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
- Sign in to your Zoom account.
- Under Personal on the left navigation menu, click Settings > Recording Tab.
- Toggle ON Record to computer files.
- Checkmark External meeting participants.
- Checkmark Auto approve their permission request.
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
- Click on Apps on the left navigation menu.
- Click Add next to Zoom.
- Sign in to your Zoom account, if not already signed in.
- Review the permissions and click Allow to continue.
- Your 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?
- No.
- Zoom requires that the host be present in the meeting to permit Notetaker to record.
Note: If the host is not regularly in the meeting, please have the host reassign the meeting host to a participant.
Does the host have to click allow recording each time?
- No.
- The host will not need to click allow recording each time if the host has an Otter account and has followed the steps above.
- Yes.
- The host will only need to click Allow Recording each time the Notetaker joins for the first time in the meeting if they do not have an Otter account. Please have the host follow the instructions in our Otter Notetaker is not joining my Zoom meeting article to resolve any errors, if they do not have an Otter account.
If multiple Notetaker join my meeting, does the host have to click allow recording for each Notetaker?
- No.
- Once you have followed the steps above and connected your Zoom account, both yours and any other's Notetaker will be able to join the meeting seamlessly.
- 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 would require the host to allow recording before 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 will apply to all Notetakers that join the meeting.
Can I allow Notetaker to record as a participant of 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 "This meeting is being recorded" pop-up by Zoom.
Can the co-host allow recording and permit Notetaker to record?
- No.
- Co-hosts 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.
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.
- If you are the host and followed the steps above to connect your Otter account to Zoom, all Notetakers will be able to join and transcribe the meeting.
- 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.
- 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.
- 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.
- The External meeting participants setting is required.