What is a notetaking bot?
A notetaking bot is a computer program that operates to automatically take notes at meetings of people. A number of AI notetaking computer services can record virtual meetings and provide summaries in the form of text transcripts and screenshots of a meeting. When a user signs up to these services, any meeting invitations that they receive will be automatically forwarded to a notetaking bot. The bot will then appear as a separate member in the meetings that they join.
Who can use notetaking bots
Anyone can use a notetaking bot and you will not know if they have signed up to do so when you invite them to a meeting.
This advice is for all Teams users: you should amend your Teams meeting settings to ensure that notetaking bot accounts cannot join a meeting, by following the instructions below.
Benefits of disabling notetaking bots
You will protect the security of your meeting and discussion of any confidential data
How to prevent AI Bots from joining a Teams meeting
You should use the meeting lobby settings to prevent notetaking bots from automatically joining a meeting.
Set 'Who can bypass the lobby?' to 'People in my org' or the more restrictive 'Only organizers and co-organizers'.
Disable 'People dialling in can bypass the lobby'.
If 'Who can present' is set to 'Everyone' then 'Who can admit from the lobby' should be set to 'Organizers and co-organizers'. If you do not do this, the user that owns the notetaking bot will be able to admit the bot from the lobby.
If you need to make alternative arrangements
If you have a business need for disabling the lobby or having less restrictive settings than the above recommendations, then the alternative solution is for the meeting organiser to be placed under a custom meeting policy. We have a custom meeting policy which requires any external account joining the meeting to complete a CAPTCHA. Please contact the Service Desk if you want your account to be placed under this policy.
Get help and support
If you need support, contact the Service Desk.