Marloo's meeting bot joins your client calls on Microsoft Teams, Zoom, and Google Meet to record and transcribe them for you. Sometimes the bot can't get into the meeting, or leaves early, or an upload is rejected. This guide walks you through the most common issues and exactly how to fix them.

Marloo's meeting bot supports enterprise Microsoft Teams only - meeting links that start with teams.microsoft.com. It does not support Microsoft Teams Free or personal Teams (links starting with teams.live.com). If a client is on personal Teams, ask them to share a Zoom or Google Meet link instead.

This is the most common Teams issue. When the bot joins your meeting, Teams treats it like any other external guest and it lands in the waiting room (lobby) and waits for someone to let it in. Look for the notification in Teams that says someone is waiting in the lobby and click Admit; the bot will begin recording once it's in the meeting.

If you are NOT the meeting host (for example, you're attending a client's meeting), you may not be able to admit the bot yourself. Only the host or co-organiser can. Let the host know ahead of time that your notetaker will try to join, and ask them to admit it from the lobby. If the bot isn't admitted within 5 minutes, it will leave the lobby automatically. You can click Send Marloo Now to send it again.

Want the bot to skip the lobby entirely? Ask the meeting host to change their lobby setting before the meeting starts:

This lets the bot (and all other participants) join the meeting directly without waiting.

If the bot doesn't even appear in the lobby, your organisation's IT settings are probably blocking external participants from joining meetings. This is different from the lobby issue above. The bot is being blocked before it can even reach the waiting room.

What you need to do:

Some meetings are configured to allow only signed-in users, or have a restricted access policy that prevents anonymous participants from joining. When this happens, the bot is blocked at the point of entry and you'll see an error in Marloo such as "Authentication failed" or "Access denied".

This is different from an IT block. To fix it, the meeting host needs to update the meeting's access settings to allow external or anonymous participants before the meeting starts. See the IT admin instructions for guidance on the relevant settings.

You might see the bot appear in your Teams meeting as something like "Marloo Notetaker (Unverified)". This is normal. Since February 2024, Microsoft Teams adds this label to any participant who isn't part of your organisation or a trusted organisation. It does not mean anything is wrong. The bot will still record and transcribe as expected.

If you'd prefer the label to say "External" instead of "Unverified", your IT admin can add Marloo's domain (marloo.com and gomarloo.com) as a trusted organisation in your Teams admin settings.

If Marloo's meeting bot cannot join Teams meetings in your organisation, please check the following three settings. All three must be enabled.

Setting 1: Allow anonymous users (organisation level):

Setting 2: Allow anonymous users (policy level):

Setting 3: Let anonymous people join (this is the most commonly missed one):

Also check:

After making changes:

Marloo only auto-joins meetings that appear on your connected calendar. If a meeting wasn't created through your calendar (for example, a client sent you a video call link directly, or you're joining a meeting on someone else's calendar) the bot won't auto-join. To send the bot manually to an ad-hoc or external meeting, paste the meeting link into the meeting details and click Send Marloo Now - see Get Marloo into your meeting.

The meeting is on your calendar but the bot still didn't join. Check what link is showing on the meeting in Marloo. Bookings made through a scheduling tool such as Calendly often put the scheduler's own booking URL on the calendar event instead of the real Zoom or Microsoft Teams link, so there's nothing for the bot to join. Copy the actual Zoom or Teams link out of the invite, paste it into the meeting details in Marloo, and click Send Marloo Now. To stop it happening again, update your scheduling tool so the invites it sends carry the direct video call link rather than a booking page link.

If your meeting starts before its scheduled time: auto-join fires at the meeting's scheduled start time, so the bot won't be there yet if you begin early. You don't have to wait for it. Open the meeting in Marloo and click Send Marloo Now, and the bot joins straight away.

The most common Zoom issue is password-protected meetings. The bot needs the password to be included in the meeting link itself. It can't type in a password manually.

How to check if your link has the password embedded:

How to fix this for all future meetings:

The steps above only cover meetings you create yourself. When a client, a product provider, or anyone else sends you a Zoom invite, the passcode setting sits with them, not with you. If their link has no ?pwd= in it, there is nothing you can change in your own Zoom or Marloo settings that will let the bot in.

You have two options:

If you have a waiting room turned on for your Zoom meetings, the bot will land in the waiting room, just like a client would. You'll need to admit it before it can start recording. If no one admits the bot within 5 minutes, it will leave. Click Send Marloo Now to try again.

The bot can't join a Zoom meeting before the host has started it. If you've sent the bot but the host is running late, the bot will wait 5 minutes and then leave if the host still hasn't started the meeting. Once the host has started it, click Send Marloo Now to send the bot again.

There are a few reasons the bot might leave a meeting before it ends. Here's how to tell what happened and what to do about it.

This is one of the main causes of "Marloo wasn't admitted from the waiting room" reports. If the bot sat in the lobby and no one admitted it within 5 minutes, it leaves automatically. This is a short window, so let the host know in advance that the bot will be joining and they can admit it promptly. If it's admitted just as the timeout hits, it may appear for a few seconds and then leave straight away.

What to do: Click Send Marloo Now on the meeting in the Marloo app to send the bot again, and make sure someone admits it this time.

Marloo leaves a meeting after 15 minutes of continuous silence, for example if everyone goes on a long break or the meeting pauses for an extended period. This is by design so the bot doesn't sit in empty rooms. It's not a bug, and the recording up to the moment the bot left is preserved. You'll find the meeting in Marloo as normal. No data is lost.

If you're actively talking with a client, Marloo should not leave. The silence timeout only counts genuine silence, not conversation.

What to do when it happens: Click Send Marloo Now to re-invite the bot once the conversation resumes.

How to avoid it next time:

If the bot joins but no other participant ever shows up, the bot will leave on its own after about 5 minutes. This usually happens when a meeting has been cancelled but the calendar event wasn't deleted.

What to do: Check your calendar. If the meeting is still going ahead, click Send Marloo Now once participants have joined.

Alternatively, Marloo could have been kicked out from the meeting by a host. You'll know this happened when you go to the meeting on Marloo and it says the bot was kicked from the meeting.

Marloo is designed to leave a meeting automatically once everyone else has left the call (which ending the meeting normally triggers). However, if there is another automated bot (like another AI notetaker) remaining in the call, Marloo will count it as an active participant and will not realise everyone has gone.

In this scenario, Marloo will stay in the room until it hits the 15-minute silence timeout. To prevent this, ensure you fully "End meeting" for all participants, or stop the bot from the meeting in Marloo if another bot remains in the room.

The audio file is too long means the recording is longer than Marloo can transcribe. It usually happens when a recording was left running for hours after the meeting finished. Earlier recordings from the same device transcribing normally is expected and does not point to a wider problem.

There is no trim function inside Marloo, so there are two ways to get the recording in: