How to Set Up Otter.ai for Your Team

By the end of this guide your team will have an Otter.ai workspace with members invited and security settings checked. Notetaker will join calendar meetings the way you chose. For a wider look at the topic, see how to record and summarize meetings with AI.

Before you start

Choose one owner for the workspace. Otter’s roles are Owner and Admin. Only the owner can promote, demote, deactivate or reactivate admins. Sign up with a work email address, since Otter says a workspace is created with one.

Have your team’s email addresses ready and decide which plan you need. Otter’s help center says workspaces are available on Pro, Business and Enterprise. These prices come from the Otter pricing page.

Plan	What it adds for a team	Price as listed
Pro	1,200 in-app recording minutes, up to 90 minutes per meeting, CRM and Zapier integrations	$8.33 per user per month billed annually, or $16.99 monthly
Business	Unlimited meetings, usage analytics, centralized billing, user management and activity logs	$19.99 per user per month billed annually, or $30 monthly
Enterprise	SSO, SCIM, domain capture and an optional HIPAA add-on	Contact sales

The free Basic plan does not include workspaces. See the pricing page for current promotional offers.

Create the account and workspace

1. Sign up for an Otter workspace using your work email address.
2. Verify your email using the link Otter sends you.
3. Sign in to Otter.
4. Click your Workspace name below your name, then click Manage Workspace to open the team settings page.

Otter’s admin guide recommends reviewing these settings before you invite anyone.

Invite your team

Follow Otter’s invite steps.

1. Click your Workspace under your name.
2. Click Invite people to Workspace.
3. Enter email addresses. Paste a list separated by commas or spaces.
4. Click Send invite.

Members get an email and sign in with an existing Otter account or create one. Members added partway through the billing cycle are charged a prorated amount. To resend or revoke an invitation, go to Workspace, then Manage Workspace, then Members.

A teammate with an active paid Pro plan loses it when they join. Tell them before you invite them. Their existing conversations transfer over, but they are not shared to the workspace unless the person already shared them.

Set the admin and data settings

On the team settings page, Otter’s admin guide says you can invite members, change roles, deactivate access, send reminders for pending invites and manage trials. Business and Enterprise add usage analytics.

• Two-factor authentication. You can require members to use it. They enter a code sent to their mobile device along with their password each time they sign in.
• Channels. A channel is a group you share conversations with, such as a department. Otter suggests starting with broad channels like “Sales Team”.
• Recording permissions. Review Otter’s help article on recording permissions before you turn on auto-join for everyone.

On data, the privacy page says no customer data is used to train its AI service providers’ models. It also says Otter trains its own models only on data it has de-identified, and that imported files are excluded. Deleted conversations go to Trash and are removed after 30 days. Read this page with your staff before they record client calls.

Connect your other apps

Each member connects a calendar so Notetaker can find their meetings. The email on the Google or Microsoft account does not need to match the Otter email, per Otter’s auto-join article.

1. Click Apps on the left navigation menu.
2. Under Connect calendars and contacts, click Add next to the calendar.
3. Sign in if prompted.
4. Click Allow for Google or Yes for Microsoft.

For Zoom Live Notes, a Zoom account admin must pre-approve Otter in the Zoom Marketplace first. Pro includes Salesforce, HubSpot and Zapier integrations according to the pricing page.

Tasks to try first

These are settings, not prompts. Each member changes them on the Notetaker settings page.

Record only meetings with outside guests

Use this when internal huddles do not need notes. Notetaker then joins only events with at least one guest outside your workspace domain.

1. Account Settings > Meetings
2. Default-join settings: External meetings outside your domain

Record only meetings you host

Use this when staff are often guests on other companies’ calls. Notetaker then joins only events you organize.

1. Account Settings > Meetings
2. Default-join settings: Meetings where I am the host

Choose each meeting by hand

Use this while you are still testing with a small group.

1. Account Settings > Meetings
2. Default-join settings: Meetings I manually select
3. Home calendar: toggle auto-join on for each event

Common problems

Otter’s invite article says an invitee who does not get the email should check the junk folder. Allow [email protected] and [email protected] so future messages reach the inbox. Notetaker also cannot create meetings. Meetings must exist in your calendar or Zoom and sync to Otter, and ad-hoc meetings need Notetaker added by hand.