AI meeting assistant tools like Read.ai and Otter.ai can enhance virtual meetings by providing transcripts, summaries, and identifying key takeaways. However, they can also automatically join meetings or access personal files—sometimes without participants' consent.
This guide shows you how to manage or disable features such as auto-join, email syncing, and meeting recording behaviors for better control and privacy.
🔧 Managing Read.ai Settings
🔕 Disable Auto-Join Meetings
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Go to your Read.ai account settings
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Navigate to “Meeting Assistant”
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Toggle off “Auto-Join Meetings”
If you disable Auto-Join, you can still manually add or remove Read.ai from meetings via your calendar.
🛑 NOTE: Zoom meeting hosts can prevent Read.ai from joining their Zoom meetings by requiring users to authenticate to join.
🔐 Prevent Access to Emails
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Go to Read.ai account settings
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Navigate to “Integrations” > Scroll to “Productivity”
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Next to Gmail sync to Read or Outlook sync to Read, click Manage
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Click Disconnect to stop email access for Readout summaries
📂 Prevent Access to Google Docs or OneNote
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Go to Read.ai account settings
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Navigate to “Integrations” > Scroll to “Notetaking”
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For Google Docs or Microsoft OneNote, click Manage
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Click Disconnect to revoke access
🗑️ Delete Meeting Report During or After Call
According to Read support:
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During the call: Type "opt out" in the chat. Read will leave and delete all collected data.
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After the call: Go to the meeting report, click the “...” menu, then select Delete Report
🧾 Disable Auto-Transcription & Summaries
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In Read.ai account settings > Navigate to “Meeting Insights”
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To turn off Live Transcription: Toggle off “Transcription”
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To turn off Automatic Meeting Notes: Toggle off “Automatic Meeting Notes”
🔗 For more, visit: Read.ai Help Center
🔧 Managing Otter.ai Settings
🔕 Disable Auto-Join for Meetings
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Go to Otter.ai account settings
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Navigate to the “Meetings” section
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Under OtterPilot, toggle off “Auto-Join All Meetings”
🛑 Zoom Tip: Zoom meeting hosts should be able to prevent Otter.ai from joining their Zoom meetings by requiring users to authenticate to join.
📢 Inform Host Otter.ai Will Record (Enterprise Only)
🧾 Disable Live Transcripts & Summaries
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Go to Otter.ai account settings
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Navigate to “Meetings”
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Toggle off “Send live transcript and summary”
If this is enabled, Otter will notify attendees in chat with a transcript URL and reminders.
🖥️ Disable Auto-Capture of Meeting Screens
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Go to Otter.ai account settings
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Under “Meetings”, toggle off “Auto-Capture Meeting Screens”
When this is enabled, Otter sends a post-meeting summary with key takeaways.
🔗 For more, visit: Otter.ai Meeting Settings