Notetaker not joining meetings

If you notice that the Notetaker is not joining your meetings, there are several factors that might be causing this issue. This guide walks you through common causes and solutions to ensure seamless Notetaker participation in your meetings.

1. Calendar Connection

Issue: Notetaker isn’t aware of your scheduled meetings.
 Solution:

• Verify that your calendar is properly connected to Outdoo AI.
• Reauthorize your calendar if there have been any changes to your account credentials or permissions.
• Confirm that the meeting is listed on your calendar and includes a valid meeting link.

2. Meeting Settings

Issue: Meeting details prevent Notetaker from joining.
 Solution:

• Check that the meeting isn’t marked as private or hidden from third-party apps.
• Ensure the meeting has a valid video conferencing link (Zoom, Microsoft Teams, etc.).

3. Skip Terms Configuration

Issue: Meeting subject matches skip terms that exclude it from Notetaker participation.
 Solution:

• Review and update your skip terms settings in Outdoo AI.
• Remove any terms that might unintentionally prevent the Notetaker from joining.

4. Billing Quota

Issue: Your account has exceeded its Notetaker usage limit.
 Solution:

• Check your Outdoo AI billing section to verify if you have reached your quota.
• Upgrade your plan or purchase additional credits if necessary.

5. Zoom Registration

Issue: Notetaker cannot join due to Zoom registration requirements.
 Solution:

• Confirm that your Zoom account is registered with Outdoo AI.
• If your meeting requires registration, ensure the Notetaker bot is pre-approved.

6. Microsoft Teams Registration

Issue: MS Teams integration is not properly set up.
 Solution:

• Ensure that Microsoft Teams is connected and authorized through Outdoo AI.
• Verify that organizational permissions allow external participants like the Notetaker bot.

7. Notetaker Joined but Failed / Not Allowed

Issue: The Notetaker attempted to join but was denied access.
 Solution:

• Confirm that the meeting host admits the Notetaker from the waiting room.
• Check if the meeting settings restrict bots or external participants.
• Ensure no participants have manually removed or blocked the Notetaker.

8. Check Status of Meetings of your team members

• As Outdoo AI Admin Visit Insights > Teams > Outdoo AI Usage
• Select user or a team
• Go to Call Statues tab
• Click on Calls Statues on the left side of the screen, to see the spread on the right side.
• Click on a User to view status of latest meeting

If you've tried the above steps and the Notetaker still isn't joining, please reach out to our support team with the meeting details and error logs for further assistance.

Contact Support:

• Live Chat: Available on our website