Frequently asked questions about the Notetaker

This article explains how the Spotlight.ai Notetaker behaves in common meeting scenarios, including join/leave timing, provisioning delays, consent emails, and summary delivery.

What conditions are required for the Spotlight.ai Notetaker to join a Microsoft Teams meeting?

The following conditions must be true:

1. At least one invitee is external to your organization
2. The organizer must be authorized for the Spotlight.ai Teams Bot in Microsoft Entra per this article.
3. At least one invitee must be a licensed Spotlight.ai user with the AI-assisted Profile (plus both the Spotlight.ai Outlook Calendar Connector and Spotlight.ai Teams Bot in Microsoft) who also accepts the meeting invite.
4. The meeting must be scheduled at least 15 minutes in advance of the start time.

What happens if the meeting was organized by someone authorized for the Spotlight.ai Teams Bot who does not have a Spotlight.ai license and people who have the license decline (and there's an external invitee)?

The external invitee will get a notification email but the Notetaker will not join.

What happens if the meeting was organized by someone who was neither authorized for the Spotlight.ai Outlook Calendar Connector and Spotlight.ai Teams Bot nor has a Spotlight.ai license and invites someone who does (who accepts) along with an external invitee?

The external invitee will get a notification email but the Notetaker will not join.

Does that mean the Spotlight.ai Notetaker will never join meetings with external organizers?

Correct, the Spotlight.ai Notetaker will not join externally-organized meetings.

What are the requirements for someone to get a notification email?

The following conditions must be true:

1. The meeting was scheduled at least 30 minutes ahead of time. Consent emails are sent 20 minutes in advance. This timing can be changed organizationally by request to support@spotlight.ai.
2. The notification recipient must be external to your organization.
3. At least one invitee who accepts the invitation must be a licensed Spotlight.ai user with the AI-assisted Profile.

If the organizer or attendees are late, when does the Notetaker leave the meeting?

The Notetaker will wait up to 10 minutes for the meeting to start. If no one joins within that time, the Notetaker will leave the call.

What happens if all users drop off the meeting temporarily and then rejoin?

If all participants leave the meeting after the meeting has been active for more than 3 minutes, the Notetaker will leave the call within 30 seconds. If all participants later rejoin, the Notetaker will not rejoin the meeting.

After a user is setup in Spotlight.ai with the AI-assisted Profile, when will the Notetaker start joining their meetings?

The Notetaker will begin joining meetings within 24 hours after the user is provisioned in Spotlight.ai. It could be in as little as 20 minutes.

What if the meeting is scheduled less than 20 minutes in advance?

If a meeting is scheduled within 20 minutes of start time, no consent email will be sent.

What if the meeting is scheduled less than 5 minutes in advance?

If a meeting is scheduled less than 5 minutes in advance, the Notetaker may not be able to join. This depends on calendar notifications (e.g., Outlook). In rare cases the Notetaker may still join, but this is not guaranteed.

What happens if the meeting ends early?

Email summaries are only generated if the Notetaker joined and there was at least 3 minutes of conversation.

What happens if a meeting runs longer than scheduled?

Meetings can run over their scheduled end time. As long as the Notetaker remains in the call, it will continue transcribing until the meeting ends or the bot is removed.

When is the emailed meeting summary sent?

The email summary is sent after the meeting has fully ended, which occurs when:

No participants remain on the call, or The Notetaker is removed from the meeting (including early removal after the initial 3 minutes)

Who gets a summary email?

If the meeting is associated with a Salesforce opportunity, the opportunity owner and members of the Opportunity Team get the email. If the meeting is not associated with a Salesforce opportunity, the email summary goes to internal meeting invitees who have the AI-assisted Profile in Spotlight.ai.

How long does it take to receive the summary?

In most cases, the summary is delivered within 10–15 minutes after the meeting ends or the Notetaker leaves the call. Be sure to check your spam folder if you do not see the summary email.

Is there a way to invite the Notetaker to join a meeting on an ad hoc basis?

This capability is on Spotlight.ai's near-term roadmap.

What if I do not want the Notetaker to join meetings with a particular organization?

Spotlight.ai provides a way to prevent the Notetaker from joining meetings with invitees of particular email domains. To use this feature:

1. Login to Spotlight.ai in the usual way (Okta, Sign in with Microsoft, Sign in with Google).
2. In the upper right corner, click on your username.
3. Select My profile from the dropdown.
4. Scroll down to the Conversational Agent section.
5. Click +Add.
6. Enter as many domains as you want separated by commas (eg example.com, spam.com) then click Update.

From this point onward, meetings with external participants whose domain matches what you entered in step 6 will not have a Notetaker.

If you have additional questions or need help configuring your tenant settings, please contact Spotlight.ai Support at support@spotlight.ai.