> ## Documentation Index
> Fetch the complete documentation index at: https://docs.piperai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Troubleshooting Piper Bot Issues and Recording Problems

> Fix common Piper bot problems — bot didn't join, left early, skipped a meeting, or isn't activating — with step-by-step guidance for each scenario.

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.

<Accordion title="The bot didn't join my meeting">
  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.

  <Steps>
    <Step title="Find the meeting on your Home Page">
      Locate the Activity Card for the meeting that is currently in progress.
    </Step>

    <Step title="Send the bot manually">
      Click **Send Bot** on the Activity Card. The bot will join within a few moments.
    </Step>

    <Step title="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.
    </Step>
  </Steps>

  <Warning>
    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.
  </Warning>

  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.
</Accordion>

<Accordion title="The bot left my meeting early">
  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:**

  <Steps>
    <Step title="Go to your Home Page">
      Find the Activity Card for the meeting that is still in progress.
    </Step>

    <Step title="Click Send Bot">
      This re-joins the bot to the live call. Recording will resume from that point.
    </Step>
  </Steps>

  <Note>
    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.
  </Note>
</Accordion>

<Accordion title="The bot wasn't ready in time for my meeting">
  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.

  <Tip>
    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.
  </Tip>
</Accordion>

<Accordion title="I'm not receiving the bot on any of my meetings">
  If the bot is not joining any meetings automatically, your activation mode may be set to prevent automatic joining.

  <Steps>
    <Step title="Open Settings → Recording">
      Navigate to **Settings**, then select the **Recording** section.
    </Step>

    <Step title="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.
    </Step>

    <Step title="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.
    </Step>
  </Steps>
</Accordion>

<Accordion title="The bot is skipping specific meetings but not others">
  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.

  <Steps>
    <Step title="Open Settings → Recording → Bot Deactivation Rules">
      Navigate to **Settings → Recording** and scroll to the **Bot Deactivation Rules** section.
    </Step>

    <Step title="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).
    </Step>

    <Step title="Edit or remove the rule">
      Update or delete the rule if it is catching meetings you want Piper to record.
    </Step>
  </Steps>

  <Note>
    Deactivation rules are a deliberate privacy feature. If someone on your team set them up intentionally, check with your Piper Admin before removing them.
  </Note>
</Accordion>

<Accordion title="How do I customise the bot's name or connection message?">
  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.

  <Steps>
    <Step title="Go to Settings → Users">
      Navigate to **Settings**, then select **Users**.
    </Step>

    <Step title="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.
    </Step>

    <Step title="Save your changes">
      Changes apply to all future meetings immediately after saving.
    </Step>
  </Steps>

  <Tip>
    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](http://www.piperai.com)"* If your organization operates in a jurisdiction with specific consent disclosure requirements, update the message accordingly.
  </Tip>
</Accordion>

<Accordion title="How do I check the bot's current status for a meeting?">
  Every meeting on your Home Page has an Activity Card that displays the bot's real-time status. The possible statuses are:

  | Status                     | Meaning                                                                                |
  | -------------------------- | -------------------------------------------------------------------------------------- |
  | **Scheduled**              | The bot is prepared and will join automatically at the meeting start time              |
  | **Bot joining**            | The bot is in the process of connecting to the call                                    |
  | **Bot active / recording** | The bot has joined and is actively recording                                           |
  | **Bot left**               | The bot has left the call (meeting ended or an extended silence threshold was reached) |
  | **Failed to join**         | The bot could not connect — a diagnostic message explains the reason                   |

  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.
</Accordion>