Prioritize Meeting Host’s Notetaker (Deduplication) – Help Center

The Host Override feature lets Enterprise admins ensure the meeting host’s Notetaker is always selected to record eligible meetings. When enabled, if the meeting host belongs to your workspace and their Notetaker joins the meeting, all other workspace members’ Notetakers will not join the meeting. The host’s recording and sharing settings become the only ones that apply to the conversation, helping prevent duplicate Notetakers, ensuring a central recording, and keeping meeting sharing aligned with the host’s preferences.

Getting Started: This setting is managed by Otter. To enable host override, contact your Otter account manager.

Host override scenario examples

This feature will override Otter's Notetaker regular deduplication process for eligible meetings in the workspace. Regular deduplication will only apply if the meeting host's Notetaker is not set to auto-join the meeting. Review the scenarios below to understand how host override behaves in different meeting situations. If you’re unsure how the feature will work for your organization or use case, contact your Otter account manager for guidance.

Scenario	Without Host Override (Regular Deduplication)	With Host Override
Meeting Host A is a workspace member with Auto-join: On and Share: Don’t Share. Attendee B is a workspace member with Auto-join: On and Share: Workspace Domain.	Attendee B’s Notetaker may be selected because its broader sharing settings take priority during deduplication. As a result, the conversation may be shared with the workspace even though the host chose Don’t Share.	Only Meeting Host A’s Notetaker joins. The conversation follows the host’s sharing settings and isn’t automatically shared with the workspace.
Meeting Host A is a workspace member with Auto-join: On and Share: Workspace Domain. Attendee B is a workspace member with Auto-join: On and Share: Workspace Domain.	Both Meeting Host A and Attendee B's Notetakers may join.	Only Meeting Host A’s Notetaker joins. The conversation follows the host’s recording and sharing settings.
Meeting Host A is a workspace member with Auto-join: Off. Attendee B is a workspace member with Auto-join: On and Share: Workspace Domain.	Attendee B’s Notetaker joins the meeting.	Host Override doesn’t apply. Because the host’s Notetaker isn’t joining, Otter uses its normal Notetaker selection process, so Attendee B’s Notetaker joins the meeting. Tip: If the meeting host doesn’t want Otter to join at all, use the keyword-based Notetaker blocking feature.
The meeting host isn’t a member of your workspace (for example, you’re joining a customer’s meeting).	Otter uses its normal deduplication Notetaker selection process if multiple workspace members are attending.	Host Override doesn’t apply. Because the meeting host isn’t a member of your workspace, Otter uses the normal deduplication Notetaker selection process.

FAQs

When does host override apply?

Host override applies only when the following conditions are met:

The meeting host is a member of your workspace.
The meeting host’s Notetaker is eligible to join the meeting.
Host override is enabled for the workspace.

Review our example scenarios to learn when host override is applied. If any of these conditions aren’t met, the regular deduplication selection process will apply.

What happens if the meeting host turns off Auto-join?

Host override doesn’t apply. The regular deduplication selection process applies because the meeting host isn’t part of your workspace.

What happens if the meeting host isn’t a member of my workspace?

Host override does not apply to external meetings hosted by members outside the workspace. All Notetakers set to auto-join will join the meeting.

Does host override prevent duplicate Notetakers?

Yes. When host override applies, only the meeting host’s Notetaker joins the meeting, preventing duplicate Notetakers from recording the same conversation. Review the example scenarios to learn when host override is applied.

Can I prevent any Notetaker from joining meetings?

Yes. Enterprise admins can prevent Notetakers from joining specific meetings. Check out our keyword-based Notetaker blocking (Do Not Record) feature.

Tip: Explore our Enterprise Admin Controls Overview to learn about additional Enterprise settings for managing your workspace, security, privacy, and feature access.