Feeling Overwhelmed by Otter.ai in Your Zoom Meetings? Let's Reclaim Your Meeting Privacy!
Are you tired of Otter.ai automatically joining your Zoom calls, transcribing every word, and sometimes even sending out summaries without your explicit consent? You're not alone! Many users find Otter.ai's "helpful" autopilot features a bit too automatic, especially when privacy is a concern.
Fear not! Disabling Otter.ai's integration with Zoom is a straightforward process, and we're here to walk you through it step-by-step. Get ready to take back control of your virtual meeting space!
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| How To Turn Off Otter Ai On Zoom |
Step 1: Identify the Source of Otter.ai's Presence
Before we dive into the "how-to," it's crucial to understand why Otter.ai is joining your meetings. Is it because:
You connected your Otter.ai account to your Zoom?
Someone else invited an Otter.ai Notetaker or has it integrated with their calendar, and you're a participant in their meeting?
Otter.ai was pre-approved or automatically installed as an app in your organization's Zoom account?
Understanding the source will help you choose the most effective solution. This guide primarily focuses on scenarios where you have control over the Otter.ai integration.
Step 2: Disabling Otter.ai's Auto-Join Feature (Most Common Scenario)
This is the primary method to stop Otter.ai from automatically showing up in your future Zoom meetings. This setting is managed within your Otter.ai account.
Sub-heading 2.1: Accessing Your Otter.ai Account Settings
Open your web browser and go to the Otter.ai website (otter.ai).
Sign in to your Otter.ai account. Make sure you're logging into the account that is linked to your Zoom.
Once logged in, look for your profile icon or name in the top left corner of the screen (it might be a circular icon with your initial or picture). Click on it.
From the dropdown menu, select "Account Settings."
QuickTip: Go back if you lost the thread.
Sub-heading 2.2: Navigating to the Meetings Tab
Within your Account Settings, you'll see several tabs on the left-hand side. Look for and click on the "Meetings" tab.
On the Meetings page, scroll down until you find a section titled "OtterPilot" or "Otter Assistant."
Sub-heading 2.3: Toggling Off Auto-Join
Inside the "OtterPilot" or "Otter Assistant" section, you'll see an option like "Auto-join all meetings" or similar.
Toggle this setting to OFF. It should turn grey or indicate that it's disabled.
You might receive a pop-up confirmation asking if you're sure you want to disable auto-join for upcoming meetings. Confirm this action by selecting "Yes, turn them off" or a similar affirmative option.
Congratulations! Otter.ai's Notetaker should no longer automatically join your meetings.
Step 3: Removing Otter.ai from Your Zoom Account (If Connected Directly)
If you actively connected Otter.ai as an app within Zoom, or if you want to ensure a complete severance, you should also remove the integration from Zoom's side.
Sub-heading 3.1: Logging into Your Zoom Web Portal
Open your web browser and go to the Zoom web portal (zoom.us).
Sign in to your Zoom account. Use the same credentials you use for your Zoom meetings.
Sub-heading 3.2: Accessing the Zoom App Marketplace
Once logged in, on the left-hand navigation menu, look for "Advanced" and then "App Marketplace" (or simply "Marketplace" or "Apps"). Click on it.
This will take you to the Zoom App Marketplace, where you can manage your installed applications.
Sub-heading 3.3: Managing Added Apps and Removing Otter.ai
QuickTip: Reading carefully once is better than rushing twice.
In the top-right corner of the App Marketplace page, you'll usually see an option like "Manage" or "Manage Apps." Click on this.
You should now see a list of apps that are connected to your Zoom account. Look for "Otter.ai - Meeting Summary, AI Chat" or similar.
Next to the Otter.ai listing, there should be an option to "Remove" or "Uninstall." Click on it.
You will likely be asked to confirm the uninstallation. Confirm the removal.
This action will disconnect Otter.ai's access and integration with your Zoom account.
Step 4: Disabling Otter.ai Chat Messages During Meetings
Even if Otter.ai is no longer auto-joining, if it was manually added to a meeting or is part of another participant's setup, it might still send chat messages with live transcripts or summaries. You can disable these if you're the host.
Sub-heading 4.1: Otter.ai Account Settings Revisited
Go back to your Otter.ai Account Settings (as described in Step 2, Sub-heading 2.1).
Navigate to the "Meetings" tab (Sub-heading 2.2).
Sub-heading 4.2: Managing Notetaker Chat Messages
Look for a section related to "Notetaker chat messages."
You might see options like:
"Send live transcript and summary"
"Send Otter Chat Q&A"
Toggle both of these settings to OFF to prevent Otter.ai from sending messages in the Zoom chat during meetings.
Step 5: Advanced Measures for Meeting Hosts (Blocking Unwanted Bots)
If you are a Zoom meeting host and are encountering Otter.ai or other AI bots joining your meetings even when you haven't enabled them, it's likely a participant has integrated such a service. Here are some proactive measures you can take:
Sub-heading 5.1: Enabling the Zoom Waiting Room
Tip: Compare what you read here with other sources.
The Waiting Room is a highly effective way to screen participants before they enter your meeting.
Sign in to your Zoom web portal (zoom.us).
Go to "Settings" on the left-hand navigation.
Click on the "Security" tab (or "In Meeting (Advanced)").
Toggle ON the "Waiting Room" feature.
During the meeting, when a participant tries to join, you'll see a notification and can admit them one by one. This allows you to identify and not admit any unexpected "AI Notetaker" or "Otter.ai" bots.
Sub-heading 5.2: Requiring Authentication for Meeting Participants
This setting ensures that only signed-in Zoom users can join your meeting, which can deter some automated bots.
Sign in to your Zoom web portal.
Go to "Settings" -> "Security."
Toggle ON "Only authenticated meeting participants and webinar attendees can join meetings and webinars."
Sub-heading 5.3: Blocking Specific Domains (Admin-Level)
If you are a Zoom administrator for an organization, you have the power to block specific domains from joining meetings hosted within your account. This is a more drastic but effective measure.
Sign in to the Zoom web portal as an admin.
Go to "Account Management" -> "Account Settings."
Under the "Security" section, look for "Block users in specific domains from joining meetings and webinars."
Enable this setting and then add "otter.ai" (and potentially other known AI transcription service domains like "fireflies.ai", "read.ai", etc.) to the block list.
Click Save.
Sub-heading 5.4: Removing a Participant During a Meeting
If an Otter.ai bot does manage to join your meeting, you can remove it manually.
During the Zoom meeting, click on the "Participants" button in the meeting toolbar.
Hover over the name of the Otter.ai bot (it will usually be clearly labeled, e.g., "Otter.ai Notetaker").
Click on the "More" button next to its name.
Select "Remove."
Remember: If an external participant has Otter.ai integrated, they might simply re-add it. The most robust solution is to communicate expectations about AI tools with your meeting participants and utilize the Waiting Room.
Step 6: Reviewing Calendar Integrations
QuickTip: Focus on what feels most relevant.
Otter.ai often integrates with your calendar (Google Calendar, Outlook Calendar) to automatically detect and join scheduled meetings. If you've connected your calendar, you might need to revoke that access.
Sub-heading 6.1: Checking Otter.ai Calendar Connections
Go back to your Otter.ai Account Settings and look for a section related to "Calendar" or "Integrations."
Review any connected calendars. If you see your calendar linked, look for an option to "Disconnect" or "Remove" the integration.
Sub-heading 6.2: Revoking Third-Party App Access in Google/Microsoft
It's also a good practice to check your Google or Microsoft account settings for third-party app permissions.
For Google Accounts: Go to your Google Account Security settings (
myaccount.google.com/security For Microsoft Accounts: Go to your Microsoft Account Privacy Dashboard (
account.microsoft.com/privacy
Important Considerations:
Communication is Key: If you're a host, consider informing your participants about your policy on AI transcription services in meetings, especially if the discussion involves sensitive information.
Shared Accounts/Workspaces: If you are part of a shared Otter.ai workspace or a corporate Zoom account, your ability to make these changes might be restricted by an administrator. In such cases, you'll need to contact your IT department or the account owner.
Updates: Both Zoom and Otter.ai frequently update their platforms. While these steps are current, slight variations in menu names or locations might occur. If you get stuck, refer to their official help documentation.
By following these steps, you should be able to effectively turn off and prevent Otter.ai from interfering with your Zoom meetings, giving you more control over your meeting experience and privacy.
10 Related FAQ Questions
Here are 10 frequently asked questions, starting with "How to," along with their quick answers:
How to know if Otter.ai is in my Zoom meeting?
Look for a participant named "Otter.ai Notetaker" or similar in the participants list. You might also see a message in the chat indicating Otter.ai has joined, or live transcription occurring in a separate window if enabled.
How to stop Otter.ai from automatically joining all my Zoom meetings?
Sign in to your Otter.ai account, go to "Account Settings" > "Meetings," and toggle off "Auto-join all meetings" under the "OtterPilot" or "Otter Assistant" section.
How to disconnect my Zoom account from Otter.ai?
Log in to your Zoom web portal, go to the "App Marketplace," click "Manage" or "Manage Apps," find "Otter.ai," and click "Remove" or "Uninstall."
How to prevent Otter.ai from sending chat messages in Zoom?
In your Otter.ai "Account Settings" > "Meetings," find "Notetaker chat messages" and toggle off options like "Send live transcript and summary" and "Send Otter Chat Q&A."
How to remove Otter.ai if someone else brought it to my Zoom meeting?
As the host, you can use the "Participants" panel in Zoom during the meeting, hover over "Otter.ai Notetaker," click "More," and select "Remove." For future meetings, consider enabling the Waiting Room.
How to block all AI bots from joining my Zoom meetings as a host?
Enable the Waiting Room feature and "Only authenticated users can join" in your Zoom account settings. As an admin, you can block specific domains like "otter.ai" in Zoom's account settings under "Security."
How to check which third-party apps have access to my Google or Microsoft account for calendar integration?
For Google: Go to
myaccount.google.com/security account.microsoft.com/privacy
How to verify if Otter.ai's integration settings have been saved?
After making changes in your Otter.ai account settings, refresh the page or navigate away and then back to the "Meetings" tab to ensure the toggles remain in the "OFF" position.
How to prevent Otter.ai from recording my Zoom meeting if I am just a participant?
As a participant, you generally cannot directly control Otter.ai. You can politely ask the host to remove it or mention your discomfort with AI transcription being used. If the host uses a Waiting Room, they might screen out the bot.
How to completely delete my Otter.ai account?
Log in to your Otter.ai account, go to "Account Settings" > "General," and look for the "Delete account" option. Be aware this is a permanent action and may require canceling any active subscriptions first.
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