Otter Notetaker Deduplication (Beta)

When multiple people in a Workspace have their Otter Notetaker set to join their meetings, there may be many Notetakers that join the meeting. This can create multiple recordings and conversations for the same meeting. Otter Notetaker Deduplication (Beta) reduces the number of Notetakers joining a meeting from the same workspace, by only having one Notetaker join from the Workspace. 

Otter Notetaker Deduplication applies to all team members’ calendar meetings in the same Workspace. Deduplication will happen only amongst members of the same Workspace.

Who gets chosen as the primary recorder? 

Deduplication will happen only amongst members of the same Workspace. If a guest on the calendar event is an Otter user but is not in the same Workspace, their Notetaker will still join the meeting.

Otter will look at the calendar event guest list and see how many Workspace team members have their Notetaker set to auto-join the meeting. From that list, Otter will select a primary recorder based on various factors:

• If the meeting event organizer has their Notetaker set to auto-join the meeting, they will be given priority and become the primary recorder. 
• The meeting organizer’s Notetaker will always join the meeting.
• If the meeting organizer’s Notetaker is not sharing with all calendar guests, and there is another Otter member who is sharing with more people, that member’s Notetaker will also be selected to join the meeting.

Example scenarios for chosen primary recorder

Otter Notetaker auto-join calendar status

Easily review which meetings your Notetaker will auto-join on the calendar. 

Primary recorder

For meetings that Notetaker is set to join or where you are set as the primary recorder, you will see the Notetaker toggled as on for auto-join.

Deduplication

For meetings where you are not the primary recorder, you will see the Notetaker toggled off and grayed out. The Notetaker toggle for all other Workspace members of that meeting will be toggled off and grayed out.

The primary recorder’s profile will appear on the calendar event meeting. Hover over the profile picture to the left of the toggle to see more info on the primary recorder. 

Otter Notetaker's display name in the meeting

By default, for meetings where your Notetaker is the only one that joins, Otter will show as ‘First_Name’s Notetaker (Otter.ai)’ (e.g. Abigail’s Notetaker (Otter.ai)). You can update your account’s name anytime in Account Settings > General > Profile > Edit.

Enterprise users

Admins in an Enterprise Workspace have the option to customize the full Notetaker name. As part of deduplication, the primary recorder’s Notetaker will show as your ‘Workspace_Name’s *customized Notetaker name*’ in meetings (e.g. Otterly Incorporated’s Note Transcriber) when there are multiple users’ Notetakers joining from the same Workspace.

To display, follow these steps:

1. The Workspace admin can set a custom name for the Notetaker in Workspace > Manage Workspace > Settings. By default, the display name will be blank.
   
   E.g., You can set the display name to 'Note Transcriber' if you want to display it as 'Workspace_Name's Note Transcriber'.
   
2. (Optional) Review your Workspace name and update if needed in Workspace > Manage Workspace.
   

Current limitations

• We currently don’t support enabling Notetaker Deduplication on a per-meeting basis. Notetaker Deduplication will apply to all calendar event meetings for team members within the same Otter Workspace.
• We currently don’t support a way to select a specific team member as the primary recorder for a meeting.

FAQs

Can I choose who the primary recorder is? 

Does Deduplication apply to Otter Notetakers joining from other Workspaces?

Can I turn off Deduplication? 

Can I fully customize the Notetaker's name?