The Uninvited Guest: Your Definitive Guide to Stopping Otter.ai from Joining Your Meetings

Introduction

AI meeting assistants like Otter.ai have become powerful tools in the modern workplace, promising to liberate professionals from the burden of note-taking and create a searchable archive of every conversation. Yet, for all their utility, they can introduce a significant and common frustration: the “uninvited guest.” This is the AI bot that materializes in a virtual meeting room, often without the explicit, real-time consent of all participants, causing confusion and raising immediate questions about privacy and control.

This issue extends beyond simple annoyance and presents a multi-faceted challenge. For the individual user, it can be a case of their own tool acting unexpectedly, creating awkward situations and raising personal privacy concerns. For the meeting host, the sudden appearance of a transcription bot can disrupt the flow of conversation, require them to manage an unwanted participant, and potentially violate confidentiality agreements, especially when sensitive topics are being discussed with external clients or partners.

For the IT administrator, however, the problem is magnified into a significant security, compliance, and data governance threat. Unmanaged AI tools can lead to the unsanctioned recording of sensitive meetings involving HR, legal, or proprietary research. This creates a “shadow IT” ecosystem where corporate data is processed and stored on third-party platforms outside of the organization’s control, potentially violating data protection regulations like GDPR or HIPAA.[1]

This guide serves as the definitive, multi-layered solution to this challenge. It will first diagnose how Otter.ai gains access to meetings and then provide a comprehensive playbook with actionable, step-by-step instructions. This playbook is designed for every level of control: the individual user, the in-meeting host, and the system administrator, with detailed governance strategies for Google Meet, Zoom, and a special, in-depth focus on the administrative complexities of Microsoft Teams.

Part 1: The Diagnosis: Understanding Otter.ai’s Entry Points

To effectively prevent an unwanted guest from arriving, one must first understand how they get in the door. Otter.ai employs several distinct mechanisms to integrate with and join meetings. Choosing the right preventative measure depends entirely on understanding which of these entry points is being used.

Mechanism 1: The OtterPilot™ Bot via Calendar Integration

The most common source of the “uninvited guest” phenomenon is the OtterPilot™ (also referred to as Otter Notetaker or Otter Assistant) joining via calendar integration. When a user creates an Otter.ai account, they are prompted to connect their Google or Outlook Calendar.2 By granting this permission, the user allows Otter.ai to scan their calendar events for video conferencing links. When it finds a link for a Zoom, Google Meet, or Microsoft Teams meeting, the OtterPilot automatically joins that meeting at the scheduled time as a distinct participant, often displaying the name “Otter.ai Notetaker” in the participant list.4

This “set it and forget it” functionality is a core part of Otter.ai’s value proposition, designed for maximum user convenience.2 However, this very design choice creates a direct conflict with corporate governance. The bot’s entry is triggered by an individual user’s private action—connecting their calendar—but its presence affects the entire meeting, including all other internal and external attendees. This creates a fundamental tension: the feature that makes the tool seamless for one person becomes a primary source of risk and disruption for the organization. The solution, therefore, must involve not only technical controls but also clear user education on the implications of such integrations.

Mechanism 2: The Chrome Extension’s In-Browser Transcription

A more subtle and administratively challenging entry point is the Otter.ai Chrome Extension. This browser add-on records and transcribes audio directly from the user’s active browser tab.6 Crucially, this method does not send a separate bot into the meeting. The extension’s own marketing highlights “No-bot in Teams or Google Meet” as a key feature, as it operates entirely on the user’s local machine.6 It can capture and transcribe audio from any source within Chrome, including meetings on all major platforms, as well as YouTube videos, online lectures, and podcasts.6

This client-side approach represents a significant loophole for corporate security. While administrators may focus their efforts on blocking the visible OtterPilot bot from joining as a participant using server-side controls like app policies or meeting lobbies, the Chrome extension completely bypasses these defenses. It operates within the user’s already authenticated browser session, capturing the audio stream after it has been securely delivered to their computer. This means that even if an administrator successfully blocks the OtterPilot bot at the tenant level, an employee with the Chrome extension can still transcribe a confidential meeting. This reality underscores a critical point for modern IT governance: a comprehensive security strategy cannot be limited to server-side applications. It must also address the ecosystem of client-side browser extensions, which often fall under a different management paradigm, such as endpoint security or browser policy management.

Mechanism 3: Manual Invitation via Meeting Link

The most straightforward method of entry is a manual, ad-hoc invitation. The Otter.ai web dashboard features an option for users to paste a meeting URL directly into a field, often labeled “Paste meeting URL to record” or similar.2 Once a link for a Zoom, Google Meet, or Teams meeting is submitted, Otter.ai dispatches its OtterPilot bot to join that session immediately.8

Unlike the calendar integration, which can be an unintentional consequence of a one-time setup (“I forgot I turned that on”), this method is always a deliberate, conscious act by the user. This distinction is important from a governance perspective. The problem shifts from a technical misconfiguration that needs correcting to a potential policy violation that needs addressing. While technical blocking is still a vital part of the solution, this entry point highlights the parallel need for clear, well-communicated organizational policies that define when and how employees are permitted to record or transcribe meetings.

Mechanism 4: Direct Platform Integrations (Zoom Marketplace)

For certain platforms, most notably Zoom, Otter.ai offers a direct application integration through the official Zoom App Marketplace.9 When a user installs and authorizes this app, they grant Otter.ai a specific set of permissions to interact with their Zoom account. These permissions can include reading meeting information, accessing and transcribing cloud recordings, and enabling features like Otter Live Notes during a meeting.9 The permissions requested are explicitly listed in the marketplace, such as

meeting:read, recording:read, and user:read.9 Often, leveraging these deeper integrations requires a paid subscription to both Otter.ai and the video conferencing platform.11

The existence of an official marketplace app creates a powerful, centralized point of control for administrators. Unlike disparate calendar connections or difficult-to-track browser extensions, a marketplace application can be managed directly within the platform’s administrative console. A Zoom administrator can pre-approve, disable, or block the Otter.ai integration for their entire account or for specific user groups.12 This makes it the most easily governed entry point, demonstrating the inherent security advantages of using official, managed app ecosystems over allowing ad-hoc, user-driven integration methods.

Part 2: The User’s Toolkit: Reclaiming Control of Your Personal Account

For individual users who wish to regain control over when and how Otter.ai participates in their meetings, a series of straightforward steps within the Otter.ai account and connected services can provide an immediate and effective solution. These actions represent the first line of defense.

Step 1: The Master Switch - Disabling Auto-Join in Otter.ai Settings

The single most effective action to stop the OtterPilot bot from unexpectedly joining meetings is to change its default behavior from automatic to manual. This shifts the function from an “opt-out” model, where you have to remember to disable it for specific meetings, to an “opt-in” model, where it will only join when explicitly told to.

1. Sign in to your account on the Otter.ai website.
2. Navigate to Account Settings by clicking your profile icon, then select the Meetings tab.
3. Locate the settings for the AI Notetaker (or OtterPilot).
4. Find the drop-down menu for Default-join settings. Change the selection from any automatic option (e.g., “All events with video conference links”) to Meetings I manually select.13

This setting ensures the bot will no longer automatically join meetings found on your synced calendar, putting you back in full control.

Step 2: Severing the Connection - Disconnecting Calendars and Revoking Permissions

For a more permanent solution that prevents Otter.ai from accessing your schedule altogether, you must disconnect your calendar and revoke its permissions.

1. Disconnect within Otter.ai: While in your Otter.ai account, navigate to the Apps or Integrations section in your settings. Find your connected Google Calendar or Outlook Calendar and select the option to Disconnect or Remove.4
2. Revoke Access in Your Google Account: Open your Google Account settings and navigate to the Security tab. Find the section for Third-party apps with account access. Locate Otter.ai in the list and click on it, then select Remove Access.16
3. Revoke Access in Your Microsoft Account: A similar process applies to Microsoft accounts. Log in to your Microsoft account’s security dashboard, find the app permissions section, and revoke Otter.ai’s access.

This two-pronged approach ensures that Otter.ai can no longer read your calendar data, effectively blinding it to your upcoming meetings.

Step 3: The Clean Sweep - Uninstalling Extensions and Applications

To prevent client-side transcription (Mechanism 2) and fully remove the software from your system, you must uninstall the browser extension and any desktop applications.

1. Chrome/Edge Extension: Open your browser’s settings and navigate to the Extensions page. Find the “Otter.ai: Record & Transcribe Meetings” extension and click Remove.15
2. Windows PC: Go to Settings > Apps > Installed Apps. Find Otter.ai in the list, click the three-dot menu, and select Uninstall. For a complete removal, it is recommended to also check the AppData folders for any leftover files. Open File Explorer and navigate to C:\Users\\AppData\Local\ and C:\Users\\AppData\Roaming\, deleting any folders named “Otter” or “Otter.ai”.15
3. macOS: Open the Finder and go to your Applications folder. Drag the Otter.ai application to the Trash. To remove residual files, use the Finder’s “Go to Folder” command (Shift+Cmd+G) and check locations like ~/Library/Application Support/ and ~/Library/Preferences/ for any Otter-related files to delete.16

Step 4: The Final Step - Deleting Your Otter.ai Account

If you no longer plan to use the service, the final step is to delete your account and all associated data.

1. Log in to the Otter.ai website.
2. Navigate to Account Settings and select the General tab.
3. Click the Delete account option.15 You will be prompted to enter your password to confirm the deletion.

Important Note: You cannot delete your account if you have an active paid subscription. You must first cancel the subscription and wait for it to expire, or contact Otter’s support team to forfeit the remainder of your subscription for immediate deletion.15

Part 3: The Host’s Prerogative: Real-Time, In-Meeting Controls

When an unwanted AI notetaker appears in a live meeting, the host or organizer has immediate, reactive measures at their disposal. While these actions don’t solve the root cause, they are crucial for maintaining control and security in the moment.

Method 1: “You’re Out” - Removing the Otter.ai Bot Mid-Meeting

All major video conferencing platforms provide hosts with the ability to remove participants. This is the emergency stop-gap to eject a bot that has already joined.

• Zoom: As the host or a co-host, open the Participants list. Find the participant named “Otter.ai” (or similar), hover over its name, click the More button, and select Remove from the menu.14
• Google Meet: As the host, open the People list by clicking the icon in the bottom right. Locate the “Otter.ai” participant, click the three-dot menu next to its name, and select Remove from meeting.14
• Microsoft Teams: As the meeting organizer or a presenter, open the Participants pane. Find the “Otter.ai” participant, click the three-dot menu next to its name, and select Remove from meeting.14

Removing the bot solves the immediate problem but does not prevent it from attempting to join future meetings scheduled by the same user.

Method 2: The Bouncer - Proactively Using Lobbies and Waiting Rooms

A far more effective strategy than reactive removal is proactive gatekeeping. By enabling the “Waiting Room” in Zoom or the “Lobby” in Google Meet and Microsoft Teams, the host forces every single participant—including bots—to wait for manual approval before they can enter the meeting.

This simple change in meeting settings fundamentally alters the security posture. The default behavior of many platforms is to allow invited participants to join automatically. AI bots exploit this by getting themselves “invited” via a user’s calendar sync. Enabling a lobby introduces a crucial manual checkpoint. The host becomes a bouncer, checking the ID of everyone at the door. When “Otter.ai Notetaker” appears in the lobby, the host can simply deny its entry. This proactive approach is the single most effective in-meeting control a host can implement to prevent unauthorized participants of any kind from gaining access.12

Part 4: The Administrator’s Playbook: Enforcing Organization-Wide Governance

For IT administrators, controlling AI notetakers is a matter of enforcing corporate security, compliance, and data governance policies. This requires moving beyond individual user settings and implementing robust, centralized controls at the platform level. The complexity and methodology vary significantly between Google Workspace, Zoom, and Microsoft Teams.

Quick-Reference Guide to Admin Controls

For busy administrators who need to quickly identify the correct tool for the job, this table provides a high-level strategic overview of the primary control philosophies for each platform.

Platform	Primary Control Method	Admin Console Location	Key Consideration
Google Workspace	Participant Access Control	Admin Console > Apps > Google Workspace > Google Meet > Meet safety settings	Blocks all untrusted external participants, not just a specific bot. A broad but effective approach.
Zoom	App Management	Zoom App Marketplace > Manage > Admin App Management > Apps on Account	A direct “on/off” switch for the Otter.ai app integration for your entire account. Simple and effective.
Microsoft Teams	App Permission Policies & Consent Management	Teams Admin Center > Teams apps > Permission policies & Microsoft Entra admin center > Enterprise applications	Highly granular but complex. Requires a multi-layered approach across different admin portals for full control.

Sub-Section 4.1: Securing Google Workspace

Google’s administrative approach to this issue is less about blocking a specific app and more about controlling who is allowed to join meetings in the first place. The primary tool is the Meet safety settings in the Google Admin console.

Actionable Instructions:

1. Sign in to the Google Admin console with an administrator account.
2. Navigate to the menu and go to Apps > Google Workspace > Google Meet.
3. Click on Meet safety settings.
4. Here you can configure Access settings. To prevent external bots from joining, you can restrict meeting access to only users within your organization or users from explicitly allowlisted domains.19

This method is a blunt but effective instrument. It will reliably prevent the OtterPilot bot from joining as an external entity. However, it will also block legitimate external human guests unless their domains are added to a trusted list, representing a trade-off between maximum security and open collaboration.

Sub-Section 4.2: Locking Down Zoom

Zoom’s centralized App Marketplace provides a simple and direct administrative control point for managing third-party integrations like Otter.ai.

Actionable Instructions:

1. Sign in to the Zoom App Marketplace (marketplace.zoom.us) with administrator credentials.
2. In the top-right corner, click Manage, then navigate to Admin App Management > Apps on Account.
3. A list of all third-party apps installed by users in your account will appear. Search for “Otter.ai”.
4. Click on the app to open its management page. From here, you can choose to Disable the app, which prevents internal users from using it, or Remove it from your account entirely.12

This action effectively severs the official integration point (Mechanism 4) for all users in your organization. However, it is still critical to encourage hosts to use the Waiting Room feature, as this is the primary defense against an external participant attempting to bring in a bot from their own account.12

Sub-Section 4.3: A Deep Dive into Microsoft Teams Governance

Controlling third-party apps in the Microsoft 365 ecosystem is the most complex scenario and the source of significant administrator frustration. Effective governance requires a layered strategy that spans both the Microsoft Teams Admin Center and the Microsoft Entra admin center (formerly Azure Active Directory).

Method 1 (The Hammer): Blocking the Otter.ai App Tenant-Wide

The most direct approach is to block the Otter.ai application for all users across the entire organization.

Actionable Instructions:

1. Navigate to the Microsoft Teams Admin Center.
2. Go to Teams apps > Manage apps.
3. Use the search bar to find “Otter.ai”.
4. Select the app from the list and click the Block button in the top bar. Confirm the action.15

This action prevents users from finding, adding, or using the Otter.ai app from within the Teams interface.

Method 2 (The Scalpel): Using App Permission Policies for Granular Control

For larger organizations with diverse needs, a more nuanced approach is often required. App permission policies allow administrators to control which users can access specific apps.

Actionable Instructions:

1. In the Teams Admin Center, navigate to Teams apps > Permission policies.
2. You can either edit the Global (Org-wide default) policy or select Add to create a new custom policy.
3. Within the policy settings, under the Third-party apps drop-down menu, select the option Block specific apps and allow all others.
4. Click the Block apps button. Search for and add “Otter.ai” to the blocklist for this policy.21
5. If you created a new custom policy, you must then assign it to the specific users or groups who should be prevented from using the app.

This method provides granular control, enabling an organization to permit Otter.ai for a marketing team while blocking it for sensitive departments like legal, HR, or R&D.

Method 3 (The Gatekeeper): Managing Consent and Permissions in Microsoft Entra ID

A common source of confusion for administrators is when a bot continues to join meetings even after being blocked in the Teams Admin Center. This often happens because the underlying permissions for the app were granted at the identity level in Microsoft Entra ID. Managing the app here is crucial for severing its access to user data, such as calendars.

Actionable Instructions:

1. Navigate to the Microsoft Entra admin center (entra.microsoft.com).
2. Go to Applications > Enterprise applications.
3. Search for and select the “Otter.ai” application.
4. In the application’s Properties, you can toggle Enabled for users to sign-in? to No. This will block all users in your tenant from signing in to Otter.ai with their corporate credentials.22
5. Alternatively, you can set Assignment required? to Yes and then only assign specific, approved users, effectively blocking everyone else.22
6. Navigate to the Permissions tab. A Global Administrator can review and Revoke previously granted org-wide admin consent for the application, cutting off its authorized access to organizational data.23

This two-headed management requirement—blocking the app’s UI in the Teams Admin Center and controlling its data access permissions in Entra ID—is the critical insight for solving the problem comprehensively on the Microsoft platform. Failure to address both can leave a significant security gap.

Method 4 (The Fortress): Hardening Security with External Access Policies

As a final layer of defense, administrators can treat the bot not as an “app” to be managed, but as an “external entity” to be blocked at the network level.

Actionable Instructions:

1. In the Teams Admin Center, navigate to Users > External access.
2. Under the Organization settings tab, you can configure a blocklist for specific external domains.24 If the OtterPilot bot is found to join from a consistent domain (e.g., bot.otter.ai), that domain can be added to the blocklist.
3. The platform also allows administrators to block specific external users by their full email address or messaging resource identifier (MRI).24

This network-level defense is a powerful fallback that can be effective even if app-level controls are misconfigured or bypassed. It aligns with Microsoft’s broader strategy of providing increasingly granular controls over external collaboration to meet enterprise security demands.27

Conclusion

Controlling the unwelcome entry of AI notetakers into virtual meetings is not a single action but a strategic, multi-layered defense. The approach must be tailored to the specific platform and the level of control required, starting with the individual user, empowering the meeting host, and culminating in robust, organization-wide administrative policies.

The analysis reveals several critical takeaways. First is the crucial distinction between the server-side OtterPilot bot, which joins as a visible participant and can be blocked by administrators, and the client-side Chrome extension, which operates invisibly on a user’s machine and represents a significant data governance loophole. Second is the importance of understanding each platform’s unique governance philosophy: Zoom’s is app-centric and straightforward, Google’s is participant-centric and broad, while Microsoft’s is policy-centric, deeply granular, and requires a coordinated strategy across both the Teams and Microsoft Entra admin centers.

Ultimately, while the proliferation of powerful AI tools introduces new challenges to security and privacy, the controls exist to ensure that individuals and organizations remain firmly in command of their digital workspaces. By implementing the appropriate measures—from a simple settings change in a personal account to a comprehensive app permission policy for an entire enterprise—it is possible to harness the benefits of AI productivity tools while mitigating their risks, ensuring that every participant in every meeting is an invited and welcome guest.

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