When does the Bot join a meeting?

The Bot can join meetings automatically or be scheduled manually:

1. Automatic Bot Join (Calendar Connected)

If your calendar is connected to Kickscale:

The Bot will automatically join any calendar event with a meeting link (e.g. Zoom, Google Meet).
It joins the meeting 2 minutes before the scheduled start time.

2. Manual Bot Scheduling

If you want to manually add the Bot to a meeting:

Open the Kickscale sidebar.
Click the "Schedule Bot" button.
Select the meeting you want the Bot to join.

When does the Bot start recording?

The Bot starts recording only when at least one other participant is in the meeting.

Here’s how it works:

As soon as the Bot joins and detects another participant, it starts recording.
If your meeting has a waiting room, the Bot will:
- Enter the waiting room.
- Wait to be admitted.
- Start recording once it is admitted into the meeting.
- If not admitted within 8 minutes, the Bot will leave automatically.

When does the Bot leave a meeting?

The Bot will leave the meeting in the following cases:

All participants leave the meeting → The Bot leaves automatically.
Not admitted from the waiting room within 8 minutes → The Bot leaves.
Manual meeting end → The Bot stops and leaves.
Removed by a user with the "Remove note taker" button → The Bot leaves the meeting.

Can I remove the Bot from a meeting?

Yes. If the Bot should not be part of a meeting that is currently running, you can remove it yourself at any time. You do not need to contact support.

To remove the Bot:

Open your ongoing meeting in Kickscale.
Click "Remove note taker".
Confirm the removal in the dialog that appears.

Good to know:

The "Remove note taker" button is available on the ongoing meeting card, in the "Where is my meeting" dialog, and on mobile in the meeting's actions menu.
The removal only applies to the meeting you selected.
Once the Bot has been removed, the button is replaced by the message "Notetaker was removed from the meeting".
If the Bot has already left the meeting, you will see an info message and the Bot is treated as removed.

When does analysis start?

Once the meeting ends and the Bot leaves:

The Meeting Analysis will automatically begin.
This process usually takes a few minutes.
You’ll be notified when the analysis is complete and ready to review.

Tips and Best Practices

Ensure your calendar is connected to allow automatic Bot participation.
Always double-check your meeting links in calendar events.
Use the manual scheduling option if you want to control when the Bot joins.
Use "Remove note taker" if the Bot should not stay in a running meeting, for example during a confidential part of a call.
Inform participants that a Bot may join, especially if you're using waiting rooms.

Troubleshooting

Issue	Possible Cause	Solution
Bot didn’t join the meeting	Missing meeting link or calendar not connected	Check calendar connection and verify the event has a valid meeting link
Bot didn't join the meeting	Bot was not admitted into the Meeting and left while waiting in the waiting room	Manually add the Bot back via the "Schedule Bot" button from the Kickscale sidebar
The Bot left because I left the Meeting and rejoined. And the Bot is no longer in the Meeting.	The Bot left because it was the only participant in the Meeting.	Manually add the Bot back via the "Schedule Bot" button from the Kickscale sidebar
I don't want the Bot in a meeting that is already running.	The Bot joined automatically through your connected calendar.	Click "Remove note taker" on the ongoing meeting and confirm. See "Can I remove the Bot from a meeting?" above.
I can't see the "Remove note taker" button.	The Bot is not in an ongoing meeting, or it has already left or been removed.	The button is only shown while the Bot is part of a running meeting. If you see "Notetaker was removed from the meeting", the Bot is already gone.
No analysis available	Meeting hasn't ended properly	Ensure the Bot was able to leave the meeting after participants left
I want to change when the time a bot waits in the waiting room for.	A Bot waits for 8 minutes in the Waiting room.	This can not be changed.
I want to change the time a bot joins a Meeting before the Meeting starts.	The Bot joins 2 minutes before the Meeting begins.	This can not be changed.

Bot Behavior