Should You Admit Someone's Note-Taker Bot in the Meeting if They’re Absent?

Things happen, and people can’t always make it to work meetings. What if they still want to know what is being discussed in their absence? Typically, in this case, they’d have to rely on other people’s verbal stories or written scribbles later.

Well, not anymore. Currently, there’s an abundance of AI notetaker tools out there. Some of them don’t only record your meetings and generate AI notes, but are also able to join meetings for you. Of course, the people who are actually attending will have to admit the notetaker bot in the virtual room for it to work. So, ultimately, the participants decide if the absent member will have perfect notes or not.

Are you obliged to always admit someone else’s notetaker in? No, of course not. But is it rude not to?

Find a solution to this problem by answering the questions below.

(1) Do You Know Who Sent the Bot?

The first thing you should check is the identity of the bot's sender.

Most note-taker bots will display the name of the person who scheduled or sent them to the meeting, either in the participant list or through a chat message. Take a moment to verify who the bot represents—this is important to ensure that the bot isn't an unexpected presence.

If the sender is unclear:

Ask if anyone else knows: Before jumping to conclusions, check with the participants if they recognize the bot or who might have scheduled it.
If no one knows: It's probably best not to admit the bot. Uncertainty around the sender increases the risk of admitting an unexpected or irrelevant presence.
Note: In cases where multiple participants use the same provider, several notetakers may merge under one bot, which could explain why no specific name is visible. In such scenarios, it’s less likely the bot was sent with malicious intent, especially if it’s from a trusted service provider.

If you recognize who sent the bot:

If you trust the sender and the meeting’s content is relevant to them: It's usually safe to admit the bot. If you have a positive working relationship with this person, admitting the bot is a reasonable decision.
If you're unsure about their intentions: Even if you know the sender, past interactions might influence how you proceed. If there's any uncertainty about their intentions or trustworthiness, you may want to further consider other factors before making your final decision.

(2) Has the Bot's Presence Been Communicated to You in Advance?

A key part of meeting etiquette involves communication. If someone intends to send a bot to take notes on their behalf, they should ideally inform the meeting host ahead of time.

If You Were Informed:

If the person sending the bot has communicated with you in advance, it's much easier to decide whether the bot is appropriate for your meeting. You can then ensure the bot only captures non-sensitive information or attends purely for documentation purposes. You'll have time to set any ground rules before the meeting begins.

If You Weren't Informed:

If no prior notice was given, it's important to consider whether you're comfortable with the bot attending. In some cases, a bot may be intrusive, especially if sensitive topics are discussed. You may choose to politely ask the person why they didn't inform you beforehand and determine if the bot's presence is truly necessary for the meeting.

(3) Does the Meeting Involve Sensitive Information?

One of the biggest concerns with allowing bots in meetings is privacy. Bots record everything, which means that sensitive information discussed could be stored without everyone's explicit consent.

Considerations:

If your meeting involves confidential or sensitive discussions, a bot may not be appropriate. There's always the potential for privacy or data security concerns, and participants may feel uncomfortable knowing that a bot is recording the meeting.
Managing the bot mid-meeting can be a hassle. If sensitive topics arise unexpectedly, you may have to pause the discussion, remove the bot, and then re-invite it once the sensitive issue has passed. This disruption could hinder the flow of the meeting, and in some cases, the bot might not be able to rejoin, resulting in incomplete notes.

What to Do:

If sensitive topics are on the agenda, it's better to politely decline the bot and request human participation instead.

(4) Is the Meeting Primarily Informational or Collaborative?

Not all meetings require active engagement from every participant. Some meetings, especially those focused on updates or information sharing, may benefit from having a bot in place of a human. However, collaborative meetings that require brainstorming, problem-solving, or team interaction are not suited for bots, as human input is essential.

Considerations:

If the meeting is informational and you're fine with someone reviewing notes afterward, a bot might be a good solution.
For collaborative or high-engagement meetings, a bot won't contribute meaningfully to the discussion, and its presence may reduce the quality of interaction.

(5) How Do Participants Feel About the Bot's Presence?

Before deciding whether to allow the bot, consider how other participants feel about it. Not everyone may be comfortable with the idea of a bot recording their conversations, particularly in sensitive or high-stakes meetings. It's important to respect the feelings of all attendees and ensure that they're aware of the bot's presence.

What to Do:

If participants express discomfort, prioritize their concerns and ask the bot to leave.
If everyone is fine with the bot, proceed with the meeting, making sure that the bot's purpose is clear to everyone involved.

Setting Boundaries and Expectations

If you do decide to allow a note-taker bot in your meetings, it's important to set clear boundaries and expectations upfront. Let the bot's sender and other participants know when bots are acceptable, for what purposes, and when human attendance is required. By doing this, you can avoid any awkward situations and maintain control over your meetings.

Conclusion

Deciding whether to accept a note-taker bot in your meeting comes down to careful consideration of the circumstances. While bots offer convenience and the ability to document conversations without human presence, they may not always be the best solution—especially when sensitive topics, collaboration, or active engagement are involved.

By asking yourself the right questions and communicating clearly with all participants, you can ensure that your meetings remain productive and comfortable for everyone involved.