Platform differences: Zoom vs Teams vs Google Meet

Learn how the Notetaker behaves on Zoom, Teams, and Google Meet, including lobby rules, host approvals, and platform-specific restrictions.

Notetaker joins most online meetings smoothly, but each platform handles external participants and automated bots differently. This guide explains what to expect on Zoom, Microsoft Teams, and Google Meet, plus common reasons behavior varies between platforms.

Zoom

Zoom is generally a reliable platform for Notetaker. However, behavior depends on the host's meeting settings.

How Zoom handles Notetaker:

• If the waiting room is OFF, Notetaker typically joins automatically

• If the waiting room is ON, the host must admit Notetaker

• Some Zoom security profiles block bots or external participants

Common Zoom issues:

• The host doesn't see the bot in the waiting room, so Notetaker cannot join

• The meeting link is a personal meeting room (PMI) with extra restrictions

• The meeting requires authentication, which means bots are rejected automatically

Microsoft Teams

Teams has the strictest rules for external participants, which means Notetaker may require manual approval or custom permissions.

How Teams handles Notetaker:

• Notetaker normally enters a lobby

• Someone in the meeting must admit it

• Many organizations restrict external guests by default

• IT admins can block all bots or "unknown participants"

Common Teams issues:

• Lobby access blocked by tenant-level policy

• "Only people in your organization can join", so Notetaker cannot enter

• The host doesn't see or admit Notetaker in time

• Corporate Teams settings reject automated participants​

Google Meet

Google Meet typically offers a smooth experience for automated participants.

How Google Meet handles Notetaker:

• Usually allows Notetaker to join automatically with no waiting room

• If host approvals are enabled, someone must click "Admit"

• Few organizations block guest participants, unless using strict Google Workspace policies

Common Google Meet issues:

• Join requests time out when no one approves

• Host settings mean "Only invited users can join"

Avoid multiple meeting bots

Notetaker works best on its own. Running multiple meeting bots (Fireflies, Otter, Teams Intelligent Recap, Gong, etc.) in the same meeting can cause join failures or recording issues.

Most platforms treat simultaneous bots as suspicious behavior and block or disconnect them.

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