IT administrator setup for Otter – Help Center

IT administrators can configure their organization’s identity provider and administrator settings to streamline how workspace members connect and use Otter integrations. By granting application permissions, approving integrations, and configuring access policies in your organization’s management consoles, you can reduce approval requests and authentication issues for supported integrations, including Microsoft 365, Google Workspace, Zoom, and more.

Use the guides below to configure the settings required for the Otter features your organization uses. If you’re unsure which permissions or configurations are needed, contact your Otter account manager for assistance.

Related: Learn about the Enterprise admin controls available to manage your Otter workspace.

Microsoft

Configure Microsoft Entra permissions to enable supported Otter integrations with Microsoft Outlook, Teams, and meeting recordings.

Grant permissions for Microsoft Outlook calendar Allow workspace members to connect their Microsoft Outlook calendars to Otter without requiring additional administrator approval

Provide the necessary permissions in Entra to support Microsoft Outlook calendar and recordings for Teams meetings. An administrator can grant all required permissions for Otter by signing in with a Microsoft Entra Global Administrator or Application Administrator account.

Microsoft Outlook permissions requested

Otter requests the following permissions to connect to Microsoft Outlook:

Microsoft Graph	Permission	Purpose
`User.Read` , `openid`, `profile`	Sign in and read user profile	Allows Otter to identify the signed-in user
`offline_access`	Maintain access to data you have given it access to	Enables persistent authentication
`Calendars.Read`	Read user calendars	Allows Otter to sync calendar events
`Contacts.Read`	Read user contacts	Allows Otter to access calendar contacts

Grant permissions

Click the link below and sign in as an administrator to approve the permissions for your organization.

🔐 Grant Microsoft admin permissions for Otter: Outlook Calendar Feature

Note: After accepting permissions, you will be redirected to Otter.ai. A confirmation message is not displayed at this time. To verify that permissions were successfully granted, review the permission scopes in Microsoft Entra.

Learn more: The one-click link generated is based on an endpoint provided by Microsoft to provide an easy way for admins to provide organization-wide permissions specific to an application (such as Otter). Learn more about Microsoft’s admin consent endpoint.

Once permissions are granted

Users can sign in to Otter using Continue with Microsoft
Users can connect their Microsoft Outlook calendar
- Once connected, users can set up Notetaker to join and record Microsoft Teams meetings
Administrators do not need to approve individual user requests

✅ Administrator setup is complete. Workspace members can now follow the steps to connect their Microsoft Outlook account to use the Outlook Extension for Microsoft Teams.

👉 Workspace member guide: Connect your Microsoft Outlook calendar

Allow Notetaker to join your Microsoft Teams meetings Configure Microsoft Teams meeting policies to allow the Otter Notetaker to join eligible meetings

Otter Notetaker can only join Microsoft Teams meetings as a guest participant without a Microsoft ID and cannot sign in to a Microsoft account. To ensure Notetaker can join your meeting, have your Microsoft Admin enable guest access:

Sign in to the Teams admin center.
In the left navigation of the Teams admin center, go to Meetings → Meeting settings.
Under Participants, turn the Anonymous users can join a meeting toggle On or Off.
Select Save.

Note: Due to changes in Microsoft Teams, Notetaker may appear as Unverified. For the latest information about guest settings and verification status, refer to Microsoft’s documentation, as Microsoft may update its interface and settings over time.

Grant permissions for Otter Microsoft Outlook Extension: Teams Recording Permission Flow Grant the permissions required for the Otter Outlook extension to access Microsoft Teams meeting recordings

Microsoft admins can install the Otter for Outlook extension for the workspace. Follow the steps below to install for all users in your Microsoft workspace.

Note: If you're experiencing any issues while connecting to Otter, check that your Microsoft permissions allow for applications to read and create user meetings. Review your app consent policies and adjust if needed.

Go to Otter for Outlook in the Microsoft Marketplace and click Get it now. If prompted, sign in to your account to continue.
Review the pop-up information and click Get it now to continue.
Select Entire organization. Click Next.
Review the app permissions. Click Next to accept.
Review the summary. Click Finish deployment.
Otter for Outlook has been installed for your organization.
Click the link below to grant Microsoft Entra admin consent. Review the requested permissions, then click Accept to approve them for your organization.
🔐 Grant Microsoft admin permissions for Otter: Outlook Extension Feature

Related article: Learn more about granting Microsoft admin permissions for Otter.

✅ Administrator setup is complete. Workspace members can now follow the steps to connect their Microsoft Outlook account to use the Outlook Extension for Microsoft Teams.

👉 Workspace member guide: Connect your Microsoft Outlook account

Grant permissions to add Microsoft Teams video recordings to Otter Enable workspace members to securely add Microsoft Teams meeting video recordings to Otter conversations

Grant Microsoft Entra admin consent to allow workspace members to easily add Microsoft Teams meeting video recordings to Otter conversations. This one-time ✅ Administrator setup enables eligible users to connect their Microsoft accounts without requiring additional administrator approval.

Click the link below to grant Microsoft Entra admin consent. Review the requested permissions, then click Accept to approve them for your organization.

🔐 Grant Microsoft admin permissions for Otter: Video Feature

Zoom

Configure Zoom administrator settings and approve the Otter app to enable supported Zoom integrations for your organization.

Pre-approve Otter in the Zoom Marketplace (Required) Approve the Otter app for your organization so workspace members can connect Zoom without individual administrator approval.

IT administrators can follow the steps below to configure Zoom for their organization. Completing this setup allows workspace members to connect their Zoom accounts to Otter without requiring additional administrator approval.

Sign in to the Zoom App Marketplace with a Zoom administrator account. Search for Otter.ai in the Zoom Marketplace, then click Approve.
In the pop-up, select All users on your account, check I’d like to authorize this app on behalf of some or all of these approved users, then click Confirm.
Select All users, review the requested app permissions and data access, then click Allow to grant organization-wide access.

Note: The Zoom authorization page and permission prompts may change over time as Zoom updates its interface or Otter introduces new features. Before approving the app, you can review the most up-to-date permissions and data access in the App Info section of the Otter app in the Zoom App Marketplace.

After pre-approving the Otter app in the Zoom App Marketplace, select the administrator setup guide below for the Zoom integration your organization will use👇

Zoom Otter Live Notes Configure Zoom settings required for workspace members to use Otter Live Notes in Zoom meetings

Note: The Zoom interface may change over time, so menu names or settings locations may differ from the screenshots in this article. Refer to Zoom’s documentation for the most up-to-date instructions.

Go to the Zoom web portal. Under Admin, navigate to Account Management → Account Settings → Meeting. The following settings should be reflected.
- Allow livestreaming of meetings: Enabled
- Custom Live Streaming Service: Checked
  - (optional) Type Managed by Otter.ai into the field

Note: If you do not see the admin section in Zoom, you may not be an administrator of your account. Please contact your administrator to complete these steps.

✅ Administrator setup is complete. Workspace members can now follow the Meeting Host Setup guide to connect their own Zoom accounts.

👉 Workspace member guide: Set up Zoom Live Notes

Zoom Cloud Sync Recordings Grant the permissions required to automatically sync eligible Zoom cloud recordings to Otter

Go to the Zoom web portal. Under Admin, navigate to Account Management → Account Settings → Recording & Transcript. The following settings should be reflected.
- Cloud recording: Enabled
- Record audio-only files: Checked
- Cloud recording downloads: Enabled
- Only the host can download cloud recordings: Unchecked
- Allow cloud recording sharing: Enabled
- Require users to authenticate before viewing cloud recordings: Disabled
- Require passcode to access shared cloud recordings: Disabled
- Set recording as on-demand by default: Disabled
- Prevent hosts from accessing their cloud recordings: Disabled
- IP Address Access Control: Disabled

Note: If you do not see the admin section in Zoom, you may not be an administrator of your account. Please contact your administrator to complete these steps.

✅ Administrator setup is complete. Workspace members can now follow the Meeting Host Setup guide to connect their own Zoom accounts for Cloud Sync.

👉 Workspace member guide: Set up Zoom Cloud Sync

Configure settings to add Zoom video recordings to Otter Enable workspace members to securely add Zoom video recordings to Otter conversations

Go to the Zoom web portal. Under Admin, navigate to Account Management → Account Settings → Recording & Transcript. The following settings should be reflected.
- Record to computer files: Enabled
- Internal meeting participants and external meeting participants: Enabled
- Cloud recording: Enabled
- Automatic recording: Enabled
- Record in the cloud: Enabled

✅ Administrator setup is complete. Workspace members can now follow the step-by-step guide to connect their Zoom account.

👉 Workspace member guide: Connect your Zoom account

Google

Configure Google Workspace settings to enable supported Otter integrations with Google Calendar and Google Meet.

Configure Google Calendar and Google Meet settings for Otter Configure Google Workspace settings that allow workspace members to connect Google Calendar and use supported Google Meet features with Otter

Depending on your organization’s Google Workspace configuration, you may need to adjust settings that allow users to connect third-party applications, such as Google Calendar, and configure Google Meet policies that affect whether external participants, including the Otter Notetaker, can join meetings.

These settings vary by organization and may be controlled by your security or access policies. Review your Google Admin console and Google’s documentation to verify that your organization has the appropriate settings configured for your deployment.

Note: Google Workspace settings and the Google Admin console may change over time. Refer to Google’s official documentation for the most up-to-date guidance on managing third-party app access, Google Calendar permissions, and Google Meet access settings.

Configure settings to add Google Meet video recordings to Otter Enable workspace members to securely add Google Meet video recordings to Otter conversations

Enable Google Meet recording for your organization to allow workspace members to easily add Google Meet recordings to Otter conversations. Once recording is enabled, eligible users can connect their Google accounts and import Google Meet recordings without requiring additional administrator configuration in Otter.

Follow Google’s instructions to enable meeting recording for your organization:

🔐 Google Workspace Admin: Enable Google Meet recording

✅ Administrator setup is complete. Workspace members can now follow the step-by-step guide to connect their Google account and add Google Meet recordings to Otter conversations.

👉 Workspace member guide: Connect your Google account

Otter Desktop App

Configure and manage the Otter desktop app across your organization’s Windows and macOS devices.

Deploy the Otter Desktop App Deploy the Otter Desktop App to your organization

Deploy the Otter desktop app across your organization’s Windows and macOS devices. Follow the deployment guide below to install and manage the desktop app using your preferred device management solution.

🖥️ IT Admin Guide: Deploy the Otter desktop app