If the Mavio meeting bot is not joining your meetings, work through this guide to diagnose and resolve the issue. The most common causes are permission restrictions, meeting configuration, and calendar sync problems.

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Quick diagnosis

Start by checking the meeting status in your Mavio dashboard:
  1. Go to Meetings in the sidebar.
  2. Find the meeting in question.
  3. Check its status:
StatusMeaningNext step
ScheduledBot has not attempted to join yetWait until the meeting start time
JoiningBot is currently attempting to joinWait 30-60 seconds
RecordingBot joined successfullyNo issue — bot is active
FailedBot could not joinHover to see the failure reason — see below
Not foundMeeting does not appearCalendar sync issue — see below

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Common failure reasons

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”Bot not admitted”

The bot joined the meeting’s waiting room or lobby but no one admitted it within 5 minutes. Fix:
  • Look for Mavio Notetaker in the waiting room and click Admit
  • Ask the meeting host to admit the bot
  • Configure your meeting platform to auto-admit the bot:
    • Zoom: Meeting settings > Waiting Room > Allow authenticated users to bypass
    • Google Meet: Google Workspace admin > Meet settings > Allow external participants
    • Teams: Meeting options > Who can bypass the lobby > Everyone
Tell your team to expect “Mavio Notetaker” in the waiting room. Once they admit it the first time, they will recognize it in future meetings.

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”External participants blocked”

Your organization’s meeting platform admin has blocked external participants from joining. Fix:
  • Contact your IT admin and request one of the following:
    • Allow external guests in meeting settings
    • Allowlist the domain bot.mavioapp.com
    • Add the Mavio bot email to your trusted contacts
  • As a workaround, use the browser extension or system audio capture instead
The meeting link in your calendar event is malformed, expired, or missing. Fix:
  • Open the calendar event and verify the meeting link is present and correct
  • For Zoom, ensure the link is a full URL (not just a meeting ID)
  • For Google Meet, the link should look like meet.google.com/xxx-xxxx-xxx
  • For Teams, the link should start with https://teams.microsoft.com/l/meetup-join/

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”Meeting ended before bot joined”

The meeting ended or was cancelled before the bot could join. Fix:
  • If the meeting was very short (under 2 minutes), the bot may not have had time to join
  • Ensure the meeting start time in your calendar matches the actual start time
  • For ad-hoc meetings, use Record now in the dashboard as soon as the meeting starts

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”Bot already in meeting”

Another Mavio bot instance is already recording this meeting (often from a teammate’s account). Fix:
  • Only one Mavio bot can join a meeting at a time. Coordinate with your team to designate one person’s bot, or use team settings to share recordings automatically
  • On Team and Enterprise plans, the workspace owner’s bot takes priority

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Calendar sync is not detecting the meeting

If the meeting does not appear in Mavio at all:
1

Check calendar connection

Settings > Integrations > Google Calendar should show Connected. If disconnected, reconnect.
2

Verify the calendar is selected

Click Manage calendars and ensure the calendar containing the meeting is toggled on.
3

Confirm the meeting has a link

Mavio only detects meetings with a supported meeting link (Zoom, Google Meet, or Teams) in the event details. Events without links are ignored.
4

Force sync

Click Sync now to pull the latest calendar data.

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Auto-join is off for this meeting

The bot may not join because auto-join is disabled:
  1. Check Settings > Recording > Auto-join meetings — is it toggled on?
  2. Check your auto-join filters. The meeting may be excluded by:
    • Minimum attendees filter (meeting has fewer participants than required)
    • Keyword filter (meeting title does not match required keywords)
    • Keyword exclusion (meeting title contains an excluded keyword)
  3. Check the per-meeting toggle on the meeting card in the dashboard. It may have been manually turned off.

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Platform-specific troubleshooting

  • Waiting room: Host must admit the bot. Alternatively, configure Zoom to bypass the waiting room for authenticated users.
  • Meeting password: The bot reads the password from the calendar link. If the password was changed after the link was created, the bot cannot join. Share the updated link.
  • Host-only join: If “Only authenticated users can join” is enabled, the bot may be blocked. Disable this or allowlist the Mavio bot.
  • Webinar vs. meeting: The bot joins meetings, not webinars. Ensure your event is a standard Zoom meeting.

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Alternative recording methods

If the bot consistently cannot join your meetings due to organizational restrictions, consider these alternatives:

Browser Extension

Record from your browser tab — no bot needed, invisible to other participants.

System Audio Capture

Capture all system audio via the desktop app.

Mobile Recording

Record in-person meetings with your phone.
If your organization blocks the bot due to security policy, using alternative recording methods may still be subject to your organization’s recording policies. Check with your IT and legal teams before recording.