Quin won't join my meetings

If Quin’s Notetaker isn't joining your meetings automatically, this is usually caused by Notetaker being turned off, calendar connection issues, or meeting platform settings that block Quin from joining.

Before you begin

Verify your calendar is connected in Settings > Integrations and Quin Notetaker is turned on in Settings > Meeting assistant.

Troubleshooting

Quin isn't joining any of my meetings

• Check that Notetaker toggle is turned on at the top of Settings > Meeting assistant
• Verify your calendar integration is connected in Settings > Integrations
• Confirm the calendar you want Quin to monitor is checked under Join meetings on these calendars
• Make sure meetings have a video conferencing link (Zoom, Google Meet, Microsoft Teams, etc.)
• Check your Which meetings to join setting matches the types of meetings you want Quin to attend

Quin joins some meetings but not others

• Check your Which meetings to join setting - if set to "Any external meetings", Quin skips internal-only meetings
• If set to "Only meetings I'm the host", Quin won't join meetings organized by others
• Verify the meetings Quin skips have valid video conferencing links
• Confirm those meetings are on a calendar you've selected under Join meetings on these calendars
• Look for calendar events marked as "private" or "personal" that Quin respects

Quin joined but no notes were created

• Verify recording was enabled in the meeting (some platforms require host permission)
• Check that Quin stayed in the meeting for at least 5 minutes before being removed
• Confirm the meeting had spoken conversation (Quin can't capture silent meetings)
• Look in Meeting notes for the recap - it may be there but not sent via email
• The meeting may still be processing - wait 10-15 minutes after the meeting ends

"Meeting declined" or Quin was removed from the meeting

• The meeting host may have removed Quin manually
• Some organizations block recording bots - contact your IT team
• The meeting platform may require waiting room approval Quin didn't receive
• Ask the host to re-add quin@heyquin.io

Zoom meetings aren't working

• Verify Zoom integration is connected in Settings > Integrations
• Check that recording is enabled in your Zoom account settings
• Confirm you're the meeting host or have co-host recording permissions
• Some Zoom accounts require approval for recording bots - check with your admin
• Try adding Quin's email address directly to the meeting invite

Google Meet meetings aren't working

• Make sure you have a Google Calendar integration connected
• Verify the Google Meet link is in the calendar event
• Check that you created the meeting (not someone else who invited you)
• Google Meet requires the meeting creator to admit Quin from the waiting room
• Some Google Workspace accounts restrict recording - check with your admin

Microsoft Teams meetings aren't working

• Verify Microsoft Exchange or Outlook integration is connected
• Check that you're the meeting organizer (Quin can't join meetings you didn't create)
• Confirm your organization allows external participants in Teams meetings
• Teams requires admitting Quin from the lobby manually
• Some Teams policies prevent recording - check with your IT administrator

Quin joined late and missed part of the meeting

• Quin attempts to join 30 seconds before the meeting starts
• If someone starts the meeting very early, Quin may not be admitted yet
• Network delays can cause Quin to join 1-2 minutes late occasionally
• The meeting notes will only include content from when Quin was present
• For critical meetings, manually verify Quin joined at the start

What to expect

When Notetaker is working correctly, Quin joins meetings automatically 30 seconds before the scheduled start time. You'll see Quin as a participant named "Quin" or similar in your meeting participant list.

Understanding Notetaker settings

Join meetings on these calendars

Select which of your connected calendars Quin should monitor for meetings. If you have multiple calendars (work and personal), you can choose which ones Quin watches.

Which meetings to join

• All meetings - Quin joins every meeting on your selected calendars
• Any external meetings - Quin only joins meetings with at least one attendee outside your organization
• Only meetings I'm the host - Quin only joins meetings you created or are hosting

Recap guidelines

Guidelines are instructions that tell Quin how to process your meetings, like "Always draft a follow-up email" or "Highlight client concerns". These help customize what appears in your meeting recap.

Send copy of recap to

Add email addresses of people who should receive a copy of every meeting recap. The recap is automatically sent to all internal attendees, but you can add external recipients here.

How to manually add Quin to a meeting

If automatic joining isn't working, you can manually add Quin to a video call:

1. Go to Meeting notetaker
2. Click Video call
3. Paste your meeting link in the What's the meeting link? field
4. Click Join meeting
5. Admit Quin from the waiting room if needed

Quin will process the meeting normally after joining. This manual method works while you troubleshoot why automatic joining stopped working.

You can also add Quin's meeting email address as an attendee to your calendar event, and Quin will attempt to join automatically.