When Will the Spotlight.ai Notetaker Join My Meetings?

The Spotlight.ai Notetaker automatically joins meetings that meet certain conditions.

It typically joins about one minute before the meeting starts.

Conditions for the Notetaker to Join

This feature is available for all organizations with the Conversational Intelligence license.

The Notetaker will join your meeting if all the following are true:

1. “AI-Assisted” Profile Enabled

   Your Spotlight.ai user account has the “AI-assisted” profile selected.

   💡 Tip: Your Spotlight.ai admin can verify or change this setting in the Spotlight.ai Admin Portal.

   External Participants Are Invited

   The meeting must include at least one external invitee (someone outside your organization’s domain). Your internal organization is defined by the domain or number of domains defined at setup. 

   Supported Meeting Platforms

   The meeting must take place on one of the supported platforms:

   • Zoom
   • Microsoft Teams
   • Google Meet
2. Different platforms have different behaviors and limitations. Here are some that might impact the way the Spotlight.ai Notetaker joins your meetings:
   • Zoom - The Spotlight.ai Notetaker will join any Zoom meeting, provided the above-mentioned conditions are met. 
   • Outlook Teams - For the Spotlight.ai Notetaker to join the meeting, the invite has to come from outside your organization. If your client invites you to a meeting, the Notetaker will not join.

Why the Spotlight.ai Notetaker Might Not Join Your Meeting

If the Spotlight.ai Notetaker didn’t join your meeting as expected, don’t worry - this usually happens for a small number of specific reasons.

Below are the most common causes and how you can quickly resolve them.

1. An Invitee’s Email Domain Is Excluded

Spotlight.ai respects your personal user settings about which meetings it should or shouldn’t join. Sometimes, one or more invitees in your meeting may have an email domain or address that is excluded in your user profile.

For example, if your organization has added @gmail.com, @yahoo.com, or other personal domains to the “Ignore the following domains or emails” list, Spotlight.ai will automatically skip meetings that include participants with those addresses.

This helps ensure the Notetaker only joins business-related meetings and not personal or external ones, or meetings where confidentiality doesn’t allow the transcription of the conversation.

How to fix it:

• Go to your Spotlight.ai profile.
• Under Conversational Agent, check the Ignore domains or emails field.
• Remove any domains or email addresses that shouldn’t be excluded.
• Alternatively, ask your admin to review and update your exclusion list if you don’t have permission to edit it.

💡 Tip: If you regularly meet with partners or clients using external domains, make sure their domains aren’t listed under the exclusions.

2. Meeting Was Not On The Calendar

Spotlight.ai joins meetings based on your organization’s connected calendar (Google Calendar or Outlook, for example).

If the meeting was created ad-hoc, started manually in Zoom/Meet/Teams, or not added to your calendar, Spotlight.ai won’t detect it - and therefore won’t join.

To ensure the Notetaker joins future meetings:

• Always schedule your meetings through your connected calendar app.
• Make sure the meeting invite includes the correct video conference link (Zoom, Google Meet, or Microsoft Teams).
• Verify that the meeting organizer’s calendar is properly synced with Spotlight.ai.

💡 Example: If you start an instant “Meet Now” call in Zoom without sending a calendar invite, Spotlight.ai won’t be notified and can’t join automatically.