Your AI note-taking tool isn't joining the meeting: what to do?

If your meeting is in progress and the bot still isn't there, do this right away:

1. Check the waiting room: it may simply be waiting to be admitted.
2. If it isn't there, re-invite it manually with the exact meeting link.
3. Check that the meeting appears in your connected calendar.
4. If nothing works, check whether the problem comes from Zoom, Teams or Google Meet.

In Leexi, you can also open the log under the meeting from the home page. It shows whether the bot tried to join and why it left.

The bot is in the waiting room

This is the simplest case.

The bot cannot enter every meeting on its own. The organizer sometimes has to admit it like any other participant.

At Leexi, if it isn't admitted, it waits about 8 minutes after the scheduled time, then leaves.

Did you miss it? Copy the meeting link and re-invite it manually. It usually comes back in under a minute.

If you aren't the organizer, simply ask the person organizing the meeting to admit it.

The bot never arrived

Start by looking at your calendar.

The bot automatically joins the meetings that appear in the calendar connected to the tool, provided they contain a video conferencing link.

If it used to work and you now have to invite the bot by hand, your calendar may have disconnected.

In Leexi, check:

"Paramètres > Paramètres de l'entreprise > Intégrations"

Also check that:

• the right calendar is connected;
• the right email address is used;
• the meeting is in the primary calendar;
• the event contains the right video link.

The meeting was created at the last minute

The bot may simply not have had time to detect it.

At Leexi, it is best to add the meeting to the calendar at least 30 minutes before.

Another common case: the link in the calendar is not the one the participants are using.

The bot then joins an empty meeting while everyone is elsewhere.

In that case, take the link of the ongoing meeting and use the manual invitation.

You are on Zoom

Since March 2, 2026, Zoom has imposed additional rules on apps that join certain meetings.

Check three things:

• you are present in the meeting yourself;
• you are using a Zoom account in your name;
• the Zoom email address is the same as the one used in your note-taking tool.

If you leave the meeting, the bot leaves it too.

The organizer must also allow recording.

In Leexi, a Zoom meeting with mandatory registration cannot receive the bot.

You are on Microsoft Teams

Two problems come up often:

• the email address of your Teams account is not the same as the one used in your tool;
• you are using a personal or family Teams account instead of a work account.

A meeting started directly from a Teams channel may also not be detected automatically.

If you are already in the meeting, the fastest option is still to get the link from Teams and re-invite the bot manually.

You are on Google Meet

Google may display the bot as a "potential risk" when it asks to join the meeting.

This does not necessarily mean it is blocked.

The organizer must open the three-dot menu next to the bot's name, then choose to admit it.

This alert comes from Google, not from the note-taking tool.

The bot joined, then left

If it was there at the start, the problem is different.

At Leexi, it can leave the meeting in several situations:

• there were 7 consecutive minutes of silence;
• a second bot was launched on the same meeting;
• there is no one left in the meeting;
• on Zoom, you yourself left the meeting.

After a long break, simply re-invite the bot.

Even the manual invitation doesn't work

First check that you are using the right link.

On Teams, you can get it from:

People > Share invite > Copy meeting link

Then check that your video conferencing platform is supported by the tool.

If several people on your team have the same problem at the same time, it may also be an outage.

In that case, there is no need to change all your settings: plan another way to record the meeting and contact support.

Is your meeting important? Run these 3 checks beforehand

To avoid discovering the problem just as the call starts:

• add the meeting to your connected calendar at least 30 minutes before;
• check that it appears in the tool's upcoming meetings;
• keep the video link at hand so you can re-invite the bot immediately.

What Leexi offers so the bot joins every meeting

If you use Leexi regularly, you can avoid many of these problems by setting up, once, the calendar and the meetings the bot should join.

Connect your calendar once

The connection is made in "Paramètres > Mes intégrations".

You authorize access to your Google or Outlook calendar, then Leexi automatically detects the meetings that contain a Teams, Google Meet or Zoom link.

For Zoom, the integration is connected from the same menu.

If your company uses an internal Exchange server, a dedicated integration also exists.

You can then check the status of your connections in:

"Paramètres > Paramètres de l'entreprise > Intégrations"

Choose the meetings the bot should join

You do not have to send the bot everywhere.

In the meeting settings, accessible from the gear icon, you can choose whether it should join:

• external meetings;
• internal meetings;
• meetings you are invited to;
• meetings you organize.

Watch out for the combination of settings.

If you disable both internal and external meetings, the bot will no longer join any meeting. The same applies if the "invité" and "organisateur" options are both disabled.

Many teams simply choose not to send the bot to their internal meetings.

A super administrator can also allow each user to manage these settings themselves.

Check before the meeting whether the bot is scheduled

No need to wait for the call to start to find out it is missing.

The Leexi home page displays your upcoming meetings. For each one, you can see whether the bot is scheduled.

If an important meeting does not appear, check the event in your calendar immediately: the video link may be missing.

You can also plan to invite it manually.

Invite the bot when the meeting has already started

If you are already in the meeting, use the "Inviter manuellement l'assistant" field on the Leexi home page.

Paste the meeting link.

The bot can then join the meeting in 10 to 15 seconds.

This is usually the fastest solution when you realize at the last minute that it is not there.

See why it did not come

If the problem recurs, look at the bot log under the meeting concerned.

It shows whether it was actually launched, at what time it tried to join the meeting and why it left.

For example, you may see that it:

• was not admitted;
• found no one in the meeting;
• was waiting for you to be present on Zoom.

If that is not enough to understand the problem, you can temporarily give support access from:

"Paramètres > Paramètres de l'entreprise > Règles d'accès"

If no bot can join the meeting

Some meetings simply do not allow the bot in.

This is the case for an in-person meeting or when an external organizer refuses to admit it.

In that case, you can use the Leexi mobile app to record the meeting directly from your phone.

If you already have an audio or video file recorded elsewhere, you can also import it into Leexi to then generate the transcript and the meeting minutes.

Frequently asked questions

Can you recover a meeting the bot did not record?

No, not if the bot never got in.

No recording was created on the tool's side, so there is nothing to recover.

However, if someone recorded the meeting directly with Teams, Zoom or Google Meet, you can get the file and import it into the tool.

The transcript and the meeting minutes can then be generated from that recording.

Can an external participant prevent the bot from entering?

Yes.

The organizer decides who can join their meeting and can refuse the bot like any other participant.

If you are attending a meeting organized by a client or a partner, simply let them know before it starts that you are using an AI note-taking tool.

Do you need to pay for Zoom or Teams to use the bot?

On Teams, you must use a work account. Personal or family accounts block AI assistants.

On Zoom, the important point is mainly to have a Zoom account in your name with the same email address as in your tool.

Since March 2, 2026, your presence in the meeting is also required for the bot to be able to record.

What if even the manual invitation doesn't work?

Start by checking the link.

On Teams, you can get it from the meeting:

People > Share invite > Copy meeting link

Then check that the platform is supported.

If the link is correct but several colleagues have the same problem at the same time, it may be an outage.

Then send support the date, the time of the meeting and a screenshot of the error.

How do you avoid the problem for an important meeting?

Add the meeting to your connected calendar at least 30 minutes before, with the right video conferencing link.

Before it starts, check that it appears among your upcoming meetings in the tool and that the bot is scheduled.

When the meeting comes, simply keep an eye on the waiting room.

And keep the link at hand: if the bot does not show up, you can re-invite it immediately.

Try Leexi for free