In this guide, we highlight the particularities of the Teams conference platform which may impact how the MeetGeek Notetaker joins and records your Teams meetings.
Defaults
By default, MeetGeek joins all your scheduled Microsoft Teams calls found in your calendar. In addition to the meetings you host, MeetGeek also automatically joins meetings where you are a participant. However, in many cases, the Notetaker may need to be admitted into the meeting by the host.
Note: MeetGeek does not automatically join instant Teams meetings that are not present in the connected calendar. To record an instant Teams meeting with MeetGeek, copy the meeting link and paste it into the form on the Upcoming Meetings page.
To disable MeetGeek for all your Microsoft Teams calls, uncheck the Microsoft Teams checkbox on your Upcoming Meetings Page.
Microsoft Teams Meeting Link Validation
For MeetGeek to recognize and join your Microsoft Teams meeting, the provided join link must be a valid Microsoft Teams meeting link, typically in the following format:
Business links: *
teams.microsoft.com/*/meetup-join*Personal links: *
teams.live.com/meet/*Mimecast links: *mimecast.com*
We do not currently support:
Microsoft Teams link copied from the browser after joining
The Teams link must be present in the location, description, or agenda fields of the calendar event (or contained in the email body or text pasted in the ad-hoc form on the Upcoming page).
Note: If a calendar event contains multiple join links, MeetGeek may not be able to determine the correct one. Ensure that the event contains only one valid Microsoft Teams join link.
Joining the Microsoft Teams Call
The MeetGeek Notetaker joins Teams meetings as a participant at the scheduled start time. It joins the meeting independently, even if you do not join.
Note: The keywords "MeetGeek Bot" are required for it to distinguish real participants from bots and correctly detect the end of the meeting. On the Business plan, the name can be customized from the Settings page.
Recording the Microsoft Teams Call
The MeetGeek Notetaker will wait a maximum of 10 minutes for at least one non-bot participant to join the Teams meeting before starting the recording.
Analyzing the Microsoft Teams Call
Meeting analysis starts after the meeting ends or the Notetaker is removed. During the analysis, the meeting appears with an "analyzing" status on the Past Meetings page.
Note: Sometimes, the Notetaker may fail to detect that the meeting has ended if other bot attendees were recognized as real participants. If this happens, the Pause button from the Upcoming Meetings page will force the Notetaker to leave the call and start analysis.
Troubleshooting - Microsoft Teams Settings
Some Microsoft Teams settings may affect MeetGeek’s ability to join and record meetings. These settings can be modified in the Teams admin center or individual user settings.
Lobby (Optional)
If the waiting room is enabled, the Notetaker will be placed in the waiting room and will wait up to 10 minutes to be admitted by the host. If the Notetaker is not admitted within this time, it will leave the waiting room. If removed while waiting, it will not retry to join unless instructed by the control buttons.
Authentication (Optional)
The Notetaker joins Microsoft Teams meetings unauthenticated.
To disable the "Require authentication" option for Microsoft Teams meetings, follow these steps:
Method 1: Using Microsoft Teams Settings (For Organizers)
Open Microsoft Teams and go to the Calendar tab.
Create a new meeting or edit an existing meeting.
In the meeting details, scroll down to find the Meeting Options link. Click it (it will open in a web browser).
In the meeting options page, look for the setting called Who can bypass the lobby?
There is an option for Require authentication to join. Make sure this is set to Off (or select the appropriate setting that allows external users or users without authentication to join).
Method 2: Via Teams Admin Center (For IT Admins)
Log in to Microsoft 365 Admin Center as an administrator.
Navigate to Admin Centers and select Teams Admin Center.
In the left-hand navigation, go to Meetings > Meeting settings.
Look for the setting called Require external users to authenticate and set it to Off.
You may also want to review settings related to meeting policies to ensure external users are not forced to authenticate.
Method 3: PowerShell (For IT Admins)
If you're an administrator and want to adjust this setting for all users, you can use PowerShell to disable the authentication requirement for external users:
powershellCopySet-CsTeamsMeetingPolicy -Identity <PolicyName> -AllowAnonymousMeetingJoin $true
This command allows external users to join without needing authentication. If you need to disable it for specific users, use the -Identity parameter with their username or policy.
Check the Microsoft Docs for more information.
Key Settings to Consider:
Require authentication to join: This option forces users to sign in before they can attend a meeting. Disabling this allows users, including external ones, to join without signing in.
Allow anonymous meeting join: If you want non-Teams users to join, ensure this setting is turned on.
By following these steps, you should be able to disable the "Require authentication" option for Teams meetings.
Meeting started notifications when someone joins before the scheduled start time
By default, Teams sends a notification to all participants as soon as someone joins the meeting, regardless of the scheduled start time. To modify this behavior, you can adjust the meeting options to control who can bypass the lobby and when notifications are sent.
Adjusting Lobby Settings:
By configuring the lobby settings, you can control who waits in the lobby before being admitted to the meeting. This can help prevent early joiners from triggering notifications to all participants.
Before the Meeting:
Navigate to your Teams Calendar and select the meeting.
Click on "Meeting options."
Under "Who can bypass the lobby?", choose an appropriate setting (e.g., "Only me" or "People in my organization").
Click "Save."
During the Meeting:
In the meeting window, click on "More actions" (three dots) and select "Meeting options."
Adjust the "Who can bypass the lobby?" setting as needed.
Click "Save."
By setting the lobby to allow only specific individuals to bypass it, you can control when participants are admitted, thereby managing when notifications are sent.
Disabling Announcements for Callers:
If participants join by dialing in, Teams can announce their entry and exit, which might be disruptive. To disable these announcements:
Open the Teams application.
Locate and open the meeting details.
Click on "Meeting options."
Toggle off the "Announce when callers join or leave" option.
Click "Save."
This setting prevents notifications when participants join or leave by phone.
Note: As of now, there isn't a specific setting in Teams to suppress notifications exclusively for participants who join before the scheduled start time without using the lobby feature. Adjusting the lobby settings and announcement options, as described above, are the available methods to manage such notifications.
Need Help?
If you continue to experience issues, visit our Help Center or contact our support team at [email protected].