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Set up Otter Notetaker to join your Zoom meeting

Otter Help
Updated

Follow the steps in this article to set up Otter Notetaker to join your Zoom meetings. Following the steps below will ensure Notetaker can join each meeting successfully and cover the compliance requirements set by Zoom.

Set up Notetaker to join your Zoom meeting

Otter offers an easy method to ensure your Zoom meetings allow Notetaker to record meetings you host successfully. To get started, follow the two steps below. 

Note: These steps apply to the host of the meeting. Connecting your Zoom account will allow all Notetakers to join the meetings you host. If you’re experiencing issues joining a meeting hosted by someone else, check out our Notetaker joining Zoom issues article.

Step 1: Manage your Zoom settings

Note: Refer to Zoom's documentation for the most up-to-date info and steps on navigating your Zoom account settings. 
  1. Sign in to your Zoom account.
  2. Under Personal on the left navigation menu, click Settings. Navigate to the Recording tab.
  3. Toggle ON Record to computer files.
  4. Checkmark External meeting participants.
  5. Checkmark Auto approve their permission request.

  6. Click Save.

Note: The Record to computer files setting being toggled ON is required for Notetaker to join and record your meetings. If you only complete Step 2 below and connect your Zoom account to Otter without toggling the setting, Notetaker will not be able to join and record your meetings.  

Step 2: Connect your Zoom account to Otter

  1. Sign in to Otter.

  2. Click Integrations on the left navigation menu. Click Add next to Zoom.

  3. Sign in to your Zoom account.
  4. Review the permissions and click Allow to continue.

Notetaker is now connected to your Zoom account. Yours and other users' Notetakers can now join all Zoom meetings that you host and record automatically. You are all set and connected for Notetaker.

Note: You can leave More Zoom integrations toggled OFF. Toggling on that setting is only for Zoom Live Notes or Zoom Sync features.

FAQs

The meeting allows participants to join before the host. Will Notetaker be able to record if the host is not present? 

Note: Meetings hosted by Zoom Rooms are not supported at this time. The Notetaker will not be able to join, as the host (Zoom Rooms) is unable to approve the permissions. Make sure the meeting is scheduled by a host or reassign the host privileges to another participant who has connected their Otter account to Zoom. 

Can Notetaker join meetings hosted by Zoom Rooms?

  • No.
  • Meetings hosted by Zoom Rooms are not supported at this time. The Notetaker will not be able to join, as the host (Zoom Rooms) is unable to approve the permissions.
  • Make sure the meeting is scheduled by a host or reassign the host privileges to another participant who has connected their Otter account to Zoom.
  • Step-by-step instructions are at the top of this Help Center article, and must be completed by the host:
    👉 Set up Otter Notetaker to join your Zoom meeting

Does the host have to click allow recording each time?

If multiple Notetakers join my meeting, does the host have to click Allow Recording for each Notetaker? 

  • No.
  • Yes.
    • If the host does not have an Otter account, they will need to click Allow Recording on the pop-up each time.
    • If the host did not check Apply these permissions to all future requests in this meeting, then the pop-up will appear for each Notetaker that joins.
    • Each Notetaker that joins the meeting will require the host to allow recording before the Notetaker can transcribe the meeting.

    • If the host checked Apply these permissions to all future requests in this meeting on the pop-up for the first Notetaker, other Notetakers that join do not need the host to allow recording. This setting only applies to the current meeting.
      apply these permissions to all future requests in this meeting.jpg

      Note: This setting only applies to the current meeting and not future meetings. If the host did not follow the steps above, they will need to click Approve for each meeting. 

Can participants click Allow Recording instead of the host to allow Notetakers to record the meeting? 

  • No.
  • Only the host of the meeting can see the pop-up to allow recording and permit Notetaker to record.
  • As a participant, you only need to accept the default meeting is being recorded disclaimer pop-up by Zoom. 

Can the co-host allow recording and permit Notetaker to record?

  • No.
  • Co-host(s) will not see the pop-up and cannot permit Notetaker to record.
  • If the host leaves the meeting, and the co-host becomes the primary host, they will then be able to approve all future pop-ups during that meeting.
  • Co-host(s) will need to accept the default meeting is being recorded disclaimer pop-up by Zoom. 

As a co-host, if I become the primary host, can I allow recording and permit Notetaker to record?

  • Yes.
  • If you are the co-host, but become the primary host, any future Notetaker joins will notify you as the host (only within the current meeting) if there are recording permission prompts.

If I am attending a Zoom meeting on my mobile device, will I need to allow Notetaker to record? 

  • No.
  • Yes.
    • If the host is on mobile and does not have an Otter account, they will need to allow Notetaker to record through the pop-up. 
  • The host and participant(s) on mobile will be given the option to consent to be recorded in the pop-up.
  • Click on the info icon for more details.

Can I leave the "auto-approve their permission request" setting unchecked?

  • Yes.
  • Only the External meeting participants setting is required.
  • You can leave the Auto approve their permission requests setting unchecked.
  • If you are hosting the meeting, you will need to manually approve the Notetaker(s) to join each time if you turn off the setting. 

  • Approve Notetaker during the meeting if you turn off that setting.

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