Organization branded AI notetaker suddenly appearing in Teams meetings

Good day Alison, 

Just to gently clarify before going any further, this forum is separate from Microsoft Support. I don’t have the ability to access or investigate individual accounts because this is a user‑to‑user support forum. 

Since you didn't mention the name of the AI notetaker and based on your description, it may be either a built-in Teams agent or an external AI meeting bot. When a notetaker joins as a separate participant, it is typically managed as an agent or bot rather than Copilot, as Copilot doesn't normally join meetings as a separate attendee. 

Here are a few options you can try: 

Option 1: Check built-in Teams agents 

Sign in to Teams admin center. 

Go to Teams apps > Built-in Teams agents. 

Find the agent shown in your meetings, such as Facilitator. 

Open the agent and select Edit availability. 

Set it to No one or restrict it to specific users or groups. 

Save the changes. 

Please allow some time for the update to apply. 

Option 2: Review external AI bots 

If the participant name is different from Facilitator, it may be an external service connected through a calendar integration or meeting invitation. 

In Teams admin center, go to Meetings > Meeting policies. 

Open the policy assigned to the meeting organizers or the Global policy. 

Under Meeting join and lobby, locate Manage external bots and their access to meetings. 

Select When detected, require approval before joining. 

Save the policy. 

This ensures detected bots remain in the lobby until someone approves their entry. 

Option 3: Remove it from a meeting 

As a temporary workaround, open the participant list during the meeting > Find the AI notetaker > Select More options > Choose Remove from meeting. If it appears in the lobby, don't admit it. 

Note: The AI notetaker shown in the screenshot is only an example. This is a third-party app and isn't managed by Microsoft.

The notetaker may also appear in the meeting controls. If so, select the notetaker tab > More options and choose Remove. 

Please also check under Apps > Manage your apps. If you find the AI notetaker, select More options next to it and choose Remove. 

Option 4: Contact Microsoft Support 

If the issue persists, I recommend creating a support request through the Teams admin center > Select the Need Help? icon in the lower-right corner of the page. 

Use the keyword "Support" to quickly bypass automated suggestions > Select Contact Support.    

When submitting the request, provide a detailed description of the issue, include the troubleshooting steps you've already completed, and attach any relevant screenshots. 

Additionally, sharing your preferred contact times may help the support team handle the case more efficiently.       

Note: If you don't see the support option or don't have sufficient administrative permissions, please contact your Global Administrator for assistance. In case you do not know who is your Global admin, kindly refer to this article: How do I find my Microsoft 365 admin? - Microsoft Support  

A technical support engineer can perform a remote session to investigate the situation, verify the backend configurations, and run any necessary synchronization tools to resolve the problem. If the issue requires further attention, they can escalate it to a specialized team for deeper analysis.    

If you have any questions, please don’t hesitate to reach out at any time. 

Thank you for your patience and understanding. 

 If you have any extra questions about this answer, please click "Comment".           

Thank you. I have tried a couple of your suggestions. I was unsure how to contact help and support. I will contact support if this issue persists.