OtterPilot Deduplication (Beta) – Otter.ai Help Center

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

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

Note: This feature may not be available for all accounts yet. OtterPilot Deduplication is currently being rolled out to all Workspaces over the next couple of weeks and will be enabled by default. This is a beta feature. If you do not want this feature enabled, please have the admin of the Workspace contact our Otter Support Team.

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 OtterPilot will still join the meeting.

Otter will look at the calendar event guest list and see how many Workspace team members have their OtterPilot 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 OtterPilot set to auto-join the meeting, they will be given priority and become the primary recorder.
The Otter member who is sharing the meeting conversation with the most calendar participants will be selected as the primary recorder.

Tip: Whenever possible, Otter will select the member who is sharing with the most calendar event participants to make it easier to collaborate on the meeting notes. Review your share settings for meeting conversations.

OtterPilot auto-join calendar status

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

Primary recorder

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

Deduplication

For meetings where you are not the primary recorder, you will see the OtterPilot toggled off and grayed out. The OtterPilot 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.

OtterPilot’s display name in the meeting

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

Enterprise users

Plan: Displaying OtterPilot as ‘Workspace_Name’s *customized OtterPilot name’ is only available for Enterprise users. To learn more about our Enterprise plan, contact our Sales team for more information.

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

To display, follow these steps:

The admin of a Workspace will need to set a custom name for OtterPilot in Workspace > Manage Workspace > Settings. By default, the display name will be blank.

Note: You can set the display name to 'OtterPilot' if you want to display it as 'Workspace_Name's OtterPilot'.
(Optional) Review your Workspace name and update if needed in Workspace > Manage Workspace.

Current limitations

We currently don’t support enabling OtterPilot Deduplication on a per-meeting basis. OtterPilot 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.