Spott Note Taker

Last updated: February 27, 2026

Learn how to connect your calendar and enable the Spott Note Taker for Zoom, Teams, and Google Meets meetings.

You can quickly navigate to this page using G then N.
Learn more about all shortcuts here.

Quickstart

To get started using Spott Note Taker:

  • Connect your Microsoft Outlook calendar via the Spott platform from the Accounts settings page.

  • Once successfully connected, Spott will sync your calendar meetings from Outlook on a rolling basis to identify which are your upcoming online meetings

To enable the Spott Note Taker, navigate to the Calls settings page and switch the Online Meetings toggle on.

Meetings Pn

After accepting the Terms and Conditions, you have successfully enabled the note taker.

Spott only joins meetings that include a valid video conferencing link.

How it works

Once enabled, the Spott Note Taker will:

  • Schedule the Spott bot to join the lobby of all your future online meetings available in your synchronized Outlook calendar (meetings do not need to be created from Spott Calendar)

  • Join meetings when admitted by the organizer

  • When accepted, capture audio from Zoom, Teams, or Google Meet to:

    • Transcribe what was said, regardless of language

    • Generate concise, structured meeting minutes which will be made available in the Spott platform typically 2-5 minutes after the meeting ends, depending on meeting duration and language

The Notetaker summarizes the meetings following templates customizable from the Settings.

The Note Taker can be denied or removed from any meeting at any time. You are always in control.

Data and privacy

By connecting your Microsoft calendar, you acknowledge that:

  • Spott will access your meeting metadata to schedule the Note Taker

  • The Note Taker only has access to audio when accepted into the meeting

  • Meeting audio is never stored, only the transcript and minutes are retained for your organization once transcription from speech to text has passed successfully

  • You may disconnect Spott at any time to stop future meeting joins

Disabling the Note Taker

To remove the Spott Note Taker from your account:

Disabling the note taker will immediately unschedule the note taker from joining any already scheduled meetings and will stop scheduling the note taker for new meetings in your calendar.

Existing transcripts and meeting summaries generated from the Note Taker will be retained in the Spott platform to be accessed by your company team members.

After removal, the Note Taker will no longer join any meetings and will be unscheduled from future invites. Your data will be processed according to the Spott Privacy Policy.

Troubleshooting

Note Taker not showing up?

Make sure your calendar event has a valid Zoom, Teams, or Google Meet link and was created in the connected Outlook account.

You can verify if the Note Taker is scheduled to join by checking the Calendar tab in Spott - meetings that the Note Taker will join display a small camera icon next to them.

Note Taker didn’t join?

Check that the toggle is enabled in the Spott interface and that the meeting organizer did not reject it from the lobby.

Important considerations

  • Other participants can trigger the note taker — Even if you have disabled the note taker for your meetings, it may still join if other meeting participants have it enabled. The note taker will join if any invited participant has automatic joining enabled.

  • Settings changes take time — When you enable or disable automatic joining, it may take some time for the changes to apply to all future scheduled meetings.