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Who can use this feature

Available on monday CRM, monday AI work platform, monday service, monday dev

Available on all plans

Overview

If AI Notetaker did not join your meeting, joined but did not record, or stopped joining meetings it previously attended, this guide will help you identify the cause and resolve it.

Find the section below that matches what you experienced and follow the steps to fix it.

Quick checklist: confirm these before troubleshooting

Your Google or Outlook calendar is connected to AI Notetaker
The meeting is on Zoom, Google Meet, or Microsoft Teams
The calendar event includes a valid meeting link
The meeting was not canceled, deleted, or moved to a past time
Auto-invite is on, or AI Notetaker was invited manually
The host admitted AI Notetaker from the waiting room or lobby

If all of the above look correct and AI Notetaker still did not work, find your symptom in the sections below.

AI Notetaker joined the meeting and then left right away (Zoom)

What you saw

AI Notetaker joined the Zoom meeting
A few seconds later it left the meeting
No recording, transcript, or summary was created

Why this happens

In Zoom, the meeting host controls who is allowed to record. If the host's Zoom settings do not allow participants to record locally, AI Notetaker is not given permission and leaves the meeting. This is a Zoom account setting on the host's side. AI Notetaker cannot record without it.

How to fix it

The meeting host needs to update their Zoom settings:

1Sign in to Zoom on the web at zoom.us

2Open Settings and select Recording

3Turn on Local recording and confirm the following options are enabled: Hosts can give meeting participants permission to record locally, Allow internal meeting participants to record, and Allow external meeting participants to record

4Save the changes, then start the next meeting and confirm AI Notetaker stays and records

AI Notetaker was stuck in the waiting room and never joined

What you saw

AI Notetaker was expected to join your meeting
It never appeared in the participant list, or appeared briefly then left
No recording, transcript, or summary was created

Why this happens

AI Notetaker joins meetings as a guest about 2 minutes before the scheduled start time. If your meeting platform has a waiting room or lobby, the host must admit AI Notetaker like any other guest. If no one admits it within the platform's waiting time, it leaves without recording.
Your meeting platform admin can configure the waiting room, lobby, or meeting access to let AI Notetaker in without admission. See Admin setup for your meeting platform for setup steps.

How to fix it

The host needs to admit AI Notetaker from the waiting room or lobby. The steps depend on your meeting platform.

Zoom: Open the Participants panel. AI Notetaker appears in the waiting room section. Select Admit next to its name, or Admit all to let in everyone who is waiting.

Microsoft Teams: When AI Notetaker reaches the lobby, select Admit on the lobby notification, or open the participants list and admit it from there. Teams removes AI Notetaker from the lobby after 30 minutes if nobody admits it.

Google Meet: When AI Notetaker requests to join, select Admit. Google Meet labels all third-party bots with a With potential risks tag. If the Admit button is not visible, select the three dot menu next to AI Notetaker and choose Admit entry.

Tip: To skip the admission step entirely, use the AI Notetaker desktop app. The app records from your computer without a bot joining your meeting.

AI Notetaker did not record the meeting

What you saw

AI Notetaker appeared in the participant list
It stayed in the meeting for a while
After about 15 minutes it left, with no recording, transcript, or summary

Why this happens

When AI Notetaker joins, it asks the meeting host for permission to record. Until the host approves, AI Notetaker is in the meeting but is not recording. If the host does not approve within 15 minutes, AI Notetaker leaves without recording anything.

This typically happens when the host:

Did not see the recording permission popup
Closed the popup without approving
Was not actually in the meeting (only co-hosts or guests were present)

How to fix it

For the next meeting, the host should:

1Be in the meeting when AI Notetaker joins

2Watch for the Zoom popup that asks to allow a participant to record

3Select Allow on that popup as soon as it appears

Tip: Make sure the host is signed into Zoom with the same account that created the meeting. If signed into a different Zoom account, the recording permission popup will not appear.

AI Notetaker did not join the meeting at all

What you saw

The meeting happened
AI Notetaker was expected to join
It never joined, and there is no recording or summary

Why this happens

The most common cause is that more than one calendar is connected to AI Notetaker (for example, two Google accounts, or one Google and one Outlook). When more than one calendar is connected, AI Notetaker may not pick up the meeting from the correct calendar and can skip it.

How to fix it

Reset your calendar connection so only one calendar is connected:

1Open AI Notetaker settings

2Disconnect both calendars

3Reconnect only one calendar: the one that holds the meetings you want recorded

4Open the next meeting on your calendar and confirm AI Notetaker is invited, then join the meeting and confirm AI Notetaker joins as expected

Note: If the issue continues with only one calendar connected, contact support and share the meeting link and the time it was supposed to start.

I changed my meeting time and AI Notetaker did not join

What you saw

The meeting was originally scheduled for one time
You moved it to a different time
AI Notetaker did not join at the new time

Why this happens

This is usually a calendar sync issue caused by automations or by having more than one calendar connected. The updated meeting time did not sync to AI Notetaker, so it did not know to join at the new time.

How to fix it

Reset the calendar connection so AI Notetaker gets a clean sync:

1Open AI Notetaker settings

2Disconnect your calendar (or both, if more than one is connected)

3Reconnect only one calendar

4Open your next meeting and confirm AI Notetaker is invited at the correct time, then join and confirm AI Notetaker joins

Note: If the meeting was moved only a few minutes before it started, AI Notetaker may not have had time to pick up the change. When possible, move meetings at least a few minutes before they begin.

Other common situations

The meeting happened, but I do not see notes yet

The meeting may still be processing. A longer meeting takes more time to process than a short one. Wait a little longer, then check again.

AI Notetaker used to join my meetings, but stopped

Check whether any of the following changed:

Your calendar connection was disconnected
Your invite settings were changed
Your account admin changed an account-level setting
The meeting link or meeting platform changed

Calendar connection troubleshooting

If you run into issues while connecting your Google or Outlook calendar, use the troubleshooting suggestions below.

If you see “We couldn't find the content you were looking for” or “cannot find page”

First, try connecting via the web: If you’re connecting from a mobile or desktop app and the connection flow fails, try connecting via the web instead. Connecting via the web often resolves this issue.
If the error continues: Contact Support and include a screenshot of the error message and whether you were connecting Google or Outlook.

How calendar changes affect joining

Calendar change	What AI Notetaker does
Meeting moved to a new time	AI Notetaker follows the new time after the calendar syncs
Meeting moved to a past time	AI Notetaker will not join
Meeting canceled or deleted before it happens	AI Notetaker will not join
Calendar event deleted after the meeting already happened	The recording, transcript, and summary stay available
One recurring occurrence canceled	AI Notetaker skips that occurrence and keeps future ones
Meeting ends and restarts using the same link	AI Notetaker rejoins automatically
A second bot tries to join a meeting that already has one	The earlier session ends to avoid duplicates

How to disable Notetaker

Warning: Disabling Notetaker will also remove all existing Notetaker data for your account. This action is permanent. Data can't be restored.

If your account has AI enabled, but you do not want to use Notetaker, an admin can disable the app. Open the Notetaker settings.

From the menu on the left, select Account settings. Then click Disable notetaker:

Disabling Notetaker will not remove the AI Notetaker button from the left pane. However, your account will not be able to access the app.

FAQs

Why did AI Notetaker join my Zoom meeting and then leave right away?

This happens when the Zoom host's account does not allow participants to record locally. The host needs to enable local recording permissions in their Zoom settings at zoom.us.

Why did AI Notetaker not join my meeting at all?

The most common cause is having more than one calendar connected. Disconnect all calendars in AI Notetaker settings and reconnect only the one that holds the meetings you want recorded.

I moved a meeting to a new time and AI Notetaker did not join. What should I do?

Disconnect and reconnect your calendar in AI Notetaker settings so it gets a clean sync. When possible, move meetings at least a few minutes before they start to give AI Notetaker time to pick up the change.

The meeting ended but I cannot see my notes yet. Is something wrong?

Not necessarily. Longer meetings take more time to process. Wait a little longer and check again. If notes still do not appear, contact support with the meeting details.

AI Notetaker used to join my meetings but suddenly stopped. Why?

Check whether your calendar connection was disconnected, your invite settings changed, an admin updated an account-level setting, or the meeting link or platform changed. Reconnecting your calendar often resolves this.

Still not working? Contact support

If you have followed the steps above and AI Notetaker still does not work, contact support with the following details to help find the cause faster:

The meeting link and the date and time of the meeting
Which meeting platform was used (Zoom, Google Meet, or Microsoft Teams)
Which calendar is connected (Google or Outlook)
A short description of what you saw (joined and left, never joined, no notes, etc.)
Whether you have one or two calendars connected

If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.

monday.com AI Notetaker: troubleshooting