This article will contain various troubleshooting tips if you are having any issues with Notetaker joining or taking notes.

For In Person Recordings we recommend download the GReminders Mobile App

General

If you are using waiting rooms make sure the host allows the Notetaker into the meeting.

Zoom

Notetaker uses Zoom’s recording feature to record the calls. This means the host needs to consent to the recording. When Notetaker joins the call the host will be asked if its ok for the call to be recorded. The host must agree. They should see a notice similar to this:

IF you are noticing that Notetaker is dropping off after 10 minutes in your Zoom Call, it most likely the host has ignored the request to allow recording OR Denied the Bot from Recording. Only the Host or users defined as alternate hosts can approve recording.

If the host does not receive any such request they likely have this setting disabled. The host (you), or the host of the sessions you are joining must allow participants to allow recording. (This is enabled by default already)

Log into your (the hosts) zoom.us account in your browser and go to Settings. Enable Record to Computer Files and enabled Hosts can give Internal and External meeting participants permission to record to their computer like so:

There is no Save/Update option as the page saves automatically when changes are made.

This should resolve the issue.

Microsoft Teams

If your AI Notetaker is failing to join your Microsoft Teams meeting, the Notetaker might be blocked by Teams’ security gates before it can reach the lobby. For users on paid Microsoft 365 commercial accounts (Teams for Work or School), there are two settings that need to be adjusted to fix this: one by the meeting organizer, and one by your IT Administrator.

1. Organizer Setting: Update Lobby Bypass Options When a meeting is set so that only invited people can bypass the lobby, Teams enforces a strict identity check and immediately rejects the anonymous bot.

• Open your Microsoft Teams Meeting Options.
• Change the “Who can bypass the lobby?” setting to “People in my organization”.
• Why this works: This allows internal staff to bypass the lobby automatically while sending all external guests (and the AI Notetaker) into the waiting room, where you can manually admit them.

2. IT Admin Setting: Allow Anonymous Users

If the AI Notetaker is still blocked, your organization’s backend security policies are preventing anonymous users from joining meetings at all. Your IT Administrator must enable this in the Teams Admin Center.

Provide your IT Admin with these exact steps:

• Step 1: Open the Global Gate
  Navigate to Meetings > Meeting settings. Under the Participants section, ensure Anonymous users can join a meeting is toggled ON. (This master switch must be on for the next step to work).

• Step 2: Update the User Policy
  Navigate to Meetings > Meeting policies and select the policy assigned to the user. Under the Meeting join & lobby section, ensure Anonymous users can join a meeting is toggled ON.

• Admin Note: If your organization uses Teams Premium or strict security defaults, ensure “Anonymous users can join a meeting unverified” is also permitted so the bot does not get stuck behind a CAPTCHA or email code prompt.

Once these two settings are updated, the Notetaker will successfully appear in your meeting lobby waiting to be admitted.

Missing Notetaker Recordings (in Browser)

If you are having Notetaker join an In Person Meeting, Phone Call or Virtual Meeting here are some things you can look for if you “cannot find” the Notetaker Meeting Notes/Recording.

First determine how the call/meeting was Recorded.

In General if you are using your Mobile device we recommend our iOS or Android Mobile App.

If In Person on your Device In the Browser

If you recorded the call using your Phone/Tablet or Computer in your Web Browser make sure you go back to the In Person Recording Page here: https://app.greminders.com/recordings/record

And see if you see any Unsaved Recordings. All Recordings will be stored locally on your device UNTIL they are successfully uploaded to our Cloud

You MUST do this from the Device this was recorded on, it will not be on another device. It must be on the device this meeting was recorded on.

If you see this section you can upload the recording from here directly. Simply hit the Upload icon and the meeting should process normally.

You can also download the recording from here should you need it for more permanent purposes.

Note any recordings kept here will auto expire after 7 days.

Still cannot find it?

If you do not see this Unsaved Section this means the recording was uploaded successfully. If you do not see your Meeting Summary under AI Notetaker within the Application please contact [email protected].

When doing so please submit the following information:

• Date/Time of the Meeting (rough Start/End Times & Date)
• How Notetaker Joined (In Person meeting from your Phone Browser, Merged Call, etc…)
• Device Used (iPhone, iPad, Android, Laptop, etc…)

We need this information to help troubleshoot the issue.

Missing Notetaker Recordings (Mobile App)

If you are missing Recordings from your Mobile App, all recordings are kept in the Archive or Trashcan for up to 30 days. Click on your profile image on the mobile app, then click Archive or Trash. You should see your recordings here.

From here you can Restore then and the reupload them.

Missing Notetaker Recordings (Dial Out)

If you called AI Notetaker FROM your Office or Mobile phone (Dial Out), we use the Caller ID to determine who we should associate this recording to. This means if you have multiple users within your organization that have the same phone number it will select one of those users to associate the recording with.

Each user should have a unique Phone Number in their profile. If you everyone uses the same Office Line you should have the Notetaker call you instead of using the Dial Out feature.

Android Recording Troubleshooting

If Recording is being disabled once the phone goes to sleep make sure you have BOTH

• Battery Optimization Whitelist Enabled
• Allow Notifications Enabled

for the GReminders App.

Go into the Settings of the application and enable BOTH Battery Optimization Whitelist AND Notifications as you see below:

If you continue to have issues please email to [email protected]