When a meeting has a lobby or waiting room, Bubbles Notetaker must be admitted like any other guest. Here’s how to prevent issues.
First, a quick note
The solution depends on whether you’re the host or a participant.
If a waiting room is enabled, someone must admit Bubbles manually unless settings are adjusted.
Best option: configure meeting defaults before the call starts.
If you’re the Host
Zoom
Turn off the waiting room globally:
Zoom Web Portal → My Account → Settings → Meeting → Security → turn Waiting Room OFF.
Per-meeting: while scheduling, scroll to Security, uncheck Waiting room.
If the waiting room must stay on:
Monitor participants and admit Bubbles Notetaker.
Or delegate by making someone a Co-host: Participants → More (…) → Make Co-host.
Google Meet
Before the meeting (Calendar settings): Create/edit event → gear icon (Meeting settings) → under Meeting access, choose Open → Save.
During the meeting: In the People panel, admit Bubbles Notetaker if listed.
To delegate: assign a Co-host in the People panel (or grant presenter rights).
If you’re a Participant (not the host)
Ask for access: request Co-host / Co-organizer / Presenter rights.
With permissions, you can admit Bubbles yourself.
Without permissions:
Remind the host to disable the waiting room, or
Ask the host to admit Bubbles when it arrives.
Best practices
Configure admission settings before meetings.
Always assign at least one backup with admit rights.
Communicate clearly who is responsible for admitting guests.
Balance security vs. accessibility depending on the meeting type.
Still stuck?
If you’ve updated your meeting platform settings and Bubbles still gets stuck in the waiting room, contact [email protected]. Include your meeting platform, security settings, and any error messages you see. Our team will review your setup and suggest the best configuration so the Notetaker joins without delays.