Notetaker is not joining my Zoom meeting

Notetaker will not be able to join if there is a waiting room and the host of the meeting does not admit Notetaker. Please inform the host of the meeting of Notetaker and have them admin Notetaker into the meeting. You can toggle on pre-recording emails to notify the host before a meeting about Notetaker.

Since Notetaker records audio in a meeting, per Zoom compliance requirements, a pop-up may appear asking the host to grant permission to allow Otter to record the meeting.  This pop-up only appears if users are allowed to record to their computer files is enabled in Zoom and the host is present in the meeting.

If Notetaker is not able to record your Zoom meeting, you will see one of two errors in your Otter conversation: 

• Host disabled recording for this meeting. Refer to, or provide the host, steps to enable recording on Zoom’s side.
  
• Host denied recording access. Notetaker was able to join the meeting, but the host denied Notetaker from recording. Notetaker is immediately removed from the meeting. Refer to, or provide the host, instructions on how to allow Notetaker to record.
  

How to resolve Zoom compliance errors

Depending on if the host is an Otter user, please have them follow the instructions below. 

Zoom host has an Otter account (recommended)

Have the host of the meeting log into their Otter account and follow the steps listed in our Set up Notetaker to join your Zoom meeting article. 

Zoom host does not have an Otter account

We provide an alternative method for users to set up their Zoom account to allow Notetaker to record. This method will prompt the host to accept recording permissions each time Notetaker, so we do recommend creating an Otter.ai account connecting through the authentication process above instead to avoid the pop-up each time. 

Connecting through this alternative method will surface a pop-up each time in meetings for the host, while connecting through the authentication method allows you to skip this step. 

Step 1: Enable Recording in Zoom (Required)

Recording to computer files is required for Notetaker to be able to record the Zoom meeting. This setting must be enabled by the host of the meeting so Notetaker to join and record the meeting. Provide these instructions to the meeting host or enable them within your own Zoom account if you are the host of the meeting. 

Zoom settings (Personal)

1. Sign into your Zoom account. 
2. Under Personal on the left navigation menu, click Settings. 
3. Navigate to the Recording tab. 

• Toggle ON Record to computer files.
• Select the Hosts can give meeting participants permission to record to their computer option.
  
  
  Note: If the Record to computer files option is grayed out, please contact your Zoom admin and send them the instructions for enabling the recordings setting for the entire workspace. 

Zoom settings (Admin)

If you are the admin of your Zoom account, enable recordings for all users in your organization. 

1. Sign into the Zoom account as an admin. 
2. Under Admin on the left navigation menu, expand Account Management. 
3. Click Account Settings. Navigate to the Recording tab. 

• Toggle ON Record to computer files.
• Select the Hosts can give meeting participants permission to record to their computer option.
  

Step 2: Allow Notetaker to record (host instructions during the meeting)

1. Notetaker will join the meeting at the start. If there is a waiting room, admit Notetaker into the meeting.
2. Once Notetaker joins successfully, the host will be notified through a pop-up that Notetaker is requesting to record the meeting. The host will need to click Allow Recording.
   
   
   Note: Checking Apply these permissions to all future requests in this meeting will allow Notetaker to rejoin the meeting without the pop-up again for the current meeting. This setting does not apply to future meetings. The host will need to click Allow Recording for each meeting where Notetaker is joining. 
3. Click OK to consent to being recorded.
   
   
   Note: Each participant in the meeting will see this pop-up and need to consent as well to being recorded.
   We recommend keeping your Zoom app up-to-date. If you are running an older version of Zoom, you may see this pop-up instead.
   
4. Notetaker will begin to record and transcribe in real-time.