Notetaker doesn't join every meeting by default. It follows specific rules based on your settings, your calendar, the meeting platform, and host permissions. Here's when it joins, when it doesn't, and what to expect.
When Notetaker will join
Notetaker joins a meeting when all of the following conditions are true:
1. Your auto-join setting allows it
You must have one of these selected in your Notetaker settings:
All meetings
External meetings
Meetings I'm hosting
(If set to None, it will not join automatically.)
2. A valid meeting link is present
Fyxer recognizes links for:
Zoom (zoom.us)
Microsoft Teams (teams.microsoft.com)
Google Meet (meet.google.com)
If the calendar event has no link, Notetaker cannot join.
Some email security tools (like Mimecast) can modify meeting links, which prevents Notetaker from joining. If this happens, manually update the link in your calendar event.
3. Your calendar is connected
Fyxer must have access to your calendar to detect the meeting. If your calendar integration is disconnected (e.g. due to a changed password), Notetaker won't join until your calendar is reconnected.
4. You are invited to the meeting
Notetaker only joins events you're invited to, unless you manually invite it.
5. The host admits Notetaker (for some platforms)
Teams and Zoom often require the host to admit Notetaker from the waiting room or lobby. If the host doesn't admit it, Notetaker can't join.
6. The meeting is within recording limits
Fyxer records up to 2 hours per meeting. If your call goes over 2 hours, the remainder of the call won't be recorded.
Tip: You can always visit the Upcoming meetings tab in Notetaker and check a meeting is toggled on to record:
When Notetaker won't join
Notetaker won't join a meeting when:
Auto-join is set to None
The meeting has no supported link
There are no active meeting participants
You aren't invited to the meeting
Your calendar is disconnected
The host denies entry
You are using a different calendar from the one connected to Fyxer
The meeting platform blocks external bots (common in secure Teams environments)
Another meeting notetaker is running and creates a join conflict
You already reached the 2-hour recording limit
💡 Tip: The Notetaker works best on its own. Running multiple bots in the same meeting (e.g. Fireflies, Otter, Teams Intelligent Recap) can cause joining or recording failures.
Host vs non-host behavior
If you are the host:
Notetaker joins automatically (if settings allow), and approval from others isn't needed.
If someone else is the host:
Notetaker may have to enter a waiting room. If so:
The host must admit it
If the host rejects or ignores the join request, Notetaker can't participate
This is normal behavior on Zoom and Teams.
View all Meetings and Notetaker articles
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