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Quickstart

To get started using Spott Note Taker:
  • Connect your Microsoft Outlook calendar via the Spott platform from our Accounts settings page.
  • Once succesfully connected, Spott will sync your calendar meetings from Outlook on a rolling basis to identify which are your upcoming online meetings.
  • To enable the Spott Note Taker, navigate to our Calls settings page and switch the Online Meetings toggle on.
Meetings Pn After accepting the Terms & Conditions, you have succesfully enabled the note taker.
Spott only joins meetings that include a valid video conferencing link.

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How It Works

Once enabled, the Spott Note Taker will:
  • Schedule our bot to join into the lobby of all your future online meetings available in your synchronized Outlook calendar
  • Join meetings when admitted by the organizer
  • When accepted, capture audio (Zoom, Teams, or Meet) to:
    • Transcribe what was said—regardless of language.
    • Generate concise, structured meeting minutes which will be made available in the Spott platform
The Note Taker can be denied or removed from any meeting at any time. You are always in control.

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Data & Privacy

By connecting your Microsoft calendar, you acknowledge that:
  • Spott will access your meeting metadata to schedule the Note Taker.
  • The Note Taker only has access to audio when accepted into the meeting.
  • Meeting audio is never stored—only the transcript and minutes are retained for your organization once transcription from speech to text has passed succesfully.
  • You may disconnect Spott at any time to stop future meeting joins.

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Disabling the Note Taker

To remove the Spott Note Taker from your account:
  • Navigate back to the Calls settings page and click on the Online Meetings toggle to turn it off.
Meetings Pn Disabling the note taker will immediately unschedule the note taker from joining any (already) scheduled meetings and will stop scheduling the note taker for new meetings in your calendar. Existing transcripts & meeting summaries generated from the Note Taker will be retained in the Spott platform to be access by your company team members.
After removal, the Note Taker will no longer join any meetings and will be unscheduled from future invites. Your data will be processed according to our Privacy Policy.

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Troubleshooting

Meeting not showing up?
Make sure your calendar event has a valid Zoom, Teams, or Google Meet link and was created in the connected Outlook account. Note Taker didn’t join?
Check that the toggle is enabled in the Spott interface and the meeting organizer did not reject it from the lobby.

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Contact Support

Need help?
  • Email: support@spott.io
  • Support hours: Monday–Friday, 9am–6pm PST
  • First response time: Within 24 hours
We’re here to help! Reach out any time and we’ll respond as soon as we can.