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Set your AI notetaker’s default to the narrowest rule that still covers your work—usually meetings you manually select—then enable auto-join for individual events. Audit recurring series, previously saved event exceptions, calendar-account filters, and the service’s lead time before relying on the setting. Control over which meetings the bot joins is separate from control over who can read recordings, recaps, or transcripts.
The exact labels vary by product and plan. The procedure below shows how to make the choice deliberately, prevent accidental recording, and handle organization-level bot controls.
What you are deciding—and what you are not
An AI notetaker’s join rule determines whether its bot enters a live meeting and creates notes, a recording, a transcript, or an AI recap. It does not automatically determine who can open those results afterward. Treat these as two separate permissions:
- Meeting participation: which calendar events trigger the bot, whether it joins as an attendee, and whether an organizer or administrator must approve it.
- Output access: who may view, download, share, or search the resulting recording, transcript, recap, or notes.
A permissive join rule with restricted output sharing can still surprise attendees, while a narrowly selected join rule with a public transcript link can still expose sensitive material. Configure both layers.
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Compare the available default rules
Most calendar-connected notetakers offer several default scopes. Choose the narrowest scope that meets your actual need; you can broaden it later after observing the results.
| Default rule | What normally qualifies | Useful when | Main risk or limitation |
|---|---|---|---|
| Every meeting with a video link | Any connected-calendar event containing a supported conferencing link | You need complete coverage and every event is appropriate to record | Personal appointments, confidential calls, and accidentally linked events may be captured |
| Meetings you host | Events for which your calendar account is the organizer or host | You run most of the meetings that need notes | Co-hosted sessions, delegated calendars, and events created by another account may be missed |
| Internal meetings | Events whose participants match the service’s internal-domain rule | Your team wants notes for internal collaboration but not customer calls | Internal/external classification can depend on guest email domains and a business-workspace configuration |
| External meetings | Events classified as involving people outside your organization | You mainly need customer, partner, or supplier conversations | Guest-domain detection can misclassify personal addresses, subsidiaries, or contractors |
| Meetings I manually select | Only events that you explicitly toggle for auto-join | Confidentiality matters, or you want a clear human decision for every recording | You must remember to enable each event and inspect recurring series |
Otter documents these categories, although the choices available to you can depend on account configuration. Its Meetings I manually select setting means only calendar events that you manually toggle to auto-join are selected for recording. If your service offers a similarly named option, it is the safest starting point for mixed personal and professional calendars.
Use event-level controls as the final decision
A default is a filter, not a substitute for reviewing the calendar. After changing it, open the service’s upcoming-meetings list and inspect each event that matters. Look for an auto-join switch, a recording toggle, or an equivalent per-event control.
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Questions to answer for each event
- Is this the correct calendar event and conferencing link?
- Are you the organizer, a co-organizer, or only an invitee?
- Does the attendee list contain external addresses that could change the service’s classification?
- Is recording permitted by the participants, your employer, and the meeting’s confidentiality terms?
- Should the bot join at all, or would a written agenda and human notes be safer?
Handle recurring meetings separately
Recurring series are the most common source of unintended recording. A service may treat a selection on one occurrence as a series-level instruction. Otter says that enabling auto-join for one occurrence of a recurring event enables it for the rest of that series.
Before switching on a recurring event, open the series details and ask whether every occurrence has the same audience and purpose. A weekly team meeting may be suitable, while a series that alternates between internal planning and sensitive one-to-one discussions is not. If the product does not expose per-occurrence exceptions, create separate calendar events or use manual selection on each occurrence.
When you inherit a recurring invitation, check its existing state rather than assuming the current default applies. A prior organizer or account may have created an event-level exception that is still active.
Respect timing and calendar-connection rules
Join settings are not always evaluated at the instant a meeting starts. Otter recommends changing its auto-join setting at least 30 minutes before the event to help ensure that the bot joins on time. This is an Otter operating recommendation, not a universal requirement; follow the current timing guidance for your service.
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Confirm that the notetaker is connected to the calendar account that actually owns the invitation. A personal Google Calendar and a work Microsoft calendar can both be signed in on the same device, while the service may be connected to only one of them. Also verify whether the service filters by organizer, host status, guest domain, or the presence of a supported video link.
Calendar-account checklist
- Connect the intended Google or Microsoft calendar account, not merely the account used to sign in to the notetaker.
- Grant access to the calendar that contains the meetings you expect it to see.
- Check whether delegated calendars and shared calendars are supported.
- Confirm that the event contains a conferencing link the service recognizes.
- After reconnecting an account, recheck event-level choices; do not assume old exceptions transferred.
Configure the notetaker itself
Otter-style setup
In Otter, open the calendar or meeting-settings area, choose a default category, and select Meetings I manually select when you want explicit approval for every event. Then open the upcoming-events list and toggle auto-join only for approved meetings. Otter also documents defaults for meetings with a video link, meetings where you are host, internal meetings, and external meetings. The internal and external choices are intended for Workspace users with a business domain, so a personal account may not show them.
After saving a default, review the calendar again. Otter’s documented behavior is that previously changed events keep their own state. That means a global switch to manual selection will not necessarily turn off an event you previously enabled.
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Microsoft Teams access settings
Teams separates the bot’s participation from access to meeting artifacts. Organizers can set access to recordings, AI recaps, and transcripts for Everyone, Organizers and co-organizers, or Specific people. The documented default is everyone, but other permission changes and shared links can affect the effective result. A change made during a meeting can also have timing limitations, so set the intended audience before the call and verify the resulting link afterward.
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Teams administrators can also configure controls for external meeting bots. Microsoft documents options to detect external bots, identify them to organizers, place them in the lobby, and require organizer approval before they join. Whether those controls appear, and how they behave, depends on the tenant’s configuration. If a bot is unexpectedly held in the lobby, ask the meeting organizer or administrator which policy applies rather than repeatedly attempting to reconnect.
Other services and plans
Products differ in both join rules and sharing rules. Fathom, for example, documents auto-record settings, connections to meeting platforms, and a Team-plan setting related to the visibility of external meetings. That illustrates why you should read the settings for your specific plan instead of assuming that a control found in one product exists in another.
Some meeting platforms also provide bot-blocking protections, domain restrictions, approved integration paths, or pre-meeting email notifications when an AI assistant is scheduled to join a third-party meeting. These controls can prevent a correctly configured notetaker from entering, or can alert participants before it does. Treat the platform’s lobby, admission, and notification settings as a separate checkpoint.
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- List the meeting types you actually need. Separate internal stand-ups, customer calls, interviews, board or legal discussions, personal appointments, and events where you are only an attendee.
- Choose the narrowest useful default. Start with manual selection unless a broader rule has a clear operational benefit and every qualifying event is appropriate to record.
- Connect the correct calendar. Verify the account, shared-calendar permissions, supported conferencing links, host filters, and guest-domain rules.
- Save the default before editing events. This gives you a known baseline from which to review exceptions.
- Audit upcoming events. Turn on auto-join only where recording is expected and permitted. Turn it off for sensitive or ambiguous invitations.
- Inspect recurring series. Determine whether selecting one occurrence propagates to all occurrences. If it does, approve the entire series only when that is intentional.
- Make changes early. For Otter, allow at least 30 minutes before the meeting; use the equivalent lead time recommended by another service.
- Set artifact permissions. Decide who can access recordings, recaps, and transcripts independently of the join rule. In Teams, choose everyone, organizers/co-organizers, or specific people as appropriate.
- Check organization controls. Confirm whether external bots require detection, lobby placement, or organizer approval, and whether your administrator blocks particular domains or integrations.
- Run a low-risk test. Use a test meeting with a colleague to confirm that the bot joins when enabled, stays out when disabled, announces itself as required, and produces an artifact with the intended permissions.
- Document the policy. Record the chosen default, approved exceptions, recurring-series rules, retention period, and the person responsible for reviewing changes.
Choose a policy by meeting type
| Meeting type | Recommended join policy | Additional control |
|---|---|---|
| Weekly internal stand-up | Host-only, internal, or a specifically approved recurring series | Verify that every occurrence has the same participants and purpose |
| Customer or partner call | Manual selection or an external-meeting rule only if every external call should be documented | Tell participants about the notetaker and restrict artifact access to the account team |
| Job interview or performance discussion | Manual selection for each event, or keep the bot off | Follow human-resources policy and obtain any required consent |
| Board, legal, medical, or security-sensitive meeting | Keep auto-join off unless the responsible owner explicitly approves it | Use the narrowest transcript and recording permissions, with a defined retention period |
| Meeting where you are only an invitee | Manual selection after confirming the organizer permits recording | Be prepared for platform-level admission or external-bot restrictions |
| Personal appointment accidentally placed on a work calendar | Explicitly disable the event | Remove the conferencing link or move the appointment to a calendar the notetaker cannot access |
Control who can see the results
Once a bot has joined, the resulting files may outlive the meeting. Set permissions at the recording, recap, and transcript levels where the product permits it. In Teams, the documented choices are everyone, organizers and co-organizers, or selected people. Choose the smallest audience that can do its job, then inspect whether a shared link, channel membership, guest permission, or later ownership change widens access.
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Do not infer artifact privacy from bot privacy. A bot that joined only one meeting can still create a link that is forwarded, indexed in a team workspace, or retained after the project ends. Establish who owns the files, who may export them, how long they remain available, and how deletion requests are handled.
Privacy, notice, and organizational governance
Recording and transcription obligations vary by jurisdiction, industry, employment relationship, and meeting context. There is no single rule that applies to every country or service. Check your employer’s recording, notice, confidentiality, retention, and data-transfer policies before enabling auto-join, and provide any notice or consent your situation requires.
Make the bot visible in the participant list when the platform supports that behavior. Explain what it captures, where the files are stored, who can access them, and how participants can ask for correction or deletion. If a participant objects, pause or remove the notetaker rather than relying on a hidden calendar setting.
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Troubleshoot unexpected behavior
| Symptom | Likely cause | What to check |
|---|---|---|
| The bot joined a meeting you did not intend to record | A broad default, a saved event exception, or a recurring-series rule | Review the global default, the event’s auto-join state, and the entire recurring series; then remove the resulting artifact and adjust permissions |
| The bot did not join an approved meeting | Wrong calendar account, unsupported link, late change, or host-filter mismatch | Confirm the connected account, conferencing URL, organizer status, and required lead time; for Otter, check whether the setting was changed at least 30 minutes before start |
| One recurring occurrence is recording unexpectedly | A prior selection enabled the series | Open the series-level setting and disable it, then inspect future occurrences for inherited exceptions |
| Participants cannot open the recap or transcript | Artifact permissions are narrower than the join policy | In Teams, review whether access is limited to organizers/co-organizers or specific people, and check shared-link permissions |
| An external bot is stuck in the lobby | Tenant policy requires detection or organizer approval | Ask the organizer or administrator to review external-bot controls and approve only if policy allows |
| The wrong internal/external rule is firing | Guest-domain classification or business-workspace requirements | Inspect participant email domains, account type, and the service’s documented filter rules |
| Two notetakers joined | Multiple calendar integrations or another participant’s bot | Identify each bot, disconnect duplicate calendar connections, and agree which service the meeting permits |
Maintain the policy over time
- Review upcoming meetings whenever you change the global default.
- Audit recurring series after a project, team membership, or organizer changes.
- Recheck settings after a product-plan, tenant-policy, or calendar-account change.
- Periodically test a disabled event to confirm that the bot stays out.
- Review artifact links and retention, not just the bot’s join history.
- Remove stale calendar connections and revoke access for departed employees.
- Tell attendees when your organization changes its recording or external-bot policy.
Interface labels, plan features, and administrator controls can change. Verify the live product settings immediately before relying on them, especially for a new calendar connection or a high-confidentiality meeting.
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