The Mavio meeting bot is the simplest way to record meetings. It joins your Zoom, Google Meet, or Microsoft Teams call as a participant and captures everything automatically.

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How it works

When a meeting starts, Mavio dispatches a cloud-based bot that joins the call using the meeting link. The bot:
  1. Joins the meeting as Mavio Notetaker (customizable name)
  2. Captures the mixed audio stream from the meeting platform
  3. Streams audio to Mavio’s processing pipeline in real time
  4. Leaves the meeting automatically when the call ends or when you stop it manually
The bot does not share video, screen, or microphone — it is audio-only and operates as a passive listener.

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Setting up auto-join

1

Connect your calendar

Go to Settings > Integrations > Google Calendar and authorize access. Your upcoming meetings will appear in the Mavio dashboard.
2

Enable auto-join

Navigate to Settings > Recording and toggle Auto-join meetings to on.
3

Configure filters (optional)

Choose which meetings the bot should join:
  • All meetings — every event with a meeting link
  • External only — meetings with participants outside your organization
  • Minimum attendees — skip 1:1s and only join group calls
  • Keyword match — only join meetings whose title contains specific words
You can override auto-join for individual meetings. In the dashboard, click any upcoming meeting and toggle the bot on or off for that specific event.

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Manual recording

If you do not use calendar sync, you can record any meeting on demand:
  1. Click Record now in the Mavio dashboard.
  2. Paste the meeting link (Zoom, Google Meet, or Teams).
  3. Click Start recording. The bot joins within 15 seconds.

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Supported platforms

PlatformJoin methodNotes
ZoomMeeting link or meeting IDWorks with waiting rooms — host must admit the bot
Google MeetMeeting linkRequires the meeting organizer to be on a Google Workspace plan, or the bot must be admitted manually
Microsoft TeamsMeeting linkWorks with Teams meetings created from Outlook or Teams calendar
Some organizations restrict external participants or recording bots via admin policies. If the bot cannot join, ask your IT administrator to allowlist bot.mavioapp.com or permit external guests.

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Bot behavior and etiquette

  • Name: The bot appears as “Mavio Notetaker” by default. Customize the name in Settings > Recording > Bot display name.
  • Entry notification: Most platforms notify participants that a recording bot has joined. This ensures recording consent is transparent.
  • Auto-leave: The bot leaves when the last human participant leaves, when the host ends the meeting, or when the configured time limit is reached.
  • Quiet presence: The bot does not speak, share video, or interact with chat. It is purely a passive recorder.

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Recording controls

While a meeting is being recorded by the bot, you can control it from the Mavio dashboard or desktop app:
  • Pause — temporarily stop recording (useful for off-the-record segments)
  • Resume — continue recording after a pause
  • Stop — end the recording and remove the bot from the meeting
  • Extend — if the meeting runs past its scheduled end time, the bot continues unless you stop it

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Frequently asked questions

No. The bot only joins meetings that appear on your connected calendar or for which you provide a direct link.
No. The bot captures audio only. No video, screen shares, or chat messages are recorded.
The bot waits for up to five minutes to be admitted. If not admitted, it leaves and the recording is marked as failed. You will receive a notification.
Yes. The bot works with free and paid Zoom accounts. However, the 40-minute meeting limit on free Zoom still applies to the call itself.

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Bot configuration options

The bot supports three auto-join modes, configured in Settings > Recording > Auto-join meetings:
  • Always — the bot joins every meeting that has a supported meeting link (Zoom, Google Meet, or Microsoft Teams) on your connected calendar. This is the most hands-off option.
  • Calendar-only with filters — the bot joins only meetings matching your configured filters (external meetings, minimum attendee count, keyword match). Use this to skip standups or 1:1s while recording all other calls.
  • Manual only — the bot never joins automatically. You must click Record now in the dashboard and paste the meeting link each time.
You can override auto-join on a per-meeting basis from the upcoming meetings list in the dashboard by toggling the recording icon next to each event.
By default, the bot appears as Mavio Notetaker in the participant list. You can customize this name:
  1. Go to Settings > Recording > Bot display name.
  2. Enter your preferred name (e.g., “Meeting Notes Bot”, “Acme Recorder”, or your company name).
  3. Click Save.
The custom name applies to all future recordings. If your team has a Required bot name set in team settings, that takes precedence over your personal setting.
Using a recognizable name like “Acme Meeting Notes” helps participants immediately recognize the recorder and reduces confusion.
When the bot joins a meeting, participants are notified through the meeting platform’s built-in mechanisms:
  • Zoom — participants see a notification that someone has joined the meeting, and the bot appears in the participant list.
  • Google Meet — a banner notification informs all participants that the meeting is being recorded. This is a platform-level behavior that cannot be disabled.
  • Microsoft Teams — Teams displays a recording notification banner to all participants.
These notifications ensure transparency and help meet recording consent requirements. You cannot suppress platform-level recording notifications, as they are controlled by the meeting platform itself.
You can run the bot on multiple meetings at the same time across different platforms. For example, if you have overlapping meetings on Zoom and Google Meet, the bot can join both simultaneously.Limits depend on your plan:
PlanSimultaneous bot sessions
Free1
Pro3
Team10
EnterpriseUnlimited
If you exceed your limit, the bot queues the additional meeting and joins as soon as a slot becomes available. You receive a notification if a meeting starts without the bot due to capacity.
If the bot is not behaving as expected, try these steps:
  1. Bot does not join — verify your calendar is connected and the meeting has a valid Zoom, Meet, or Teams link. Check Settings > Integrations for connection status.
  2. Bot is stuck in the waiting room — the host or an internal participant must admit the bot. Consider adding the bot to your platform’s auto-admit list.
  3. Bot joins late — the bot targets the scheduled start time. If the meeting starts early (before the calendar event), trigger a manual recording.
  4. Bot leaves unexpectedly — this can happen if the host ends the meeting for all participants or if the bot is removed by the host. Check the recording status in the dashboard for details.
  5. No audio captured — ensure the meeting had active speakers. If the meeting was silent (e.g., screen-share only with no voice), there is no audio to capture.
For persistent issues, visit the troubleshooting guide or contact support.