Setting Up Your Microsoft Teams Notetaker

Your Teams organizations may have various settings that impact whether the Jiminny Notetaker can join a meeting. This guide explains the key settings, potential blockers, and solutions to ensure seamless access.

Key Settings and Solutions

Meetings → Meeting Settings → Participants → Anonymous users can join a meeting: Controls whether unsigned-in users (e.g., bots) can join.

If this setting is switched ON then the Notetaker will be able to join the meeting as anonymous user.
If the setting is switched OFF then the Notetaker will have to join as a signed in user with a Teams account. This means that the Notetaker will be called 'Jiminny Notetaker' instead of the name you have set for it in Jiminny.

2. Meetings → Meeting Policies → Meetings → Meeting Join & Lobby → Anonymous users can join a meeting unverified: Determines if anonymous users need verification.

If this setting is switched ON then the Notetaker will be able to join the meeting as anonymous user.
If the setting is switched OFF then the Notetaker will have to join as a signed in user with a Teams account. This means that the Notetaker will be called 'Jiminny Notetaker' instead of the name you have set for it in Jiminny.

3. Meetings → Meeting Policies → Meetings → Meeting Join & Lobby → Require a verification check from:

Not Required - no verification needed and the Notetaker will join the meeting without any issues
Anonymous users and people from untrusted organizations - verification (i.e. captcha) required unless the domain is trusted. In this case Notetaker will have to join as a signed in user with a Teams account. This means that the Notetaker will be called 'Jiminny Notetaker' instead of the name you have set. Also to make it part of a trusted organization you need to go and set Users → External Access → Teams and Skype for Business users in external organizations and either select 'Allow all external domains' or 'Allow only specific external domains' and add the Notetakers’s email domain 'jiminnynotetaker.onmicrosoft.com'

Important note: If you are updating any of these settings in Microsoft keep n mind it can take up to 5 hours for changes to take into effect.

Scheduling meetings

This is super simple just schedule a meeting in Outlook or Teams like normal, and make sure it is a Teams meeting with the conference details in like below. Then the Jiminny.ai Notetaker will join at the scheduled start time of the meeting.

*Please schedule your meetings a minimum of 15 minutes before, to make sure they have time to import to your Jiminny Dashboard to be recorded.

How the Notetaker Works

You will notice that there will be a participant in your Teams meetings called the Jiminny.ai Notetaker.

Important note: The Notetaker name is customizable! Your team can change the name of the bot by going to the Organization Settings > Recording in your Jiminny platform.

Important note: Based on your Teams Admin settings the Notetaker might need to join as a signed in user with a Teams account. This means that the Notetaker will be called 'Jiminny Notetaker' instead of the name you have set for it in Jiminny.

Which Teams meetings will be recorded?

Both scheduled and instant meetings will be recorded. You can also control which one of them you want to record or not from your Dashboard at any point in time. If you have internal recording turned off, the Notetaker will only join scheduled meetings that have someone external join (ie not with your company email domain).

You can also invite the Jiminny Notetaker using instant invite options from the Dashboard or Sidekick.

How do I stop recording?

While your meeting is in progress:

During the meeting, you can stop recording anytime by removing Jiminny Notetaker as a participant from the meeting. Please note that if you remove the Jiminny Notetaker, the recording would be stopped and saved (if it is longer then 10min) or deleted (if it is shorter than 10min). This behaviour can be controlled from the Organisational Settings.

Turning off my recording permanently:
This is controlled in your Jiminny profile. Just go to recordings to toggle recording off.
*Please note this option is exposed and controlled by your Jiminny admin.

Troubleshooting & FAQs

1. What do I need to do to make sure the Notetaker will join my meetings?

Ensure you have reviewed the first section called Key Settings and Solutions and that based on your Teams Admin settings you have taken the needed actions.

2.What is the best practice for ending my meeting?

The best practice is to always 'End' your Teams meeting where possible not just 'Leave'. Ending the meeting will prompt Jiminny.ai Notetaker to leave automatically, and pop Sidekick so you can summarize all the key meeting information and log it directly into your CRM.

3.What is the maximum recording duration?

The maximum length for a single meeting recording is 10 hours.

4.Why is my screen share not being recorded?

Microsoft Teams has a more native screensharing capability that allows users to share certain applications and documents directly, instead of the typical screenshare modes of capturing a window or their entire screen. Jiminny Notetaker is not able to record screen-sharing with Excel Live.

5.Can I record registration-required meeting and webinars?

Meetings and webinars that require registration are currently not supported.

6.Will the Notetaker be able to record Personal MS Teams and Business MSmTeams meetings?

Yes, we support both Personal and Business MS Teams.

7.Why does the Notetaker sometimes have (Guest), (External) or (Unverified) after the name?

The Notetaker has (Guest) or (External) next to the display name as it is not signed in.

Microsoft released an update February 2024 that affects how Teams participants are displayed depending on their account's relationship with the organization.

This only affects the new version of teams (teams.microsoft.com), and is not applicable for the old version (teams.live.com).

Below is a summary of these changes: