We're having a tough time with people signing up for AI notetaking services like read.ai and otter.ai. These tools are automatically joining our meetings, which goes against our company policies. Despite getting approval to start blocking them, we can't seem to fully remove them from our meetings. We've already deleted enterprise app registrations in Entra and blocked users from registering these apps. Although we've put restrictions in Teams, the apps keep coming back. I'm looking for effective solutions to completely eliminate these AI notetakers from our meetings.
12 Answers
If the notetakers are coming from externals, you might need to think about blocking all external invites to meetings. Hopefully, it doesn’t come to that.
In the Teams admin center, you can prevent users from adding third-party apps. Just ensure the settings reflect that no one can use them.
Are these users joining meetings externally? Possibly, read.ai is allowed in a partner tenant, which could explain its presence.
If this is a people issue, it might help to have their managers step in and clarify that using unapproved tools during meetings isn’t okay. Most need to understand that sensitive information is discussed, and these tools aren’t trustworthy.
Consider using captcha challenges for anyone trying to join meetings as an anonymous or unverified external user. That’s one way to prevent bots from barging in.
The tricky part is that these AI notetakers join as regular attendees, making it tough to keep them away unless you lock the lobby. Changing from a passcode system to a waiting room where the host admits participants can help with that.
Yep, we switched to a waiting room setup too. It adds a layer of control, but you still need to block those apps at the tenant level.
I've had a chat about this with several people, and honestly, they get irritated when they can't just zone out and wait for AI summaries. But ultimately, management made the call to block those tools.
A potential issue could be that users are using OAuth to connect third-party apps. You should enable admin consent to stop these external apps from accessing company data and remove any that aren't approved. This is crucial since many unknown or even harmful apps could be lurking around. Check out the options in Microsoft Entra for ensuring tighter security!
Glad we tackled this default setting years ago before it spiraled out of control.
We did the app block requiring admin consent a while back, and it really helped keep unnecessary apps out.
To completely block these apps, you’ll want to disallow apps in Azure altogether. We require all apps to get admin approval, which has been pivotal for us.
We’ve enforced that too. It was a turning point that led to stricter controls, but somehow those AI tools are still sneaking in.
We recently implemented captcha for all attendees in Teams, and it really cut down on unauthorized entries.
We took a different route by adopting an AI notetaker that aligns with our data privacy standards. Now we use enterprise solutions that don’t allow shadow IT of risky external tools, and it’s been a game changer.
You have a few options here: 1. Use a secure browser solution. 2. Look into extensions that minimize such issues. 3. If you have a SASE solution, ensure you have controls that block unauthorized traffic. You mentioned existing app restrictions, so look into how the users are connecting to these apps.
Don’t forget to check browser extensions. After a meeting, read.ai might send reports indicating who invited them. You can take action against those users. Also, otter.ai shows who the notetaker is, so that’s a clue too.
Seems confusing because they already show as available for no one.