Notetaker not joining meetings
If the Notetaker is not joining your meetings, several factors could be causing the problem. Work through the common causes below to get it joining again.
1. Calendar connection
The Notetaker relies on your calendar to know about scheduled meetings.
- Verify that your calendar is connected in My Settings > Calendars.
- Reauthorize your calendar if you have recently changed your account credentials or permissions.
- Confirm that the meeting appears on your calendar and includes a valid meeting link.
2. Meeting settings
Certain meeting configurations can block the Notetaker from joining.
- Check that the meeting is not 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
The meeting subject may match skip terms that exclude it from Notetaker participation.
- Review Skip recording meetings with the following terms or participants in My Settings > Notetaker controls and, for company-wide rules, Company Settings > Conversation Capture > Notetaker Controls.
- Remove any terms that might unintentionally prevent the Notetaker from joining.
4. Billing quota
Your account may have reached its Notetaker usage limit.
- Ask your admin to check usage in Company Settings > Billing. The Recording quota popover in the sidebar also shows how much is remaining.
- Contact support@outdoo.ai to add recording minutes if needed.
5. Zoom registration
The Notetaker may be blocked by Zoom registration requirements.
- 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
The MS Teams integration may not be set up correctly.
- Ensure Microsoft Teams is connected and authorized through Outdoo AI.
- Verify that your organization's permissions allow external participants like the Notetaker bot.
7. Notetaker joined but was not allowed in
The Notetaker may have attempted to join but was denied access.
- Confirm that the meeting host admitted the Notetaker from the waiting room.
- Check whether the meeting settings restrict bots or external participants.
- Ensure no participants manually removed or blocked the Notetaker during the meeting.
8. Check the status of meetings for your team members
- As an Outdoo AI Admin, go to Performance > Activity and open the Call Status tab.
- Choose Individual or Team, and use the Team filter to narrow the list.
- Select a call status in the Call Status list to see which team members it applies to.
- Select a team member to see their calls with that status.
If you have tried all of the above and the Notetaker still is not joining, contact our support team with the meeting details and any error logs.
Hope this article was helpful. For any queries, please write to support@outdoo.ai