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EspañolHow to keep note-taking bots out of your Zoom, Teams and Meet meetings
A note-taking bot usually arrives because a guest connected it to their calendar. Here is how to keep one out, and what to say when one turns up.
By Therese AnhammerUpdated Oct. 16, 2026
Why bots turn up
Most note-taking bots join a call because someone in it connected the service to their calendar and let it join their meetings.
The bot then joins the calls that person is invited to and records them, and some send the notes to everyone afterwards.
How to keep them out
Zoom, Microsoft Teams and Google Meet all let the meeting's host decide who gets in.
- 1
Let people in yourself: use the waiting room or lobby, and admit only the people you expect.
- 2
Allow only invited or signed-in people to join, so a bot cannot get in on its own.
- 3
If a bot gets in anyway, remove it from the participant list.
Your organisation's admin can make this the default for every meeting.
When a guest's bot turns up
Explain it kindly in the chat: the bot records everyone, and not everyone has agreed to that. Ask the guest to remove it, or to stop it from joining your meetings.
Hi! We keep note-taking bots out of our meetings, so I've removed yours. If you need notes, I can send you the decisions afterwards.
Notes without a bot
Prokoll writes the notes on your Mac instead.
Nobody joins the call
Prokoll records your microphone and the sound your Mac plays, so both sides of a Zoom, Teams or Meet call are in the notes.
Encrypted on this Mac
Meetings are encrypted and saved only on your Mac. The recording is deleted once it has been transcribed. There is no account.
Works without the internet
Once the first download is done, Prokoll records, transcribes and writes notes with the internet switched off.
Pay once
Every update we release is included, and your licence never expires.
It is still a recording, so tell everyone first and follow your workplace's rules.