The Demodesk Notetaker is designed to automatically join your meetings. In your video conferencing settings, you can choose whether participants can enter meetings directly or must wait for admission, also known as the waiting room feature. The notetaker will adhere to these preferences, joining directly or waiting for admission in the waiting room as specified. We recommend setting up a waiting room to require admission, allowing you to time the start of your recording and to seek consent before the Notetaker joins your meeting.
Platform | Who can manage the waiting room? |
| Individual |
| Individual and/or Company Admin |
| Individual and Company Admin |
Google Meet
Microsoft Teams
Zoom
Google Meet
You can enable waiting rooms for your meetings, which effectively places participants in a lobby before they can join the main meeting. This prevents the Notetaker from immediately joining external calls. Enabling the Waiting Room feature in Google Meet is typically done on an individual basis and may not be controlled by the admin at the organizational level. You can refer to the instructions below on enabling waiting rooms in Google Meet:
Open Google Meet in your web browser and sign in to your Google account.
Once signed in, click on the gear icon located in the top-right corner of the screen to access the settings menu.
Navigate to the "New Meeting" tab.
While scheduling a meeting in Google Calendar, look for the "settings" and then the "Host Controls" settings.
Click on the “Trusted” option to make adjustments or enable features related to trusted participants or host permissions.
Once you have customized the Waiting Room settings, click on the "Save" button at the bottom of the settings menu. This will ensure that your preferences are applied to all future meetings.
By enabling the Waiting Room feature, participants (in this case, Demodesk Notetaker as well) will be placed in a virtual queue and can only join the meeting after being admitted by the host.
Microsoft Teams
In Microsoft Teams, the behavior of the Notetaker joining the lobby or directly joining meetings is typically controlled by the IT admin at the company level or, depending on the permissions set by your admin, can be changed individually as well. By default, the company lobby is activated for the Notetaker. However, you can confirm this setting with your IT admin or refer to the instructions below.
You can change lobby settings before, during, or after a meeting (in the case of a meeting series). The changes will only apply to the meeting you change them in unless the meeting is part of a series. Then, changes will be applied to all future meetings in that series. To change default lobby settings, contact your IT admin or check the settings below:
As an Individual:
Before your meeting starts, go to your Teams Calendar and select it.
If the meeting is part of a series, select View series to make changes to the entire series.
In Details, select the Options and click on the Settings button. Find and select More options.
In the 'Who can bypass the lobby?' dropdown menu, choose who can bypass the lobby. Choose based on your preference. You can look at the options and their implications in detail here. For the Notetaker to join your lobby first and not the meeting directly, you can select all the options other than everyone.
Select Save to save your preference.
As an Admin:
In Microsoft Teams, as an admin, you have control over various settings including meeting policies that can dictate the default meeting options for your organization. Here's how you can set meeting policies:
In the Teams admin center, expand Meetings and then select Meeting policies.
Select the policy that you want to update.
In the Meeting join & lobby sections, update the settings that you want to change:
Who can bypass the lobby (Who can bypass the lobby)
Select Save
Note: Changes can take up to twenty-four hours to take effect.
Zoom
In Zoom meetings, the waiting room settings are controlled by the meeting host or the company admin and can be configured to ensure that the Notetaker joins the lobby first instead of joining the meeting directly. The meeting lobby setting can be updated from your Zoom account settings or directly in the meeting as well.
To configure waiting room settings:
Log in to your Zoom Account on your browser and navigate to settings.
Navigate to Settings and select Security from the left-hand side. Scroll down to the Waiting Room setting.
You can toggle the Waiting Room on for all meetings conducted on this Zoom Account
Please note that the waiting room can be enabled in meetings directly by the host during the meeting as well
In conclusion, configuring the Demodesk NoteTaker to join the lobby instead of meetings directly adds an extra layer of control and security to your virtual meetings. While the process may vary across platforms, the steps provided ensure a seamless setup for Google Meet, Microsoft Teams, and Zoom. By implementing waiting room features, you can effectively manage participant access and enhance the overall meeting experience. If you have any further questions or need assistance, feel free to reach out to our support team. We're here to help!