How to keep note-taker bots out of meetings you host
Bots from other companies join as guests. Lobby settings decide whether they walk straight in or wait for you to admit them.
On this page
Key takeaways
- External note-taker bots usually join from a guest’s calendar.
- Teams lobby settings decide who can bypass the lobby; stricter settings make bots wait.
- Admit or decline bots explicitly when they appear.
- State your preference in the invite.
Why bots show up uninvited
Many note-takers join meetings from a participant’s calendar. When a guest from another company has one turned on, the bot arrives with them — as an extra participant you did not invite.
Use the lobby
In Microsoft Teams, lobby settings control who can bypass the lobby and who has to wait to be admitted. When external and anonymous participants wait in the lobby, the host sees the bot and decides whether to let it in.
| Setting | Effect on bots |
|---|---|
| Only people in your organization bypass the lobby | External bots wait to be admitted |
| People who were invited bypass the lobby | Bots attached to invited guests may still wait, depending on how they join |
| Everyone bypasses the lobby | Bots walk straight in |
Say what you allow
Put a line in the invite if you prefer guests not to bring note-takers, and say why. It is easier than removing a bot mid-meeting.
Frequently asked questions
Is it rude to remove a guest’s bot?
Not if you say why. A short explanation at the start of the call is usually enough.
Can I block all external bots organization-wide?
Lobby policies apply across your organization’s meetings. Ask your Teams admin which policy your account uses.
