When the Notetaker joins a meeting with a waiting room (Google Meet and Zoom) or a lobby (Microsoft Teams), it waits there until someone lets it in. If nobody does within a few minutes, it leaves and the meeting isn't recorded.
This article shows you how to admit the Notetaker on each platform, and how to let it in automatically so nobody has to.
Before you start
Only the host can let it in: the host (and on some platforms, co-hosts) controls the waiting room. If someone else hosts the meeting, see If someone else hosts the meeting below.
Look for your name: the Notetaker asks to join under your name, or the name set in your workspace's Notetaker branding settings.
Getting in isn't the same as recording: on some platforms, such as Zoom, the host also needs to allow the Notetaker to record. The AI Notetaker 101 article explains how to check that it's recording.
Google Meet
Admit the Notetaker when it asks to join
When the request to join appears, click Admit.
If several people are waiting, click View all, then click Admit next to the Notetaker, or Admit all.
Google Meet may flag the Notetaker as a bot when it asks to join. That's expected. Click Admit to let it in.
Let the Notetaker in automatically
Set the meeting access to Open. With Open, anyone with the meeting link joins without asking, including the Notetaker.
During the meeting:
Click Host controls at the bottom right.
Under Meeting access, select Open.
Before the meeting:
Open the event in Google Calendar and click Settings.
Open the Host controls tab.
Under Meeting access, select Open.
For a recurring meeting, every occurrence keeps the same setting.
Keep "Anyone with the meeting link can ask to join" turned on. If you use Trusted or Restricted access and untick this box, Google automatically turns away note-takers, including the HappyScribe Notetaker. The host never sees the request.
Open lets anyone with the link join without asking. If that doesn't suit the meeting, keep Trusted or Restricted access and admit the Notetaker when it asks. Your organization's Google admin sets some of these defaults, so if you can't change the meeting access, ask them.
Microsoft Teams
Admit the Notetaker from the lobby
Select People in your meeting window. You can also select View lobby on the lobby notification.
Under Waiting in the lobby, select the check mark next to the Notetaker, or select Admit all.
Teams may ask you to confirm that you want to admit an external bot that may record or transcribe the meeting. Confirm to let the Notetaker in.
Let the Notetaker in automatically
Set Who can bypass the lobby? to Everyone. It's the only option that lets in guests who aren't signed in to Teams, which includes the Notetaker.
Before the meeting:
In Teams, select Calendar, select the meeting, then select View event. For a recurring meeting, select Edit series.
Select Options.
Under Meeting access, choose Everyone from the Who can bypass the lobby? dropdown.
Select Apply.
During the meeting:
Select Controls, then View more options.
Under Meeting access, choose Everyone from the Who can bypass the lobby? dropdown, then select Apply.
Changing this during the meeting doesn't move anyone who's already waiting. If the Notetaker is already in the lobby, admit it.
Your organization's IT admin can override this setting. Their meeting policy can still send guests to the lobby, or stop guests from joining at all. Guests may also have to wait until someone from your organization has joined. If the Notetaker still waits with Everyone selected, ask your IT admin.
Zoom
Admit the Notetaker from the waiting room
Click Participants in the meeting controls.
In the Waiting Room section, click Admit next to the Notetaker, or Admit all.
On the Zoom mobile app, tap Participants, then tap Admit.
Let the Notetaker in automatically
Turn off the waiting room for the meeting.
Click Host tools in the meeting controls.
Untick Enable waiting room.
On the Zoom mobile app, tap More, then Host tools, and turn off Waiting Room under Settings. The change applies to anyone who joins from that point on.
Waiting room options such as Users not in your account won't let the Notetaker through, because it isn't signed in to your Zoom account.
If Enable waiting room is grayed out, your Zoom admin has locked it. Admit the Notetaker when it arrives, or ask your admin about the setting.
Once the Notetaker is in, Zoom may also ask the host to allow it to record. Approve the request so the meeting gets recorded.
If someone else hosts the meeting
Only the host controls who gets in. Let them know your Notetaker will ask to join under your name, and ask them to admit it. You can also share this article so they can let it in automatically.
If the Notetaker still doesn't get in
Check that the calendar event has the right Google Meet, Teams or Zoom link.
Check that the host saw the request. Requests are easy to miss once the meeting has started.
If it keeps happening, email support@happyscribe.com with the meeting link and the date and time of the meeting.
Frequently asked questions
How long does the Notetaker wait to be let in?
A few minutes. If nobody lets it in, it leaves and the meeting isn't recorded.
The Notetaker got in, so why wasn't my meeting recorded?
On some platforms, the host also has to allow recording. See the AI Notetaker 101 article to check that the Notetaker is recording.
How do I stop the Notetaker joining a recurring meeting?
On your HappyScribe Home page, go to Upcoming meetings, find the meeting and turn off the toggle to the right of Notetaker invited. This stops the Notetaker joining the whole series.
Questions?
If something isn't covered here, don't hesitate to reach out by email at support@happyscribe.com