The Fyxer 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 the most reliable platform for the Notetaker. However, behavior depends on the host's meeting settings.
How Zoom handles the Notetaker:
If the waiting room is OFF, the Notetaker typically joins automatically
If the waiting room is ON, the host must admit the Notetaker
Some Zoom security profiles block bots or external participants
Common Zoom issues:
The host doesn't see the bot in the waiting room → Notetaker cannot join
The meeting link is a personal meeting room (PMI) with extra restrictions
Meeting requires authentication → bots are rejected automatically
Microsoft Teams
Teams has the strictest rules for external participants, which means the Notetaker may require manual approval or custom permissions.
How Teams handles the Notetaker:
The Notetaker normally enters a lobby
Someone in the meeting must admit it - even if you are the host
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" → Notetaker cannot enter
The host doesn't see or admit the Notetaker in time
Corporate Teams settings reject automated participants
💡 Tip: If you frequently have issues, ask your IT team whether "external guests" or "anonymous users" are restricted - these policies directly impact the Notetaker.
Google Meet
Google Meet is typically the smoothest experience for automated participants.
How Google Meet handles the Notetaker:
Usually joins automatically with no waiting room
If host approvals are enabled: someone must click "Allow"
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 require "Only invited users can join" (common in schools/nonprofits)
Using the wrong Google account when hosting/approving the Notetaker
Avoid Multiple Meeting Bots
The 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.
Why Platforms Behave Differently
Meeting platforms use different defaults for:
Guest access
Waiting rooms/lobbies
External domain restrictions
Bot detection
Authentication requirements
Because of this, the Notetaker may join instantly on Google Meet, require approval on Zoom, and wait in a lobby on Teams.
Quick Checklist by Platform
Zoom:
Allow participants to join
Disable waiting room (optional)
Admit the Notetaker when prompted
Microsoft Teams:
Ensure external guests are allowed
Admit the Notetaker from the lobby
Check with IT if blocked at the tenant level
Google Meet:
Approve join request if host controls are on
Use the same Google account you're logged into when hosting