Greenhouse Notetaker can only record an interview after it's in the meeting. If your video conferencing settings send Greenhouse Notetaker to a waiting room or lobby, someone in the meeting has to admit it. If it's not admitted, Greenhouse Notetaker leaves without recording.
When this happens, the interview kit shows Notetaker not admitted during the interview. Afterward, the notetaker icon on the candidate profile shows The notetaker was added to this interview but was not admitted to the call.
This article explains how to let Greenhouse Notetaker into interviews on Zoom, Google Meet, and Microsoft Teams, including which settings to review with your admin.
Why this happens
Greenhouse Notetaker joins your interview the same way a guest would. It uses the meeting link on the interview and joins one minute before the scheduled start time. In the meeting, it appears as Greenhouse Notetaker followed by the interview time, for example Greenhouse Notetaker (9:00 AM - 9:45 AM EST).
Greenhouse Notetaker isn't on the calendar invite and doesn't sign in with an account from your organization. Your video conferencing platform treats it as an outside guest. If your meeting settings send outside guests to a waiting room or lobby, Greenhouse Notetaker waits there, too.
Greenhouse Notetaker waits about 10 minutes after the interview starts. If no one admits it by then, it leaves the meeting and doesn't record.
Note: Greenhouse Notetaker can't skip a waiting room or lobby, and Greenhouse can't change your video conferencing settings. Admission is controlled by your Zoom, Google Meet, or Microsoft Teams settings.
Settings to review with your admin
Some settings block Greenhouse Notetaker from joining or from asking to join. If Greenhouse Notetaker is regularly not admitted, ask your video conferencing admin to review these settings.
Zoom
- Waiting room: Zoom can send everyone to the waiting room, or only certain participants, like users who aren't signed in or aren't on the meeting invite. Greenhouse Notetaker isn't signed in and isn't on the invite, so it goes to the waiting room under most options. Admins can set and lock this option for the account or for groups.
- Host not present: If participants can't join before the host, Greenhouse Notetaker waits until the host starts the meeting. If participants are moved to the waiting room when the host leaves, Greenhouse Notetaker waits there until someone admits it.
- Only authenticated users can join meetings: If this setting is on, participants without a Zoom account can't join. This includes Greenhouse Notetaker.
Google Meet
- Meeting access type: With Open access, anyone with the link joins without asking. With Trusted or Restricted access, Greenhouse Notetaker has to ask to join because it isn't on the calendar invite.
- Anyone with the meeting link can ask to join: If this option is turned off, Google Meet automatically denies Greenhouse Notetaker. The host doesn't see a request to admit it.
- Who can join meetings created by your organization: Your Google Workspace admin sets this in the Google Admin console under Meet safety settings. If only people signed in to a Google account can join, Greenhouse Notetaker can't join or ask to join.
Microsoft Teams
- Who can bypass the lobby: This setting controls who goes straight into the meeting. Greenhouse Notetaker doesn't have a Teams account, so it waits in the lobby under most options.
- Anonymous user access: Teams admins can stop people without a Teams account from joining meetings, either for the whole organization or for specific organizers through a meeting policy. If anonymous users can't join, Greenhouse Notetaker can't join.
- Bot detection: Teams can identify third-party bots like Greenhouse Notetaker. Depending on your Teams meeting policy, Teams either holds detected bots in the lobby for approval or blocks them from joining.
Admit Greenhouse Notetaker during the meeting
When Greenhouse Notetaker is waiting, the interview kit shows Notetaker not admitted, and the scorecard shows Admit notetaker to meeting.
Recording controls become available after Greenhouse Notetaker is admitted.
Zoom
- Select Participants.
- Under Waiting Room, find Greenhouse Notetaker.
- Click Admit.
Google Meet
How you admit Greenhouse Notetaker depends on whether the meeting uses a waiting room.
If Greenhouse Notetaker asks to join:
- When the request appears, click Admit.
- If several people are waiting, click View all, then click Admit next to Greenhouse Notetaker.
If the meeting has a waiting room:
- Click People.
- Under In the waiting room, find Greenhouse Notetaker.
- Click Bring in.
Microsoft Teams
- Select People.
- Under Waiting in the lobby, find Greenhouse Notetaker. Teams may list it under Suspected threats instead.
- Select the check mark next to its name. If Teams shows a warning that the participant is an external bot, confirm to admit it.
Who can admit Greenhouse Notetaker
Only certain meeting roles can admit participants. If the person who scheduled the interview isn't in the meeting, the interviewers may not be able to admit Greenhouse Notetaker.
| Platform | Who can admit | How to give an interviewer access |
| Zoom | Host or co-host. An alternative host can admit participants when they start the meeting in place of the host. | Add the interviewer as an alternative host when you schedule the meeting. Alternative hosts need a licensed account on the same Zoom account as the host. During the meeting, the host can also make an interviewer a co-host. |
| Google Meet | If Host management is on: the organizer and co-hosts. If it's off: anyone in the meeting from the organizer's organization. | In the Google Calendar event, turn on Host management and add the interviewer as a co-host. |
| Microsoft Teams | Organizer, co-organizers, and presenters, unless the organizer changes Who can admit from the lobby | After the invite is sent, open the meeting in the Teams calendar, select Options, and add the interviewer as a co-organizer under Roles. |
Note: Coordinators who schedule interviews for others are often the meeting organizer but don't attend. Add an interviewer as a co-host or co-organizer so someone in the meeting can admit the notetaker.
For more information about setting up Greenhouse Notetaker, see Greenhouse Notetaker setup.