Taking Control: A Comprehensive Guide to Stopping Otter.ai from Recording Your Zoom Meetings
Ever been in a Zoom meeting, sharing confidential information or just having a casual chat, only to notice an uninvited guest named "Otter.ai Notetaker" quietly observing and transcribing everything? It can be a little unsettling, to say the least! While Otter.ai is a powerful tool for productivity, its unannounced presence can raise significant privacy concerns.
Ready to reclaim your meeting privacy? Let's dive in!
This comprehensive guide will walk you through various methods to prevent Otter.ai from recording your Zoom meetings, whether you're the host, a participant, or an administrator. We'll cover both proactive measures and in-meeting solutions, ensuring you have the knowledge to control your meeting environment.
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| How To Stop Otter Ai From Recording Zoom |
Step 1: Engage and Understand the "Why"
First things first, why do you want to stop Otter.ai from recording your Zoom meetings? Is it for privacy, data security, or simply a preference for manual note-taking? Understanding your motivation will help you choose the most appropriate method. Perhaps you're discussing sensitive client data, or maybe you just don't like the idea of an AI bot passively listening in on all your conversations. Whatever your reason, you have the right to control who (or what) records your meetings.
Step 2: Proactive Prevention – Stopping Otter.ai Before it Joins
The best defense is a good offense! These steps focus on preventing Otter.ai from joining your meetings in the first place.
Sub-heading 2.1: Disabling Auto-Join in Your Otter.ai Account
If you have an Otter.ai account linked to your calendar, this is the most direct way to prevent it from automatically joining your meetings.
Sign in to your Otter.ai account: Go to the Otter.ai website and log in with your credentials.
Navigate to Account Settings: Look for your profile picture or name in the top left corner and click on it. From the dropdown menu, select "Account Settings."
Access the Meetings Tab: Within Account Settings, you'll find various tabs. Click on the "Meetings" tab.
Disable OtterPilot Auto-Join: Under the "OtterPilot" section, locate the option for "Auto-join all meetings." Toggle this setting OFF. Your settings will usually save automatically.
This is crucial if you've previously enabled Otter.ai to scan your calendar and join meetings.
Sub-heading 2.2: Managing Calendar Integrations
Otter.ai often integrates with your calendar (Google Calendar, Outlook Calendar, etc.) to automatically detect and join meetings. Disconnecting this integration can prevent unwanted intrusions.
Tip: The middle often holds the main point.
Go to Otter.ai Apps Section: In your Otter.ai account, on the left-hand menu, click on "Apps."
Locate Calendar Integrations: Scroll down to the "Calendar" section. You'll see the calendar platforms you've connected.
Remove or Disconnect Calendars: Click "Remove" or "Disconnect" next to the calendar(s) you no longer want Otter.ai to access.
This ensures that Otter.ai doesn't have a direct line to your meeting schedule.
Sub-heading 2.3: Adjusting Default Sharing Settings
Even if Otter.ai joins a meeting, you can control whether the transcript is automatically shared. While this doesn't prevent recording, it adds a layer of privacy.
Access Otter.ai Homepage Calendar Settings: On the Otter.ai homepage, look for a gear settings icon in the upper corner of the calendar section.
Modify Default Audience for Shared Notes: Click on the dropdown menu next to "Default audience for shared notes."
Select "Don't Share - keep my notes private": This will prevent conversations from being automatically shared at the start of a meeting.
Remember, you can still manually share a conversation later if needed.
Step 3: In-Meeting Control – Removing Otter.ai During a Live Zoom Call
Sometimes, despite your best efforts, Otter.ai might still sneak into your meeting. Don't panic! As the host (or even a participant in some cases), you have the power to remove it.
Sub-heading 3.1: Removing OtterPilot as a Participant in Zoom
This is the most straightforward method if you're the host or co-host.
Open the Participants List in Zoom: During your Zoom meeting, click on the "Participants" button at the bottom of the Zoom window.
Locate "Otter.ai Notetaker" or "OtterPilot": In the participant list, you'll see "Otter.ai Notetaker" or "OtterPilot" listed as an attendee.
Remove the Participant: Hover over "Otter.ai Notetaker" or "OtterPilot," click on "More" (or right-click), and then select "Remove."
Confirm Removal: You'll likely be prompted to confirm. Click "Remove" again.
Otter.ai will be instantly ejected from the meeting and stop recording.
Sub-heading 3.2: Stopping Recording from the Otter.ai Home Page (if you are the host)
If you are the host and have access to your Otter.ai account during the meeting, you can stop the recording from there.
Navigate to the Calendar Section on Otter.ai Home Page: On the right side of the Otter.ai Home page, you'll see a calendar section that displays the current live Notetaker recording.
Click the Stop Recording Button: There will be a "Stop Recording" button associated with the active meeting. Click it.
Confirm: Click "Yes, turn it off" to confirm the removal of Notetaker.
Sub-heading 3.3: Stopping Recording from the Live Conversation Page (if you are the host)
Similarly, if you have the live transcription open in your Otter.ai account.
Go to "My Conversations" in Otter.ai: In the Otter.ai app, navigate to "My Conversations."
Select the Currently Recording Conversation: Find and select the conversation that is currently being recorded by Notetaker.
Click Stop Notetaker: In the control playback bar, click "Stop Notetaker."
Confirm: Click "Yes, turn it off" to confirm.
Tip: Take a sip of water, then continue fresh.
Step 4: Advanced Host Controls in Zoom to Prevent AI Bots
Zoom offers several built-in security features that can help prevent unauthorized bots, including Otter.ai, from joining your meetings.
Sub-heading 4.1: Enabling the Waiting Room Feature
This feature gives you explicit control over who enters your meeting.
Sign in to your Zoom Account (Web Portal): Go to the Zoom website and sign in.
Navigate to Settings: In the left-hand menu, go to "Settings."
Access Security Settings: Click on the "Security" tab under the "Meeting" settings.
Toggle On "Waiting Room": Enable the "Waiting Room" feature.
With the Waiting Room enabled, you'll have to manually admit each participant, including any bots, giving you a chance to screen them.
Sub-heading 4.2: Allowing Only Authenticated Users
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This setting restricts meeting access to users who are signed into Zoom.
Sign in to your Zoom Account (Web Portal): Go to the Zoom website and sign in.
Navigate to Settings: In the left-hand menu, go to "Settings."
Access Security Settings: Click on the "Security" tab under the "Meeting" settings.
Toggle On "Only authenticated meeting participants and webinar attendees can join meetings and webinars.": Enable this option.
This makes it harder for unauthenticated bots to slip in unnoticed.
Sub-heading 4.3: Blocking Specific Domains
While Otter.ai might use various domains, blocking known ones can be a deterrent.
Sign in to your Zoom Account (Web Portal): Go to the Zoom website and sign in.
Navigate to Settings: In the left-hand menu, go to "Settings."
Access Security Settings: Click on the "Security" tab under the "Meeting" settings.
Turn on "Block users in specific domains from joining meetings and webinars.": Enable this feature.
Add Domains to the Block List: Add domains like
otter.aito the block list.Keep in mind that AI bot vendors may use multiple or alternate domains, so this might not be foolproof, but it's an extra layer of protection.
Sub-heading 4.4: Locking Your Meeting Session
Once all expected participants have joined, you can lock the meeting to prevent anyone else from entering.
During a Live Zoom Meeting: As the host, click on the "Security" icon in the meeting controls.
Click "Lock Meeting": Select "Lock Meeting" from the options.
This is a powerful way to ensure no new participants, including bots, can join mid-meeting.
Step 5: Post-Meeting Actions and General Best Practices
QuickTip: Break down long paragraphs into main ideas.
Even after a meeting, there are steps you can take to manage privacy and prevent future unwanted recordings.
Sub-heading 5.1: Reviewing and Deleting Otter.ai Transcripts
If Otter.ai did record a meeting you wished it hadn't, you can delete the conversation from your Otter.ai account.
Navigate to My Conversations in Otter.ai: Log in to your Otter.ai account and go to "My Conversations."
Select the Conversation: Find the transcript you want to delete.
Delete the Conversation: Look for options to delete or move to trash. Remember that conversations in the trash are automatically deleted after 30 days, but you can manually clear them sooner.
Sub-heading 5.2: Checking Browser Extensions and Zoom Updates
Browser Extensions: If you've installed any Otter.ai browser extensions, remove or disable them from your browser settings. These extensions can sometimes trigger automatic joining.
Update Zoom: Ensure your Zoom application is always up-to-date. Newer versions often include enhanced security features and bug fixes that can help.
Sub-heading 5.3: Communicating with Participants
It's always a good practice to discuss recording policies with your meeting participants. If you're using any transcription services (even legitimate ones), inform attendees at the beginning of the meeting. This promotes transparency and allows participants to voice concerns or adjust their participation if they're uncomfortable.
10 Related FAQ Questions
How to prevent Otter.ai from joining future meetings automatically?
Disable the "Auto-join all meetings" setting in your Otter.ai account's "Meetings" tab.
How to remove Otter.ai during a live Zoom meeting?
As the host, click on "Participants" in Zoom, find "Otter.ai Notetaker" or "OtterPilot," and click "Remove."
Tip: Read at your own pace, not too fast.
How to disconnect my calendar from Otter.ai?
Go to the "Apps" section in your Otter.ai account settings and remove or disconnect your linked calendars.
How to ensure all my meeting notes stay private in Otter.ai?
In Otter.ai's homepage calendar settings, change the "Default audience for shared notes" to "Don't Share - keep my notes private."
How to use Zoom's Waiting Room to screen participants?
Enable the "Waiting Room" feature in your Zoom account settings under the "Security" tab.
How to restrict Zoom meetings to only authenticated users?
In your Zoom account settings, under "Security," enable "Only authenticated meeting participants and webinar attendees can join meetings and webinars."
How to delete a recorded transcript from Otter.ai?
Go to "My Conversations" in your Otter.ai account, select the desired transcript, and choose the option to delete it.
How to prevent any AI bot from joining my Zoom meetings?
Utilize Zoom's "Waiting Room," "Only authenticated users," and "Block users in specific domains" features.
How to communicate effectively about meeting recordings to participants?
Always inform participants at the beginning of the meeting if any recording or transcription service is being used, allowing them to consent or voice concerns.
How to lock my Zoom meeting after everyone has joined?
During a live Zoom meeting, click on the "Security" icon in the meeting controls and select "Lock Meeting."
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