The Uninvited Guest: Your Complete Guide to Stopping Read.ai from Joining Your Meetings

I. Introduction: Reclaiming Control of Your Digital Meeting Room

A sensitive strategy meeting is underway. The leadership team is deep in discussion when a new participant joins unexpectedly—“Read.ai Notetaker.” The flow is broken, and a wave of questions ripples through the call: Who invited this? Is it recording? How do we get it out? This scenario has become increasingly common, transforming a tool designed for productivity into a source of disruption and security concern.

Read.ai is one of many AI-powered meeting assistants designed to automatically join virtual meetings, provide real-time transcription, and generate summaries with action items.1 In theory, it promises to liberate attendees from the burden of note-taking and create a searchable archive of corporate knowledge.3 However, the reality for many is an experience of an uninvited guest, a persistent bot that appears in confidential discussions without the host’s explicit, in-the-moment consent. This has led to significant frustration, particularly among system administrators tasked with maintaining the security and integrity of their organization’s digital communications.4

The central mystery that this guide will solve is twofold: How did this bot get into the meeting, and more importantly, how can it be stopped for good? This article serves as the ultimate, comprehensive guide for both individual users and IT administrators to understand, manage, and permanently block Read.ai from all meetings on Zoom, Google Meet, and Microsoft Teams. It provides a special, in-depth focus on the complex Microsoft 365 environment, a landscape that often stumps even experienced administrators, to provide a definitive, multi-layered solution.

The conflict between the tool’s self-proclaimed “privacy-first” stance and the widespread user experience of it being an “uninvited guest” reveals a significant trust gap.5 This is not merely a technical glitch; it points to a fundamental disconnect in user experience design and consent models. While Read.ai’s documentation emphasizes user control, consent, and transparency, stating that “Recording Requires Consent” and promising an “Easy Opt-Out,” the user’s perception is often one of invasion and a lack of control.6 The root cause is a specific design choice: linking the bot’s auto-join function to a one-time calendar integration consent given during account signup, rather than requiring a per-meeting prompt for the host. This “consent-once, act-always” model means a user can grant broad permissions without fully realizing the consequence—that the bot will attempt to join all future meetings by default. This model is at odds with the user’s expectation of per-session control, leading to the feeling of a privacy invasion, even if it was technically “consented to” at some point in the past.

II. The Root Cause: How and Why Read.ai Joins Your Meetings

To effectively stop Read.ai, one must first understand its entry mechanism. The primary pathway is not a security flaw but a feature of its deep integration with user calendars, such as Google Calendar and Microsoft Outlook.7 When a user creates a Read.ai account, a key step in the onboarding process is to grant the service permission to access and read their calendar events. This permission is the master key that allows the Read Assistant bot to know when and where meetings are happening.

The most critical and often misunderstood concept is how the bot is triggered. The Read.ai bot will automatically join a meeting if any single person on the calendar invite—not just the host or the meeting organizer—has a Read.ai account with the “auto-join” feature enabled.9 This participant acts as an unwitting Trojan horse. An external guest, a new employee in a different department, or any attendee in the meeting chain can unknowingly bring the bot into a confidential discussion, completely unbeknownst to the meeting host. This model fundamentally breaks the traditional security paradigm of a meeting, where the host acts as the ultimate gatekeeper. Instead of centralized control, this model decentralizes it to the least security-conscious participant on an invite, creating a significant and often invisible organizational risk. The organization’s meeting security is no longer determined by its own policies or the diligence of its hosts, but by the personal app settings of every single person invited to a meeting, including external vendors and partners. This systemic risk underscores why individual-level fixes are often insufficient for an organization and why administrative blocking becomes necessary.

Fortunately, there is a way to identify the source. In most cases, when the Read Assistant joins a meeting, it posts a message in the chat that explicitly states, “I was invited by [User’s Name]“.9 This message is a crucial piece of evidence, empowering users to understand that the bot’s presence is not a random intrusion but is tied directly to a specific participant’s account settings. This allows for a targeted conversation or action rather than general confusion.

While the calendar-based auto-join is the most common and perplexing scenario, other entry vectors exist. A user might have the Read AI Chrome Extension installed, which can detect meetings and offer a one-click option to add the bot.12 Additionally, a participant already in the meeting can manually add Read.ai to an in-progress session.13 However, it is the automated, calendar-driven behavior that causes the most widespread issues.

III. A Guide for Individual Users: Taking Immediate and Lasting Action

This section is designed for any individual who wants to stop Read.ai from joining their meetings, regardless of technical expertise. The solutions are presented in order of immediacy, from quick, in-the-moment fixes to permanent, lasting actions.

The following table provides a high-density summary of all available actions, categorized by platform and permanence. It allows a user to immediately identify the right solution for their needs before diving into the detailed instructions that follow.

Table: User’s Quick-Action Guide to Removing Read.ai

Action	Google Meet	Zoom	Microsoft Teams	Permanence Level
In-Meeting Removal	Click Read icon > ‘Stop sharing’ OR use chat commands.	Remove from participant list OR use chat commands.	Remove from participant list OR use chat commands.	Temporary (Per-Meeting)
Adjust Read.ai Settings	Log in to Read.ai > Account Settings > Disable ‘Auto-join meetings’.	Log in to Read.ai > Account Settings > Disable ‘Auto-join meetings’.	Log in to Read.ai > Account Settings > Disable ‘Auto-join meetings’.	High (User-Controlled)
Revoke Platform Access	Google Account > Security > Third-party apps > Remove access.	Zoom Marketplace > Manage > Added Apps > Remove.	Microsoft My Apps > ‘Read Meeting Navigator’ > Revoke & Remove.	Very High
Complete Account Deletion	Log in to Read.ai > Account Settings > Advanced > Delete account.	Log in to Read.ai > Account Settings > Advanced > Delete account.	Log in to Read.ai > Account Settings > Advanced > Delete account.	Permanent (For Your Account)

3.1: In-the-Moment Fixes (During a Meeting)

When Read.ai unexpectedly appears in a live meeting, there are several immediate actions any participant or host can take.

• Using Chat Commands: Read.ai has built-in chat commands for quick control. There is a crucial distinction between the two primary commands. Typing read stop in the meeting chat will remove the bot from the call but will still generate a report for the portion of the meeting it attended. For a more complete removal, typing opt out or clicking the opt-out link in the bot’s introductory message will not only remove the bot but also delete all data it has collected from that specific meeting, ensuring no report is generated.6
• Manual Removal (Host): The meeting host can remove the Read.ai bot just like any other participant. By opening the participant list in Zoom, Microsoft Teams, or Google Meet, the host can find “Read.ai Notetaker,” click the options next to its name, and select “Remove” or “Eject”.15
• Google Meet Specifics: Some integrations with Google Meet do not involve a visible bot in the participant list. In these cases, a Read.ai icon will appear in the top-right corner of the screen. Any participant can click this icon and select ‘Stop sharing’ to end the recording and data capture process.9

3.2: Your Read.ai Account Settings: The Central Control Panel

To prevent Read.ai from joining future meetings, adjusting the settings within the Read.ai account itself is the most effective step.

• Disabling Auto-Join: Log in to the Read.ai website. Navigate to Account Settings > Meeting Assistant > Auto-join meetings. Here, the user can turn off the auto-join feature entirely. This page also offers more granular “Join Preferences,” such as allowing Read.ai to join only internal meetings or only when the user is the host, providing more control without a complete ban.9
• Managing Your Calendar Page: For meeting-by-meeting control, the Calendar page within the Read.ai dashboard is invaluable. It displays all upcoming meetings from the user’s synced calendar and provides a simple toggle next to each one labeled “Add Read?”. This allows a user to manually disable Read.ai for a specific sensitive meeting without altering their global auto-join settings.18
• The Multiple Account Problem: A common source of frustration occurs when a user disables auto-join, yet the bot continues to appear and names them as the inviter. This almost always indicates that the user has inadvertently created multiple Read.ai accounts, for instance, one by signing in with a Google account and another with a Microsoft account. To resolve this, the user should search all of their email inboxes for welcome emails from support@e.read.ai to identify every associated account and then proceed to adjust the settings or delete the duplicates.9

3.3: Revoking Access at the Platform Level

A more decisive step is to sever the connection between Read.ai and the meeting platform at the source, revoking the permissions that were initially granted.

• For Zoom Users: Go to the Zoom App Marketplace by navigating to marketplace.zoom.us. Once logged in, click Manage in the top-right corner, then select Added Apps from the menu. Find Read.ai in the list of applications and click the “Remove” button to de-authorize it completely.20
• For Google Users: Access the Google Account settings page at myaccount.google.com. Navigate to the Security tab and scroll down to the section titled Third-party apps & services. Here, a list of all applications with access to the Google Account will be displayed. Find Read.ai and click on it to see the details, then select the option to remove its access.24
• For Microsoft Users: The process involves the Microsoft “My Apps” portal, accessible at myapps.microsoft.com. After signing in, search for an application named “Read Meeting Navigator.” Click the ellipsis (…) on the app tile, select Manage your application, and then choose to Revoke Permissions. After revoking permissions, it is also recommended to return to the app tile, click the ellipsis again, and select Remove to hide it from the portal.26

3.4: The Final Solution: Complete Account Deletion

For users who have decided they no longer want to use the service, deleting the Read.ai account is the most permanent solution to ensure the bot never joins a meeting on their behalf again.

The process is straightforward:

1. Log in to the Read.ai account.
2. Navigate to Account Settings and select the Advanced tab.
3. Scroll to the bottom and click the red “Delete my account” button.21

Read.ai also provides an “Account & Privacy Center” where users can enter their email address to look up whether an account exists and request deletion without needing to log in, which is helpful for forgotten or duplicate accounts.14

It is critical to remember the core mechanism of how Read.ai joins calls. If a user deletes their account and the bot still appears in their meetings, it is not a technical failure. It is definitive proof that someone else on the meeting invitation still has an active Read.ai account with auto-join enabled.9 At this point, the problem shifts from personal account management to organizational governance, which requires administrative intervention.

IV. A Guide for Administrators: Securing Your Entire Organization

Moving from individual user fixes to robust, enforceable organizational policy is essential for protecting sensitive data and ensuring compliance. Administrative action is driven by the need to prevent data leakage, adhere to regulations like HIPAA or FERPA, and eliminate the productivity drain caused by managing unwanted software.6

The following matrix provides a high-level strategic overview for administrators, contrasting the administrative models of Zoom, Google Workspace, and Microsoft 365. It immediately highlights where action must be taken and illustrates why the Microsoft ecosystem requires a more complex, multi-layered approach.

Table: Administrator’s Control Panel Matrix

Platform	Primary App Management Console	Identity & Permissions Console	Key Objective
Zoom	Zoom App Marketplace	N/A	Manage app approvals and remove the app for the entire account.
Google Workspace	Google Admin Console	API Controls (within Admin Console)	Block the third-party app via its unique OAuth client ID.
Microsoft 365	Teams Admin Center	Microsoft Entra Admin Center	Block the Teams app AND remove the underlying Enterprise Application and its permissions.

4.1: Blocking Read.ai in a Zoom Environment (Account-Level Control)

Zoom administrators have powerful, centralized tools within the App Marketplace to control third-party integrations like Read.ai.

• Managing App Approval: The most effective proactive step is to require admin approval for all new apps. In the Zoom Marketplace (marketplace.zoom.us), an administrator can navigate to Manage > Permissions and enable the setting “Require publicly listed apps on the Zoom App Marketplace to be approved by admin.” This shifts the environment from a permissive model to a “default deny” model, where IT must vet all applications before they can be installed by users.29
• Blocking/Removing the App: To deal with an app that is already in the environment, navigate to Manage > Apps on Account. From this dashboard, the administrator can search for Read.ai. They have two options: “Disable,” which temporarily suspends the app’s functionality for all users, or “Remove,” which completely uninstalls and de-authorizes the app for the entire account.31
• Proactive Security Settings: Beyond app management, Zoom offers several security settings that can create a hostile environment for unwanted bots:
  • Block Specific Domains: Within the main Zoom web portal, under Account Management > Account Settings > Meeting > Security, there is an option to “Block users in specific domains from joining meetings and webinars.” Adding read.ai to this list can prevent the bot from authenticating and joining, even if invited.15
  • Enforce Authenticated Users Only: Requiring all meeting attendees to be signed into a Zoom account is another strong barrier. This setting, also under the Security tab, prevents anonymous or unverified guests—including many bot services—from joining meetings.16

4.2: Blocking Read.ai in Google Workspace (Centralized API Control)

Google Workspace administrators can centrally manage third-party app access by controlling the underlying API permissions granted via OAuth.

• Navigating the Google Admin Console: The process begins at the central administrative hub, admin.google.com.
• Finding and Blocking the App: The administrator must navigate through the following path: Security > Access and data control > API controls. Within this section, the Manage Third-Party App Access link displays a list of all applications that have been granted OAuth access to the organization’s data.34 The administrator can search for Read.ai in this list. Once found, clicking on the app and changing its access level to “Blocked” will revoke its permissions tenant-wide and prevent any user from re-authorizing it in the future.36
• Proactive Policy: For enhanced security, administrators can configure default API access policies to restrict which Google services (like Gmail, Calendar, or Drive) third-party apps can access by default. This allows the organization to operate from a more secure “least privilege” posture, limiting the potential impact of any single app integration.38

4.3: The Deep Dive: A Multi-Layered Defense for Microsoft 365 & Teams

Effectively blocking an application like Read.ai in the Microsoft 365 ecosystem is notoriously complex and is a frequent topic of frustration in administrator communities.4 The reason for this complexity is a core architectural principle: the separation of an application’s user-facing component from its backend identity and permissions. A successful block requires tackling what can be thought of as a “two-headed dragon”:

1. The Teams App: This is the user-facing integration visible in the Teams client and managed in the Teams Admin Center.
2. The Enterprise Application: This is the backend service principal in Microsoft Entra ID (formerly Azure AD) that holds the actual permissions (OAuth consent grants) to access data like calendars and join meetings.

Simply blocking the Teams App is a common mistake. It only removes the user interface element from Teams, but it does not revoke the underlying permissions. The bot, still holding valid permissions in Entra ID, can continue to read the user’s calendar and join meetings directly via a URL. A complete and permanent solution requires action in both admin centers.

4.3.1: The Teams Admin Center (The Front Door)

The first step is to block the user-facing application. This prevents new installations and removes the app from the user’s view within Teams.

• Navigate to the Teams Admin Center at admin.teams.microsoft.com.
• Org-Wide Block: The most direct approach is to go to Teams apps > Manage apps. Here, an administrator can search for Read.ai and select the “Block” option. This action blocks the app for the entire organization.40 For a more sweeping lockdown, the
  Org-wide app settings on this page allows an admin to disable all third-party apps with a single toggle.
• App Permission Policies: For more granular control, an administrator can navigate to Teams apps > Permission policies. Here, they can create a new policy or edit an existing one to explicitly block the Read.ai app. This policy must then be assigned to all relevant users to take effect. This method is useful in complex environments where different user groups may have different app allowances.28

4.3.2: Microsoft Entra Admin Center (The Engine Room)

This is the most critical and often-missed part of the process. This is where the application’s actual power is revoked.

• Navigate to the Microsoft Entra Admin Center at entra.microsoft.com.
• Find the Enterprise Application: Go to Identity > Applications > Enterprise applications. In the list of all applications, search for “Read Meeting Navigator”.39
• Revoke Permissions: Once inside the application’s settings, go to the Permissions tab. This screen will show all the delegated and application permissions that have been granted to the app. An administrator must systematically review these permissions and revoke them. This step is crucial as it severs the app’s ability to access Microsoft 365 data.39
• Remove User Assignments: Next, navigate to the Users and groups tab. Select all users and groups that have been assigned to this application and remove them. This ensures the application can no longer act on behalf of these users.39
• Disable Sign-In and Delete: Finally, go to the Properties tab. Set the option “Enabled for users to sign-in?” to No. This effectively deactivates the application. For a permanent and irreversible solution, use the “Delete” option to completely remove the enterprise application from the tenant. This erases its identity and all associated configurations.39

4.3.3: Proactive Tenant Hardening (Preventing the Next “Read.ai”)

The problem of unwanted AI notetakers is a catalyst forcing organizations to mature from a permissive, user-driven app adoption model to a centrally-governed, security-first IT framework. The rise of powerful AI tools that request expansive permissions, such as reading all emails or recording all meetings, fundamentally changes the risk calculus.4 A single user’s consent can now create a significant data exfiltration or compliance risk. These tools serve as a wake-up call, compelling administrators to confront legacy permissive settings and adopt a zero-trust approach to application governance.

• Configure User Consent: The ultimate preventative measure is to change how users can consent to new applications. In the Entra Admin Center, navigate to Enterprise applications > Consent and permissions > User consent settings. The default setting is often “Allow user consent for apps.” Changing this to “Do not allow user consent” is the single most effective step an organization can take to prevent the spread of unvetted applications.4
• Implement Admin Consent Workflow: When user consent is disabled, users who attempt to authorize a new app will be prompted to request admin approval. This triggers the Admin Consent Workflow, which gives IT full, centralized control over the application ecosystem. This workflow eliminates the “whack-a-mole” problem where administrators are constantly chasing and blocking new, unwanted apps after they have already been introduced into the environment.28
• URL Blocking (Supplemental): As an additional layer of defense, administrators can block the domain *.read.ai in the Microsoft Defender portal’s Tenant Allow/Block List. While this does not block the app itself, it prevents users from accessing the Read.ai website from links in emails, cutting off a common vector for users to sign up or re-engage with the service.28

V. Conclusion: Fostering a Secure and Intentional Meeting Culture

The challenge of managing uninvited AI assistants like Read.ai is more than a technical nuisance; it is a clear signal of a new era in workplace collaboration, one where the lines between productivity enhancement and data security are increasingly blurred. The path to regaining control requires a deliberate, multi-faceted strategy that empowers both individual users and organizational administrators.

For individuals, the solution lies in taking ownership of their digital footprint. This involves understanding how calendar integrations grant permissions, knowing how to adjust account settings to disable automatic behaviors, and ultimately, having the knowledge to revoke access and delete accounts entirely. For administrators, the task is to move from a reactive to a proactive security posture. The most effective strategies involve blocking unwanted applications at both the application gateway (Teams Admin Center, Zoom Marketplace) and the identity layer (Microsoft Entra ID, Google API Controls). The ultimate solution, however, is a strategic shift in IT governance: disabling widespread user consent for third-party applications and implementing a centralized admin consent workflow. This transforms the security model from one of chasing threats to one of vetting and approving tools before they ever enter the ecosystem.

The specific problem of Read.ai serves as a blueprint for managing the next wave of AI productivity tools. The “whack-a-mole” frustration expressed by administrators is a symptom of a permissive security model that is no longer adequate for the age of powerful, data-hungry AI.28 By establishing clear policies for vetting, approving, and managing third-party AI, organizations can create a framework that embraces innovation without sacrificing security. This fosters a culture of intentionality, where the tools used in the digital workspace are there by deliberate choice, not by accident. As organizations navigate this new landscape, choosing platforms that are built with a focus on explicit user control and transparent operation will be paramount to building a productive, secure, and trustworthy collaborative environment.

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