Bot Not Joining Meeting

Introduction

If the NoteWave bot fails to join your Zoom, Teams, or Google Meet meeting, there are several common causes and solutions. This guide walks you through troubleshooting steps to resolve bot joining issues.

Common Causes

Bot joining failures typically fall into one of these categories:

Invalid Meeting Link

The meeting URL is incorrect, expired, or formatted improperly.

Waiting Room Enabled

The bot is stuck in the waiting room awaiting host approval.

Resource Limitations

No available bots at the service provider (temporary issue).

Meeting Link Issues

Ensure your meeting link is valid and correctly formatted.

Valid link formats:

Zoom - https://zoom.us/j/123456789 or https://zoom.com/j/123456789
Teams - https://teams.microsoft.com/l/meetup-join/...
Google Meet - https://meet.google.com/abc-defg-hij

Copy the Full URL

Copy the entire meeting link from your calendar invite or meeting platform. Partial URLs or meeting IDs alone won't work.

Waiting Room Approval

When waiting rooms are enabled, you must manually admit the bot.

Steps to admit the bot:

Check the waiting room participants list
Look for "NoteWave Bot" or your custom bot name
Click "Admit" to let the bot join
The bot will start recording immediately

Disable Waiting Room

For seamless bot joining, disable the waiting room in your Zoom or Teams meeting settings, or set the bot to auto-admit.

Calendar Integration Issues

If your calendar-scheduled bots aren't joining, check your integration status.

Troubleshooting calendar sync:

Go to Settings → Integrations
Check if Zoom or Teams is still connected (green checkmark)
If disconnected, click "Reconnect" and authorize again
Ensure "Auto-join" toggle is enabled
Verify your meeting is on your calendar with a valid join link

The cron job checks for upcoming meetings every 15 minutes. Bots are scheduled to join 1 minute before the meeting start time.

No Available Bots (507 Error)

Occasionally, the bot service may be at capacity. This is temporary.

Wait and Retry

If you see "No available bots. Please try again in 30 seconds," wait 30-60 seconds and try joining again. This is a temporary resource limitation.

Duplicate Bot Error

You can only have one active bot per meeting URL at a time.

Solution:

Go to your Dashboard and check active bots
If a bot is already in the meeting, wait for it to complete
If a bot is stuck in "Joining" status, wait 5 minutes for timeout
Contact support if a bot remains stuck for over 10 minutes

Platform-Specific Issues

Some issues are specific to certain meeting platforms.

Zoom

• Requires Pro plan or higher
• Check meeting password settings
• Verify cloud recording is enabled
• Ensure participant join settings allow bots

Teams

• May require admin approval
• Check lobby settings
• Verify external participants are allowed
• Teams link must be properly formatted

Checking Bot Status

Track your bot's progress from the Dashboard to identify where it's getting stuck.

Bot status meanings:

Pending - Bot request sent, waiting to connect
Scheduled - Waiting for scheduled join time
Joining - Actively trying to join the meeting
In Meeting - Recording in progress
Failed - Join attempt failed (see error message)

Still Having Issues?

If you've tried all troubleshooting steps and the bot still won't join, contact our support team.

What to Include

When contacting support, provide: the meeting platform (Zoom/Teams/Meet), the exact error message, the bot status from your Dashboard, and the meeting link (if comfortable sharing).

Email: contact@blazesolutions.ai