Auto-Join Settings

Introduction

NoteWave bots can join your Zoom, Microsoft Teams, and Google Meet meetings automatically to record and transcribe them. You have two ways to have a bot join your meeting: instant joining with a direct link, or automatic scheduling through calendar integration.

Instant Joining with Direct Link

The fastest way to get a bot into your meeting is by pasting the meeting link directly. The bot joins immediately without any waiting.

How it works:

Navigate to the Record page in your dashboard
Select Link Meeting option
Paste your Zoom, Teams, or Google Meet link
Click Join Meeting
The bot appears in your meeting within seconds

Best For

Use this method for ad-hoc meetings, external meetings you're invited to, or when you need a bot to join right now.

Automatic Calendar Integration

When you connect your Zoom or Microsoft Teams account, NoteWave can automatically schedule bots to join your upcoming calendar meetings.

Requirements

• Pro or Business plan
• Zoom or Teams integration connected
• Auto-join enabled in settings

How It Works

NoteWave checks your calendar every 15 minutes and schedules bots to join meetings 1 minute before they start.

Integration Setup

Before using auto-join, connect your Zoom or Teams account in the Integrations page.

Configuring Auto-Join Settings

After connecting your integration, customize your bot behavior in Settings → Integrations.

Available settings:

Auto-Join Toggle - Enable or disable automatic joining for all meetings
Custom Bot Name - Personalize what name appears when the bot joins (e.g., "NoteWave - John's Bot")
Show Username - Append your first name to the bot display name

Meeting Privacy

Bots are visible to all meeting participants. Make sure all attendees are aware that the meeting is being recorded for transcription.

Supported Platforms

NoteWave bots support all major video conferencing platforms:

Zoom

Direct link joining and calendar integration with OAuth.

Microsoft Teams

Direct link joining and calendar sync via Microsoft Graph API.

Google Meet

Direct link joining (no calendar integration yet).

Bot Status & Lifecycle

Track your bot's progress from the Dashboard. You'll see status updates in real-time:

Scheduled - Bot is waiting to join at the scheduled time
Joining - Bot is connecting to the meeting
In Meeting - Bot is recording and transcribing
Processing - Meeting ended, transcription in progress
Completed - Transcript is ready to view