Skip to main content

What to do if AIRA Notetaker Didn’t Join or Capture a Meeting?

Troubleshooting AIRA Notetaker for not attending calls

Amogh Balikai avatar
Written by Amogh Balikai
Updated over 2 weeks ago

If your meeting wasn’t recorded or summarized by AIRA, don’t worry. This article walks you through common causes, how to manually add the bot, and what to check before contacting support.

Step 1: Check Common Causes

Before assuming something went wrong, review these likely reasons AIRA didn’t join:

🔹 Missing or invalid video/voice link

AIRA can only join meetings that include a valid Zoom, Meet, or Teams link if video calls OR RingCentral, Twilio or Aircall if voice calls.

✅ Solution: Make sure your calendar event contains a supported conferencing link in the location or description field.
Or if its, a voice call, ensure you have integrated the platform correctly and enabled the call logging and call recording options.

🔹 Calendar ownership mismatch

By default, AIRA is configured to join only meetings where you are the owner.

✅ Solution: Check if you were the event organizer. If not, adjust your settings under:
Settings AIRA Notetaker → Settings → General Settings → Recruiterflow Bot will join

🔹 Meeting type not allowed

Your auto-join rules might restrict AIRA to only candidate, contact, or external meetings.

✅ Solution: Verify your AIRA settings under:
Settings → AIRA Notetaker → Settings → Automation
Make sure your meeting met the conditions (e.g., external attendees, job association).

🔹 Platform not supported

Only the following platforms are supported:

  • Zoom

  • Google Meet

  • Microsoft Teams

  • Twilio, Aircall, RingCentral (phone calls)

✅ Solution: Double-check that the platform used matches one of the supported services.

Step 2: Add the Bot Manually (Live)

If you’re in a meeting and AIRA didn’t join, you can still invite it in real-time.

To manually add AIRA:

  1. Go to the AIRA Notetaker > Meetings tab in Recruiterflow

  2. Paste the video meeting link (Zoom, Meet, or Teams) in the box seen in the image

  3. Click Add – The bot will join within seconds

⚠️ This only works for live meetings. If the meeting has ended, AIRA cannot retroactively join.

Step 3: Check Your Calendar Invite

Verify the meeting invite contains all necessary details:

  • A valid conferencing link

  • AIRA Notetaker is enabled for that call (check in AIRA Notetaker > Meetings)

  • The time and timezone are correct

💡 Tip: For best results, sync your calendar with Recruiterflow and use auto-join settings.

Step 4: Platform-Specific Checks

Zoom / Meet / Teams:

  • Make sure the meeting wasn’t locked or restricted

  • AIRA may fail to join if the lobby is enabled or if guest access is blocked

  • If you're using a company domain, try allowing guest attendees by default

Phone Calls (Twilio, Aircall, RingCentral):

  • Check if your call recording settings are enabled

  • AIRA pulls from integrations. If the platform didn’t record the call, we can’t summarize it

Step 5: Gather Logs for Support

Still having issues? Reach out to support@recruiterflow.com with the following details:

Detail

Where to find it

Date & time of meeting

Calendar invite or meeting page

Meeting link (if available)

From the invite

Organizer's email

Check event owner

Platform used

Zoom, Meet, Teams, etc.

AIRA Settings screenshot

Settings → AI Notetaker

Attach these when contacting support to help us resolve your issue faster.

Did this answer your question?