Set Up NoteWave for Microsoft Teams

What the notetaker does

The NoteWave notetaker joins your Microsoft Teams call as a participant and records the conversation. You don’t need to start a recording in Microsoft Teams. When the call ends, the transcript and summary appear in Transcripts.

Everyone in the call can see it. It appears as Your name’s Notetaker (NoteWave), using the first name on your profile, or as NoteWave Notetaker if your profile has no name. When it joins, it posts a short recording notice in the meeting chat unless you turn off Post a recording notice in the integration settings.

Send the notetaker with a meeting link

Use this for a single call, or any time you haven’t connected your account.

1. Choose New Recording on the web or Record in the mobile app.
2. Select Paste link.
3. Paste the full Microsoft Teams join link from the invite. A meeting ID on its own won’t work.
4. Select Join meeting.
5. If the call has a lobby, admit the notetaker when it asks to join.

Send it once the call has started or is about to start.

Connect your Microsoft calendar

Connecting lets NoteWave send the notetaker to the Teams meetings in your Microsoft calendar without pasting a link each time.

1. Open Integrations in NoteWave.
2. Select Connect Microsoft Teams.
3. Sign in to your Microsoft account and allow the access NoteWave asks for.
4. Back in NoteWave, select Manage on the Microsoft Teams card to see your upcoming meetings.

NoteWave checks your connected account every 10 minutes and schedules the notetaker for meetings that start within the next hour. It joins about a minute before the start time. A meeting needs a Microsoft Teams join link to be scheduled.

If your organisation needs to approve NoteWave

Some work and school accounts can’t connect until an IT admin approves NoteWave for the organisation. When that happens, NoteWave shows an Approval Required window with an approval link.

1. Copy the link, share it, or select Email IT Admin.
2. Your admin opens the link and approves NoteWave for your organisation.
3. Return to Integrations and select Connect Microsoft Teams again.

Until then, you can still send the notetaker to a Teams call with Paste link if the meeting allows guests. See Teams permission errors for more detail.

Choose which meetings it joins

Open Integrations and select Manage on the Microsoft Teams card.

The notetaker records up to your plan’s meeting length: 90 minutes on Pro and 4 hours on Business. If an upcoming meeting runs longer, the settings page warns you that it will be cut at that point.

After the call

The notetaker leaves when the meeting ends. Your transcript appears in Transcripts once processing finishes, and longer meetings take longer to process.

To get an email when it’s ready, turn on Email notifications on the Microsoft Teams settings page. The same page shows Recent history for the notetaker’s past meetings.

If something goes wrong

• The notetaker didn’t join: check the link, the lobby and your remaining minutes.
• A meeting isn’t showing up: check the connection and the meeting’s join link.
• Teams permission errors: reconnect or ask your admin to approve access.

Disconnect Microsoft Teams

1. Open Integrations.
2. Open the menu on the Microsoft Teams card and select Disconnect.
3. Confirm.

NoteWave stops syncing meetings from Microsoft Teams, and you’ll need to sign in again to reconnect. Your existing transcripts are not affected, and you can still send the notetaker with Paste link.