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. This guide walks you through the most common issues and exactly how to fix them.

On Microsoft Teams, Zoom, and Google Meet, Marloo's bot joins as an external guest and needs to be admitted from the lobby, waiting room, or knocking prompt. If no one admits it within 5 minutes, it leaves automatically. You can re-invite it any time by clicking Send Marloo Now, the button in the top right of the meeting in the Marloo app.

For full Teams setup, including skipping the lobby and IT admin settings, see The bot is stuck in the Teams lobby below.

Google Meet treats the bot as an external guest, so it has to "knock" and be admitted by someone already in the meeting.

If nobody admits the bot, it can't record the meeting - but you don't have to lose the detail. If you have your own recording of the meeting, or took notes during it, open the meeting's Transcript tab and choose add a transcript. Marloo will generate a summary from the content you add.

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.

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 not approved or Marloo couldn't join."

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.

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.

To send the bot manually to an ad-hoc or external meeting:

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.

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 60 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.

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 a while. 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.

Marloo was kicked out

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 "Marloo was kicked out from this meeting".

If two Marloo bots appear in the same meeting, see the standalone FAQ: Why did two Marloo bots join my meeting?

Short version: if both bots belong to your own firm (two users with auto-join on), the fix is a per-meeting toggle. If they belong to two different Marloo companies, do not remove either bot. Contact Marloo support.

My IT admin hasn't approved the app and Marloo can't join meetings.

Marloo can't resolve this for you. Your IT admin needs to approve the Marloo OAuth app in your Microsoft 365 tenant. See How to connect your calendar and resolve admin issues for what to send them, and the IT admin instructions above for Teams-specific settings.

I've asked my IT admin to update the settings but it's still not working.

Settings changes in Teams can take up to 30 minutes to take effect. If it's been more than 30 minutes, ask your IT admin to try toggling each setting off and then back on. If it's still not working after 24 hours, contact Marloo support and we'll help troubleshoot.

The host didn't see the bot in the lobby.

Teams lobby notifications can be easy to miss, especially if the host is presenting or sharing their screen. The bot only waits 5 minutes before leaving, so timing matters. Ask the host to check the People panel on the right side of the Teams window. The bot will appear under a "Waiting in lobby" section. If the bot has already timed out and left, use Send Marloo Now to send it again.

Can I stop the bot from joining a specific meeting?
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Yes. You have a few options:

Why didn't Marloo auto-join a meeting with several participants?

Auto-join only applies to meetings with 5 or fewer participants. For meetings with 6 or more participants, Marloo does not join automatically - click Send Marloo Now in the meeting to bring the bot in.

Why does the bot show "Unverified" next to its name in Teams?

This is a Microsoft Teams label applied to all external participants who aren't from a trusted organisation. It doesn't affect how the bot works. If you'd like it to say "External" instead, your IT admin can add marloo.com and gomarloo.com as a trusted organisation. See the IT admin instructions above.

Can I hide the bot's tile during a Teams meeting?

No. The bot joins as an external guest, so Teams treats it as an attendee and gives it a participant tile like anyone else. There's no setting in Marloo or in Teams that hides it. Switching Teams to speaker view shrinks the bot to a small tile so it's less prominent on screen.

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 60-minute silence timeout. To prevent this, ensure you fully "End meeting" for all participants or manually click "Leave meeting" in Marloo's dashboard if another bot remains in the room.