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The Piper bot joins your meetings automatically and sends you a transcript and AI summary when the call ends. Most issues with the bot fall into a handful of predictable patterns — a missed meeting, an early departure, a deactivation rule you didn’t know was active. Work through the scenarios below to identify and resolve the problem quickly.
The most common cause is that the bot simply wasn’t triggered for that specific meeting. You can send the bot manually as long as the meeting is currently active.
1

Find the meeting on your Home Page

Locate the Activity Card for the meeting that is currently in progress.
2

Send the bot manually

Click Send Bot on the Activity Card. The bot will join within a few moments.
3

Monitor the bot status

The Activity Card updates in real time. You will see the status move from Bot joining to Bot active/recording once it has connected successfully.
The Send Bot action only works for meetings that are currently active. You cannot send the bot to a meeting that has already ended or has not yet started.
If the bot still fails to join after using Send Bot, check the Activity Card for a Failed to join status — it will include a diagnostic message explaining the specific error.
Piper automatically leaves a meeting after an extended period of continuous silence. This is by design — the platform assumes the meeting has ended if no audio is detected for a while.Common triggers include:
  • A long screen-share or presentation segment where no one spoke.
  • A waiting room or hold period at the start of the call.
  • Audio routing issues on the host’s side that Piper could not detect.
To get the bot back into an ongoing meeting:
1

Go to your Home Page

Find the Activity Card for the meeting that is still in progress.
2

Click Send Bot

This re-joins the bot to the live call. Recording will resume from that point.
The transcript for the session will reflect the gap in recording. The section before the bot left and the section after it rejoined will both appear in your final transcript.
The bot is scheduled to join at the meeting’s start time. If a meeting is added at the last minute, the automatic join may not be set up in time.Fix: Use the manual Send Bot option from the Home Page Activity Card once the meeting is underway. The bot will join promptly when triggered manually, regardless of when the meeting was added.
For recurring calls or calls you book at short notice, keep in mind that the Send Bot button is always available as a fallback. You do not need to wait for the automatic flow.
If the bot is not joining any meetings automatically, your activation mode may be set to prevent automatic joining.
1

Open Settings → Recording

Navigate to Settings, then select the Recording section.
2

Check Transcription Bot activation mode

Look at the Transcription Bot setting. If it is set to Do not activate automatically, the bot will never join calls without a manual Send Bot trigger.
3

Update the activation mode

Change the activation mode to your preferred setting (e.g., activate for all meetings, or activate for internal/external meetings only) and save.
Piper supports deactivation rules that prevent the bot from joining meetings matching certain criteria. If the bot consistently skips a particular meeting or a category of meetings, a deactivation rule is likely responsible.
1

Open Settings → Recording → Bot Deactivation Rules

Navigate to Settings → Recording and scroll to the Bot Deactivation Rules section.
2

Review active rules

Look for rules that match:
  • A keyword in the meeting title (e.g., “confidential”, “internal”, “1:1”).
  • An email pattern matching one of the attendees (e.g., all meetings with a specific domain).
3

Edit or remove the rule

Update or delete the rule if it is catching meetings you want Piper to record.
Deactivation rules are a deliberate privacy feature. If someone on your team set them up intentionally, check with your Piper Admin before removing them.
When the bot joins a meeting, it sends a connection message to all participants to notify them that the call is being recorded. Both the bot’s display name and the message text are customisable.
1

Go to Settings → Users

Navigate to Settings, then select Users.
2

Update the bot name and message

Edit the Bot display name and Connection message fields to match your preferred wording. For example, you might use your company name as the display name and tailor the message to match your legal team’s consent wording.
3

Save your changes

Changes apply to all future meetings immediately after saving.
By default the bot appears as PiperAI and sends this consent message when it joins: “Hi! This video call will be automatically recorded and its content may be processed by third-party providers. If you do not consent to this, please let the organizer know so that this feature can be turned off. For more information visit www.piperai.com” If your organization operates in a jurisdiction with specific consent disclosure requirements, update the message accordingly.
Every meeting on your Home Page has an Activity Card that displays the bot’s real-time status. The possible statuses are:If you see Failed to join, read the diagnostic message on the Activity Card for the specific cause, then use Send Bot to retry if the meeting is still active.