Is Otter.ai crashing your Zoom party, transcribing every whispered word when you'd prefer a more private conversation? You're not alone! Many users find Otter.ai's automatic transcription incredibly useful, but there are times when you need it to not be present. Whether it's for privacy concerns, a casual chat that doesn't need to be documented, or simply to streamline your meeting experience, removing Otter.ai from your Zoom meetings is straightforward once you know how.
This lengthy guide will walk you through every step to regain control over your Zoom meetings and ensure Otter.ai only joins when you explicitly want it to. Let's get started!
Are you ready to take back control of your Zoom meetings? Let's dive in!
Step 1: Understanding Why Otter.ai Joins Your Meetings
Before we jump into removal, it's crucial to understand why Otter.ai might be joining your meetings in the first place. This helps in preventing it from rejoining unintentionally.
Otter.ai's "OtterPilot" Feature
Otter.ai has a feature called OtterPilot which is designed to automatically join your scheduled meetings and begin transcribing. This is incredibly convenient for users who want every meeting recorded and summarized, but it's often the culprit when Otter.ai appears uninvited. OtterPilot typically connects to your calendar (Google Calendar, Outlook Calendar) and uses that information to join meetings.
Manual Integration or Direct Link Joining
Another reason Otter.ai might be in your meeting is if you, or someone else, manually invited it or used a direct meeting link to have it join. This is less common for "uninvited" scenarios but worth noting.
Organization-Wide Settings (for business/education accounts)
In some corporate or educational settings, an administrator might have set up Otter.ai to automatically join all meetings for specific users or the entire organization. If you're on a managed Zoom account, you might need to speak with your IT administrator if the individual steps below don't fully resolve the issue.
Step 2: Disabling OtterPilot - The Primary Method
This is the most common and effective way to stop Otter.ai from automatically joining your Zoom meetings. You need to do this from your Otter.ai account, not directly from Zoom.
Sub-step 2.1: Log in to your Otter.ai Account
Open your web browser and go to Otter.ai.
Log in to your account. Make sure you're logging into the account that is linked to your Zoom meetings. If you have multiple Otter.ai accounts, check each one.
Sub-step 2.2: Navigate to Account Settings
Once logged in, look for your profile icon (usually in the top left or top right corner).
Click on your profile icon and from the dropdown menu, select "Account Settings" or simply "Settings".
Sub-step 2.3: Access Meeting Settings
Within your Account Settings, you'll see various tabs or sections. Look for a tab or option labeled "Meetings" or "Calendar". This is where Otter.ai manages its integrations with your meeting platforms.
Sub-step 2.4: Disable OtterPilot's Auto-Join Feature
On the "Meetings" or "Calendar" page, you should find a section related to OtterPilot or Otter Assistant.
Within this section, locate the toggle or checkbox for "Auto-join all meetings" or similar wording.
Toggle this option OFF. This is the key step to prevent Otter.ai from automatically joining your future Zoom meetings.
Sub-step 2.5: Review Connected Calendars (Optional but Recommended)
While in the "Meetings" or "Calendar" settings, it's a good idea to review which calendars are connected to your Otter.ai account.
If you see calendars linked that you no longer use or prefer Otter.ai not to access, disconnect them. This adds an extra layer of control.
Step 3: Removing Otter.ai from an Active Zoom Meeting
What if Otter.ai is already in your meeting and you want it gone right now? As the Zoom host, you have the power to remove participants, including AI bots.
Sub-step 3.1: Identify Otter.ai in the Participants List
In your active Zoom meeting, click on the "Participants" button at the bottom of the Zoom window. This will open the participants panel.
Look for an entry like "Otter.ai", "OtterPilot", or "Otter.ai Notetaker" in the list of participants.
Sub-step 3.2: Remove the Otter.ai Bot
Hover your mouse over the Otter.ai entry in the participants list.
You should see a "More" button or an ellipsis (...) appear next to its name.
Click on "More" or the ellipsis, and then select "Remove".
Zoom will ask for confirmation. Click "Remove" again to confirm.
Important Note: Removing Otter.ai from an active meeting will stop its transcription for that specific meeting. However, if OtterPilot is still enabled in your Otter.ai settings (Step 2), it will likely try to join your next scheduled meeting. Therefore, completing Step 2 is crucial for long-term prevention.
Step 4: Managing Otter.ai App Integration within Zoom (For Hosts/Admins)
Sometimes, Otter.ai might be integrated with your Zoom account at a deeper level, especially if you or an administrator installed it from the Zoom App Marketplace.
Sub-step 4.1: Log in to the Zoom Web Portal
Open your web browser and go to Zoom.us.
Log in to your Zoom account. If you're an administrator, log in with your admin credentials.
Sub-step 4.2: Access the Zoom App Marketplace
Once logged in, navigate to the "Zoom App Marketplace". You can usually find a link to it from your profile dropdown or in the main navigation. Alternatively, you can go directly to
marketplace.zoom.us
Sub-step 4.3: Manage Installed Apps
In the App Marketplace, look for a section like "Manage" (usually in the top right corner) and then select "Admin App Management" or "My Apps", depending on your account type.
This section will list all third-party applications connected to your Zoom account.
Sub-step 4.4: Locate and Uninstall/Disable Otter.ai
Find Otter.ai in the list of installed applications.
Click on the Otter.ai app.
You should see options to "Remove", "Uninstall", or "Disable" the app.
Click on the relevant option to disconnect Otter.ai from your Zoom account. Follow any on-screen prompts to confirm the removal.
Pro Tip for Admins: If you're a Zoom administrator, you can also control which third-party apps users on your account can install. Consider reviewing these settings to prevent unauthorized AI notetakers from joining meetings. You might find options to "Block new apps" or "Block users in specific domains from joining meetings and webinars" (and add otter.ai to the blocked list).
Step 5: Implementing Zoom Security Measures for Prevention (for all users)
Even after disabling OtterPilot and removing the app, it's wise to use Zoom's built-in security features to add extra layers of protection against unwanted participants, including AI bots.
Sub-step 5.1: Utilize the Waiting Room
Enable the Waiting Room for all your meetings. This forces all participants to wait until you, as the host, admit them. This gives you a chance to see if "Otter.ai" or any other unexpected participant is trying to join before they enter your meeting.
How to enable: When scheduling a meeting, check the "Enable Waiting Room" option. You can also enable it during an active meeting by clicking on "Security" in the meeting controls.
Sub-step 5.2: Only Allow Authenticated Users
This setting restricts participants to only those who are signed into their Zoom account. While not foolproof (as a legitimate user could still run Otter.ai on their end), it adds a layer of security.
How to enable: In your Zoom web portal settings, under "Security" in "Meetings," look for "Only authenticated meeting participants can join meetings."
Sub-step 5.3: Lock Your Meeting
Once all expected participants have joined, you can lock the meeting. This prevents anyone else from joining, even if they have the meeting ID and passcode.
How to enable: During an active meeting, click on the "Security" icon in the meeting controls, then select "Lock Meeting".
Sub-step 5.4: Disable "Allow participants to record"
While Otter.ai uses its own methods, disabling local recording for participants can prevent other unauthorized recordings.
How to enable: In your Zoom web portal settings, under "Recording," make sure "Local recording" is unchecked for participants.
By combining these strategies, you'll significantly reduce the chances of Otter.ai or any other unauthorized AI bot joining your Zoom meetings. Remember, communication with your meeting participants is key – always inform them if you are using transcription services and offer alternatives if they have privacy concerns.
Frequently Asked Questions (FAQs)
Here are 10 related FAQ questions, starting with "How to", along with their quick answers:
How to check if Otter.ai is connected to my Zoom account?
You can check by logging into your Otter.ai account, going to "Account Settings" > "Meetings" (or "Calendar"), and seeing if your Zoom account or calendar is linked and if "Auto-join all meetings" is enabled. You can also check in the Zoom App Marketplace under "My Apps" to see if Otter.ai is listed.
How to stop Otter.ai from joining only specific Zoom meetings?
Instead of disabling "Auto-join all meetings," you can manually manage which meetings Otter.ai joins. In your Otter.ai "Meetings" settings, you might find an option to "Manually select meetings" or similar, rather than having it auto-join based on your calendar.
How to remove Otter.ai as a participant during a live Zoom meeting?
As the Zoom host, click on the "Participants" button, locate "Otter.ai" (or "OtterPilot") in the list, click "More" next to its name, and select "Remove."
How to prevent any AI bot from joining my Zoom meetings, not just Otter.ai?
Enable the "Waiting Room" for all your meetings, only allow "Authenticated Users" to join, and consider using the "Lock Meeting" feature once all expected participants are present. You can also block specific domains of known AI bots in your Zoom account settings if you are an administrator.
How to inform participants that Otter.ai is recording our Zoom meeting?
Otter.ai typically announces its presence when it joins a meeting, stating that the meeting is being transcribed. However, as the host, it's best practice to verbally inform all participants at the start of the meeting if any recording or transcription service is being used.
How to disconnect my calendar from Otter.ai?
Log in to your Otter.ai account, go to "Account Settings" > "Meetings" or "Calendar," and you should see an option to disconnect or unlink your integrated calendar (e.g., Google Calendar, Outlook Calendar).
How to stop Otter.ai from sending chat messages in Zoom during a meeting?
In your Otter.ai account settings, under the "Meetings" or "Notetaker" section, look for "Notetaker chat messages" and toggle off options like "Send live transcript and summary" and "Send Otter Chat Q&A."
How to re-enable Otter.ai for Zoom meetings after disabling it?
To re-enable OtterPilot, log in to your Otter.ai account, go to "Account Settings" > "Meetings," and toggle "Auto-join all meetings" back ON. If you uninstalled the app from Zoom, you might need to re-install it from the Zoom App Marketplace.
How to know if someone else in the Zoom meeting is using Otter.ai?
If someone else is using Otter.ai, "Otter.ai Notetaker" or "OtterPilot" will usually appear in the participants list. You will also typically see a notification from Zoom that the meeting is being recorded or transcribed.
How to contact Otter.ai support for further assistance?
You can usually find a "Help" or "Support" link on the Otter.ai website (otter.ai), often in the footer or a dedicated help center. They typically offer FAQs, guides, and contact forms for direct support.
