Prevent AI note-taking bots from joining your Teams meetings

When you set up a Teams meeting, we recommend that you amend the meeting settings to prevent AI note-taking bots from joining your meetings, to protect the security of your meetings and any confidential information you may discuss or show on screen.  

If you have a Microsoft Copilot license, it is okay to use it to take notes of your meeting. This is because the information stays within the CVTC Microsoft tenancy, so security and confidentiality is built in.
 

What is a note-taking bot? 

A note-taking bot is a service that can record virtual meetings and provide summaries in the form of text transcripts and screenshots. When a user signs up to these services, any meeting invitations that they receive will be forwarded to a note-taking bot. The bot will then appear as a separate member in the meetings that they join.
 

How to prevent AI bots from joining a Teams meeting  

If you are the meeting organizer:

1. In your Teams or Outlook calendar, select the meeting.
    
2. Select "Meeting options". This option appears at the top of the meeting details window in Teams or in the footer of the meeting details in Outlook. This will open the meeting options window.
   
   
3. Under "Who can bypass the lobby?", you may want to change the setting to "People in my org". You will manually need to admit guests to the meeting, but this will help to prevent any unknown people or bots from joining.
    
4. Under "Meeting access", make sure that "Who can bypass the lobby?" is set to:
   • "People in my org" if you would like any CVTC member to join the meeting without being held in the lobby for admission
   • "Only organizers and co-organizers" if you would like to manually admit all attendees from the lobby.
      
5. Make sure "People dialing in can bypass the lobby" is switched off.
    
6. Check the "Who can present" settings under "Roles". If it is set to "Everyone", you will need to make sure that "Who can admit from the lobby" under "Meeting access" is set to "Organizers and co-organizers". If you do not do this, the person who uses the AI note-taking bot will be able to admit the bot from the lobby.
    
7. Select "Save" at the bottom of the screen.

If you are not the meeting organizer, contact them and ask them to follow the above steps. 

Getting help and support

If you need support, contact the Service Desk.