How do I stop the notetaker joining a recurring meeting?

To stop the TrackHeros notetaker joining a recurring meeting, open one upcoming occurrence, turn the bot off, and apply it to every meeting in the series. To skip a single occurrence, apply it to that meeting only. This answer is for anyone whose Google Meet or Microsoft Teams calls are joined automatically from a connected Google or Microsoft calendar, and who wants the bot out of some of them. Keeping other people's bots out of a meeting you host is a different job, covered in how to stop a notetaker joining a meeting.

How do I stop the bot joining every meeting in a series?

Three steps:

1. Open any upcoming occurrence of the meeting in TrackHeros.
2. Turn the switch next to "The bot will join this meeting" off.
3. The dialog asks "Stop the bot joining this meeting?" Choose Every meeting in this series.

The card then reads "The bot will not join this meeting", with "Turned off for every meeting in this series." underneath. The choice covers every occurrence of the series, including ones further ahead than the calendar has shown so far, and it replaces any choice you made earlier on a single occurrence of it.

How do I skip just one occurrence?

Choose Just this meeting in the same dialog. The card reads "Turned off for this meeting only." and the rest of the series carries on as before.

It works the other way round too. If a series is off and you want the bot in one occurrence, say a quarterly review inside a weekly call you normally skip, turn that occurrence on for this meeting only. The most specific setting wins. A choice made on one meeting can be undone with Reset to my account default.

Which setting wins?

The most specific one. TrackHeros checks three levels in order and stops at the first that has an answer:

Level	Where you set it	Use it for
This meeting	The meeting page, "Just this meeting"	One occurrence, or a one-off meeting
This series	The meeting page, "Every meeting in this series"	A recurring meeting
Your account	Settings, "Join meetings automatically" (on to start)	Everything without a choice of its own

There is no per-client level. A meeting that has no client yet, such as one from your own calendar waiting under "No client", gets no bot by default whatever the account setting says; file it under a client and it follows the levels above. Past meetings cannot be changed, so the switch is fixed once a meeting is over.

How do I turn the notetaker off for everything?

In Settings, turn off Join meetings automatically. As the setting itself puts it, "you can still turn individual meetings or whole recurring series on or off, and those choices win over this one." So a freelancer who wants the bot only in a few series can turn the default off and switch those series on. Pasting a link into Send to meeting still sends the bot to that one call, because you asked.

What if the bot is already in the call?

Use Remove the notetaker on the meeting page. The dialog warns that "The bot leaves the call straight away and cannot be sent back in", and that everything recorded up to then is kept and still summarised. The meeting then shows "You ended it". Then switch the series off, so the next occurrence does not bring it back.

Why is the bot not joining a meeting I want it in?

Auto-join is only one of the reasons. The bot also stays out of a meeting that is not filed under a client, one where another TrackHeros notetaker is already in the call ("Already covered"), one that only lets in signed-in accounts, and one where the host never admits it. The last case is in what if nobody admits the notetaker?, and whether you need to be in the call yourself is in does the notetaker join without me? How the bot behaves on each platform is on the Google Meet and Microsoft Teams pages.