Setting Up Your Microsoft Teams Notetaker

Follow these steps to set up and configure the Notetaker:

Step 1: Grant Permissions

In order to be sure that the Jiminny Notetaker will join your meetings, please make sure that the MS Teams Admin toggled ON these options(screenshot below) - https://admin.teams.microsoft.com/meetings/settings.

Important note: If your team has setup the CAPTCHA option, this will prevent the Notetaker to join the meetings. In order to allow the Notetaker to join seamlessly the CAPTCHA options should be turned off.

To manage the options follow these steps:

Open the Teams admin center.
Expand Meetings from the navigation pane.
Under Meetings, select Meeting Policies.
Either select an existing policy or create a new one.
Navigate to the Meeting join & lobby section and select one of the following options for Require a verification check from:
- Not required (default)
- Anonymous users and people from untrusted organizations
Select Save

Step 2: 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. Awesome, right?

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.ai Notetaker as a participant from the meeting. Please note that if you remove the Jiminny.ai 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 the Admin settings in Microsoft for Anonymous participants joining meetings are switched on. - Refer to the 'Grant Permissions' section above.

Ensure that CAPTCHA option is switched off.- Refer to the 'Grant Permissions' section above.

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 screensharing 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 MSTeams and Business MSTeams meetings?

Yes, we support both Personal and Business MSTeams.

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: