Our AI notes bot joins external meetings
Otter, Read.ai, Fireflies and friends join calls automatically. For customers and partners that is quickly unwanted without prior agreement.
Try this first
- 1Default for external meetings: bot off. People can take notes themselves or use the Teams/Zoom transcript after the call.
- 2Want it on anyway: name it explicitly in the invite ('Otter is taking notes, let me know if you would rather not') and remove it on objection.
- 3In your policy, decide who has these bots auto-joining their calendar. One person with 'join all meetings' enabled is a broad leak.
- 4Check whether the bot enters before the meeting or only after admit. Auto-entry without admit is a red flag for security-aware customers.
- 5Delete transcripts of customer calls after a short retention (see also retention for customer calls).
When to bring us in
Customer complains that a bot was in their call uninvited: own it, apologise, take action. We help with communication if it grows into an incident.
See also
- Can I paste a customer file or email into ChatGPT?Depends on the account and settings. Free ChatGPT and a Team tenant behave very differently from what most people assume.
- I want a one-page AI policy for my teamA real one-pager beats a thick document nobody reads. Four headers and concrete examples.
- How do I tell if an AI answer is made up?Models sound confident even when they are wrong. A few habits catch most mistakes.
None of the above fits?
Describe your situation below. We pass your input plus the steps you already saw to our AI and return tailored next-step advice. If it's too risky to DIY, we'll say so.
Or skip the DIY entirely
Our Managed IT clients do not look these things up. One point of contact, a fixed monthly price, resolved within working hours.