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 channel your server sends notes to: what was decided, who is doing what, and what happens next. By default the notes arrive in a thread under the text channel they post in rather than as loose messages, and /config switches that to plain messages. The transcript comes with it as a timestamped .txt file in Discord, and the whole call is archived on your dashboard at notesbot.io.
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. On a guild plan, settings come from whoever's plan pays for the recording.
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. /config is your own panel, and the settings that apply to a recording come from whoever's plan pays for it. On a server where one plan covers everyone, that is the account holder.
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.
Set the Guild Up Once
Two things turn NotesBot from one officer's tool into the guild's: one plan that covers everyone who leads a call, and recaps that land in the channel the guild actually reads. An admin sets both from /setup in Discord.
One plan covers the server
One plan can cover the whole server. An admin opens /setup, goes to Team & billing, names the account holder and an optional role, and the account holder accepts by DM unless they set it up themselves. Leave the role empty and only the account holder can record.
Nothing is billed until the account holder says yes, and ending it later leaves their own plan and hours untouched. How team billing works.
Notes land where you want them
An admin can send every call to one channel from /setup, under Where notes go, and give a single voice channel or a whole category a place of its own.
The closest match wins, so a voice channel beats its category, and Preview shows you the answer before a single call is recorded. Where notes go.
Two Raid Teams, Two Recordings
Split runs, a mythic team and an alt team pulling at the same time, or an officer sync while the raid is still going: a guild often needs more than one call recorded at once.
NotesBot itself records one call at a time. Each assistant bot you invite to the server adds one more, up to 7. The assistants join the voice channel and record; they never post, so the notes always come back from NotesBot in the channel you expect.
Every call running at the same time draws on the same hour balance, so two recordings for an hour spend two hours. Invite as many or as few as you need:
The invite asks for View Channel and Connect, the two permissions that matter, and never Speak. More on recording several calls at once.
Raid Night Records Itself
A weekly raid does not need anyone to remember a command before the pull. Auto-record has NotesBot join your raid channel on its own and post the recap in the channel you nominate.
Auto-record needs team billing switched on first. After that an admin picks the voice channels NotesBot joins on its own, and an announcement channel where those calls post their notes.
Turn on team billing first
Auto-record is only available once one plan covers the server. Open /setup, go to Team & billing, name the account holder, and wait for them to accept. Until that is live, the Auto-record page is a pointer back to it.
Pick the voice channel
On the Auto-record page, choose your raid voice channel. NotesBot joins it on its own when someone it starts for arrives, and stops when the last person leaves.
Choose an announcement channel
You pick this explicitly, and it is where the notes from those hands-free calls post. Nothing starts until you have chosen one.
Add anyone else it should start for
By default only the account holder, and anyone holding the role you authorized, sets it off. Adding someone never switches auto-record on by itself, and switching it off later does not stop a recording already under way.
The full Auto-record walkthrough covers what happens when billing lapses and who can stop a running call.
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 until you change it, and settings come from whoever's plan pays for the recording, so on a guild plan it is the account holder's mode that applies.
Can the recap go straight to our announcements channel?
Yes, and you set it once instead of remembering where to type /join. An admin runs /setup, opens Where notes go, and picks the channel every call posts in, say #raid-notes. If the raid voice channel should send its notes somewhere else again, give that channel a place of its own; the closest match wins, so a voice channel beats its category. Press Preview and NotesBot tells you where a call from a given voice channel would land before you record anything. By default the notes arrive in a thread under the text channel they post in rather than as loose messages, and /config switches that to plain messages. The transcript comes with it as a timestamped .txt file in Discord, and the whole call is archived on your dashboard at notesbot.io.
How many hours do we need for weekly raids?
Paid plans run from $3 to $40 per month, 5 to 100 hours of recording. There is also Annual at $96 a year: 240 hours for the year, granted up front. Hours reset each cycle and do not roll over. 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. One officer can carry the whole guild rather than everyone buying a plan: an admin turns on team billing in /setup under Team & billing, names that officer as the account holder and a raid-leader role, and after that anyone with the role records on the one plan. Each Discord account gets a one-time 30-minute free trial with no credit card, and it does not renew.
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." Remember that settings come from whoever's plan pays for the recording. It also supports 80+ languages, detected automatically, so international guilds are covered.
Each Discord account gets a one-time 30-minute free trial with no credit card, and it does not renew. Trials are also capped per server: three people and an hour and a half of trial time in total, and a server covered by team billing skips trials altogether. Paid plans run from $3 to $40 per month, 5 to 100 hours of recording. There is also Annual at $96 a year: 240 hours for the year, granted up front. Hours reset each cycle and do not roll over. See every plan.