ALL USERS: AI Meeting Assistants

AI meeting assistant tools such as read.ai and otter.ai, are designed to join virtual meetings to assist with scheduling meetings & notifying attendees, generating meeting summaries & transcripts, and identifying action steps & key takeaways. This article will show you how to adjust app settings to restrict some AI app features, such as auto-joining meetings without participants' consent. 

Read.ai

Disable Auto-Join/Attend: 

  1. Go to Read.ai account settings 

  1. Go to “Meeting Assistant” 

  1. Toggle off “Auto-join Meetings” 

  1. If you choose to disable Auto-join you can Add or remove Read from your meetings on your calendar page.  

NOTE: Zoom meeting hosts can prevent Read.ai from joining their Zoom meetings by requiring users to authenticate to join.  

Prevent Access to Emails: 

  1. Go to your read.ai account settings 

  1. Go to “Integrations” and scroll to “Productivity.” Next to “Gmail sync to read” or “Outlook sync to read,” it should say “connect” or “manage”  

  1. If read.ai is already connected to your email, select “manage” and then select “disconnect” to stop read.ai from accessing your emails for providing “Readouts”   

Prevent Access to M365 or Google Files: 

  1. Go to your read.ai account settings  

  1. Go to “Integrations” and scroll to “Notetaking” Next to “Google Docs” or “Microsoft OneNote,” it should say “connect” or “manage” 

  1. If read.ai is already connected to one of those, select “manage” and then “disconnect” to stop access to those files 

Delete Meeting Report During a Call: 

According to Read support: 

  1. During the call (delete): Type “opt out” into the chat, and Read will leave the meeting and delete any data measured to that point. 

  1. After the call: Go to the meeting report you want to delete and on the top right, you’ll see a “...” where you’ll see an option to delete the report. 

Disable Auto Transcribe or Live Caption Meetings: 

  1. In your Read.ai account settings, navigate to "Meeting Insights”  

  1. Toggle off “Transcription”  

Disable Auto Generate Meeting Summaries: 

  1. In your Read.ai account settings, navigate to “Meeting Insights” 

  1. Toggle off “Automatic Meeting Notes” 

 

For other Read.ai settings, visit https://support.read.ai/hc/en-us/sections/4407445489427-Common-Issues  

Otter.ai

Disable auto-join/attend: 

  1. Go to account settings  

  1. Go to “Meetings” 

  1. Under the OtterPilor section, toggle off Auto-join All meetings. 

NOTE: Zoom meeting hosts should be able to prevent Otter.ai from joining their Zoom meetings by requiring users to authenticate to join.  

Inform Host that Otter.ai will Record

  1. This feature is only available to users with an Enterprise accounts. Instructions are located here. 

Disable live transcript and summary: 

  1. Go to account settings  

  1. Go to “Meetings” 

  1. Toggle OFF “Send live transcript and summary” 

  • Toggling it ON will prompt Otter at the beginning of the meeting to send a chat message that includes a URL to the live transcript, and reminders to add agenda items or notes. 

Disable auto-capture meeting screens: 

  1. Go to account settings  

  1. Go to “Meetings” 

  1. Toggle OFF “Auto-capture meeting screens” 

  • Toggling it ON will prompt Otter at the end of the meeting to send a chat message that includes a summary of the takeaways and action items of the meeting. 

 

For other Otter.ai settings, visit https://help.otter.ai/hc/en-us/categories/13674443883031-Meeting-settings-recordings  

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