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:
Go to the AIRA Notetaker > Meetings tab in Recruiterflow
Paste the video meeting link (Zoom, Meet, or Teams) in the box seen in the image
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
Google Meet bot was denied at admission
Google Meet now flags bots waiting to join with a "With potential risks" label. If AIRA Notetaker was denied at the waiting room (either by clicking "Deny" or "Deny all"), it will not join the meeting and the call will not be captured.
Solution: For future Google Meet calls, when AIRA appears in the waiting room under "With potential risks," click the three-dot (⋮) menu next to AIRA Notetaker and select "Admit." Do not click "Deny all," as this will block the bot entirely.
If a past meeting was missed because of this, AIRA cannot retroactively join or capture it. You can manually add notes or a summary to the meeting card in AIRA Notetaker > Meetings.
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.