid night arrives, three people who missed the call ping the officers asking what changed, and someone is certain the loot rules were decided differently.
Voice is where guilds actually make decisions, and voice leaves no record. Somebody usually types a rushed three-line summary into the channel and pins it, but it covers half of what was said and none of the reasoning. The rest lives in a dozen memories that stop matching each other by Thursday.
So officers repeat themselves in DMs, the same loot argument resurfaces every few weeks, and note duty falls on one person who would rather be theorycrafting. What a guild needs is a record of the call that writes itself, posted where everyone can read it, without anyone leaving the conversation to type.
How NotesBot Works on a Raid Call
Adding NotesBot to your server takes about a minute, and there is nothing to set up before each call. Once the bot is in, capturing a planning session looks like this:
Type /join Before the Call Starts
Gather in your usual voice channel and have whoever holds the NotesBot subscription, often an officer, type /join. NotesBot enters the channel as a visible participant and starts recording every speaker, so the whole guild can see it is there.
Run Your Call Like You Always Do
Argue about the pull order, assign interrupt duty, settle the loot rules, plan the guild anniversary event. NotesBot stays quiet in the channel and captures it all without affecting your audio.
Type /leave When You Wrap Up
When the call ends, type /leave. NotesBot stops recording and runs the audio through transcription and AI summarization, turning an hour of discussion into a structured set of notes.
The Recap Lands in Your Text Channel
Within minutes, a recap appears in the text channel where /join was typed: what was decided, who is doing what, and what happens next. Anyone who missed the call reads it in one scroll.
What Your Raid Notes Look Like
Here is the kind of recap NotesBot posts after a planning call. The headers and bullets are generated from what your guild actually said, and you can steer what the summary focuses on with a custom prompt.
NotesBotBotToday
Raid Recap: Vault of the Ember Court, Week 3
🗡️ Strategy Decided
- Switching to a two-tank rotation for the second boss, with the swap called at three Cinderbrand stacks
- Ranged group stacks behind the east pillar during Emberfall instead of spreading, per Kess's suggestion
- Saving the haste buff for the third boss pull so the group pushes past the first add wave before the enrage timer
📋 Assignments
- Moro and Bramble handle the tank swap; Bramble calls stacks over voice
- Kess kites the adds along the outer ring during phase two
- Healer cooldowns rotate Tulen first, Ashvale second, with Moro's trinket held as backup
💰 Loot Rules Decided
- Weapon tokens go to main specs by council vote this tier, with ties resolved by attendance
- Off-spec rolls open only after every main spec has passed
- Crafting materials go to the guild bank until the legendary questline is finished
📅 Before Next Raid
- Sign-ups lock Thursday night; post absences in #raid-planning
- Everyone brings their own potions; the guild feast covers food buffs only
- Alt clear runs Sunday at 8 PM for anyone still missing tier pieces
Built for How Guilds Run
AI Raid Call Recaps
Every recorded call becomes a structured recap: strategy changes, decisions made, and open questions, organized under clear headers and posted straight into your Discord channel.
Per-Speaker Capture
NotesBot listens to each person in the channel separately, so overlapping voices do not cancel each other out. Crosstalk and quick reactions make it into the record with names attached.
Assignments in Writing
Who tanks the swap, who kites adds, who posts the sign-up sheet. The recap captures assignments as they were given, so raid night starts with less re-explaining.
Word-for-Word Transcripts
Alongside the recap you get a full transcript with speaker labels. When someone disputes what was agreed, you can quote the exact sentence and who said it.
A Guild Record That Lasts
Recordings, transcripts, and summaries are saved to your dashboard at notesbot.io. Look up the loot rules from an earlier planning call without scrolling through pinned messages.
Focus Prompts for Your Game
Use /config to tell the AI what matters to your guild, like loot decisions, role assignments, or event dates. The recap then leads with exactly those details.
Decisions Your Guild Can Point To
Most loot disputes are not really about loot. They are about two people remembering the same call differently, with nothing written down to settle it. When the recap posts right after the call, the outcome is on the record before anyone's memory starts drifting: the rule, the reasoning, and the night it was decided.
When the recap alone does not settle it, the transcript will. Every recording produces a full word-for-word transcript with speaker labels, so you can find the exact exchange where the council rule was agreed and see who proposed it. The voice recorder keeps the original audio too, and all of it, recordings, transcripts, and summaries, lives in your dashboard at notesbot.io.
A custom focus prompt makes the record sharper. Set /config with something like "Focus on loot decisions, role assignments, and schedule changes" and every recap leads with the things your guild argues about most. Call after call, those recaps become the guild's institutional memory: which rules were tried, what got dropped, and why.
Built for Loud Voice Channels
Guild calls are not orderly. Someone cracks a joke over the strategy explanation, two people answer the same question at once, and the moment a wipe gets brought up, five voices pile in. A single mixed recording of that channel turns into mush, and the interjections it loses are often where the actual decision happened.
NotesBot does not record one mixed feed. It listens to every person in the channel separately, so an excited reaction does not erase the sentence it landed on top of. Overlapping voices and rapid back-and-forth get captured side by side, and the transcript keeps each remark attached to the person who said it. It is the same capture that keeps up with chaotic D&D tables on Discord, and a raid call full of opinions is not so different.
Recording settings live in /config. Meeting Mode, the default, records up to 2.5 continuous hours per session, which comfortably covers planning calls and officer syncs. If your guild runs genuinely marathon sessions, D&D Mode raises the limit to 5 continuous hours.
Frequently Asked Questions
Our raid calls get loud. Can NotesBot handle six people talking at once?
Yes. NotesBot listens to each person in the voice channel separately rather than recording one mixed feed, so voices talking over each other do not blot each other out. Crosstalk, quick reactions, and five people piling onto the same point all make it into the record, and the transcript labels who said what. Even a heated discussion about a wipe reads back as an exchange between named speakers rather than one blurred argument.
Which recording mode should our guild use?
NotesBot has two recording modes, and you switch between them with the /config command. Meeting Mode is the default and fits most guild calls, from officer syncs to raid planning; it records up to 2.5 continuous hours per session. D&D Mode was built for tabletop games: it raises the limit to 5 continuous hours per session and switches the recap to a session-story style. For a marathon planning call the longer limit can be handy, but most guilds stay in Meeting Mode. Whichever you pick, the setting sticks for every call after that until you change it.
Can the recap go straight to our announcements channel?
Yes, with one thing to know: NotesBot posts the recap in the text channel where /join was typed. So if you want raid notes landing in #announcements, type /join from that channel (the bot needs permission to post there) and the recap arrives for the whole guild to read. Many guilds keep a dedicated #raid-notes channel instead, so every recap stacks up in one scrollable place. The full archive also lives in your dashboard at notesbot.io.
How many hours do we need for weekly raids?
Paid plans range from 5 to 100 hours per month, so it depends on your schedule. A guild that records about six hours of calls a week uses roughly 24 to 26 hours a month, which a mid-range plan covers comfortably. If you only record the planning call before each raid rather than the raid itself, a small plan is plenty. The subscription belongs to whoever runs the bot, usually an officer. There is also a one-time 30-minute free trial, which does not renew, so you can test it on a real call before deciding.
Does NotesBot work for guilds in any game?
Yes. NotesBot records the conversation, not the game, so it does not matter what your guild plays. WoW raid planning, FFXIV savage prog discussions, Destiny 2 raid nights, EVE fleet briefings, GW2 strike teams, or a Minecraft server build meeting all work the same way. You can tune the summary to your game with a custom focus prompt via /config, for example "Focus on boss strategy, role assignments, loot decisions, and schedule changes." It also supports 100+ languages, so international guilds are covered.