Invite the notetaker bot to an online meeting
Send the bot into a Teams, Google Meet or Zoom meeting and follow the transcript while it records.
- For: All members
- About 5 min
What you need
- Invite a notetaker bot is on the meeting list (it is there when your organization can use the notetaker bot).
- Have the link of the Teams, Google Meet or Zoom meeting the bot should join.
- You have transcription time and notetaker bot time left this month.
Steps
Press Invite a notetaker bot
TipIf there is a Translate switch, turning it on also shows a translation during the meeting.
WhyWho can see the meeting depends on the folder it is saved to.
TipWith Bot display name left empty, the bot joins as GIJITO — 議事録作成; a name you set is used again for your next invitation.
TipIf it says the invitation result is unknown, press the button again on this same screen (inviting after reopening the screen makes a separate invitation).
CautionIf it is not admitted within 10 minutes, the bot leaves by itself.
TipIf you close this screen, the bot stays in the meeting and keeps recording.
TipIf the meeting ended first, you do not need to do this.
TipThe transcript is finalized even if you leave this screen, and you can open the meeting later from the meeting list.
When you finish
What the bot heard is saved as the transcript, and a draft of the minutes is created with the template you chose.
What you can do during the meeting
Turn on Translate at the bottom of the screen to show a translation from that point. It works as in Show translation while recording.
If you close this screen, the bot stays in the meeting and keeps recording. Open the meeting marked In meeting · Live on the meeting list to come back to it.
When the connection drops, the page reconnects by itself while the bot keeps recording. Once it is back, what was said meanwhile appears too.
The transcript during the meeting is shown only to the person who invited the bot. Anyone else who opens the meeting sees the bot’s status.
After the meeting
If the audio of meetings recorded with the microphone is saved, the bot’s meeting audio is saved the same way and can be played on the minutes screen.
If something does not work
It asks you to check the link
If it says Check the direct Teams, Google Meet or Zoom join link., check that it is the link that joins the meeting directly, and paste it again.
The link must start with https://: for Google Meet meet.google.com/abc-defg-hij, for Zoom zoom.us/j/ followed by digits, for Teams teams.microsoft.com or teams.live.com with /l/meetup-join/ or /meet/ followed by digits. A link with a part after “#” is not accepted.
Even with a correct link, a meeting title longer than 200 characters gives the same message.
The bot cannot get into the meeting
Ask the meeting’s host to admit the bot and allow it to record. The bot shows under the name in Bot display name (GIJITO — 議事録作成 if it is empty).
If it is not admitted within 10 minutes, the bot leaves, and without any audio it shows Processing could not be completed. To send it again, invite it anew from the meeting list.
It says the time is used up and the bot cannot be invited
When this month’s transcription time or the notetaker bot time is used up, the bot cannot be invited. If only the notetaker bot time is used up, recording with the microphone or computer audio still works.
If the time runs out while the bot is recording, it leaves by itself after an extension of up to 60 minutes. Everything recorded up to then is saved.
To check what is left, see Check what is left this month and your AI credits.
“Processing could not be completed” appeared
If Retry processing is there, press it. The transcript is finalized again from what was already captured; the bot does not join the meeting again.
Related guides
Review minutes with evidence
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