How to set up Otter to automatically join and record Zoom calls for B2B sales pipelines

If you run B2B sales calls, you know the drill: juggling Zoom links, taking frantic notes, trying to remember who said what five days later. You want every call recorded, transcribed, and searchable—without having to hit "record" or invite a bot while your prospect watches. This guide is for busy sales teams, founders, or anyone who wants Otter to quietly handle call recordings so you can actually focus on the conversation (and maybe close a few more deals).

Let’s walk through how to set up Otter so it automatically joins your Zoom calls, records them, and sends you transcripts—without a bunch of busywork. I’ll flag what’s worth your time (and what’s not), and help you avoid the typical headaches.

Why bother with Otter auto-joining your Zoom calls?

No more missed recordings. Forget to click “record” once, and it will haunt you.
Instant transcripts. You actually get searchable notes—no more scrolling through hour-long videos.
Saves time. No need to manually invite bots or upload files.
Easier compliance. For regulated industries, having a consistent record can save you.

But, here’s the real kicker: getting Otter to auto-join isn’t always as plug-and-play as the marketing suggests. Let’s get into what works, what’s clunky, and how to actually set this up.

Step 1: Know What You’re Signing Up For

What Otter Actually Does

Otter can join your Zoom meetings as a virtual participant, record audio, and transcribe the call in real time. You can set it up to join automatically for meetings on your calendar, but this only works if:

You have an Otter Business or higher plan. (Free/personal plans don’t allow auto-join.)
Your calendar is connected to Otter (Google or Microsoft).
The Zoom invite includes a valid meeting link.
You’re the meeting organizer (or you’re explicitly invited).

What it can’t do: - Magically join any meeting you aren’t invited to. - Record if the meeting host has strict security settings (like waiting rooms or passcodes not included in the invite). - Bypass Zoom recording notices.

Pro tip: If your sales calls use unique Zoom IDs or passwords, make sure those details are always in the invite. Otherwise, Otter’s bot will get stuck at the door.

Step 2: Set Up Your Otter Account

Before automation, make sure you have the right account.

Upgrade to Otter Business (or Enterprise).
Otter’s free and Pro plans don’t allow auto-joining.
The Business plan costs more, but it’s the only way to automate this reliably.
Connect Your Calendar.
In Otter, go to Settings > Connected apps.
Link your Google or Microsoft calendar (whichever you use for scheduling Zoom calls).
Grant permissions so Otter can see your meetings.
Connect Your Zoom Account.
Still in Settings, find the Zoom integration.
Click “Connect to Zoom” and log in with your Zoom credentials.
Authorize Otter to access your meetings and recordings.

Heads up: Some company Zoom accounts have admin-level restrictions. If you hit a wall here, talk to your IT person. No way around it if admin blocks third-party apps.

Step 3: Configure Otter to Auto-Join Zoom Calls

Now for the main event: getting Otter to join your calls without you lifting a finger.

Go to “My Agenda” in Otter.
This is where Otter shows your upcoming calendar events.
Enable “Auto-join & Record.”
There should be a toggle for auto-joining meetings. Turn it on.
You can set it to join all meetings, or only those you’re hosting. (If your pipeline has you joining lots of others’ calls, set it to “meetings I’m invited to.”)
Choose Default Recording Settings.
Decide if you want Otter to auto-share transcripts with participants, or keep them private. (Most sales teams keep it private and only share snippets.)
Set Up Notifications.
Otter can email or Slack you when it joins, starts recording, or finishes transcribing.

What can go wrong: - If your invite doesn’t have the Zoom link or passcode, Otter won’t be able to join. - If you cancel a meeting or move the Zoom link, Otter may still try to join the old one. - If the Zoom waiting room is enabled and you don’t admit Otter, it’ll sit there doing nothing.

Pro tip: Add “Otter is recording” to your Zoom invite template. It’s better to be upfront about transcription, and it heads off awkward questions.

Step 4: Test It With a Dry Run

Before you rely on this for real sales calls, do a test run. I can’t stress this enough—Otter’s auto-join works well, but only if everything’s set up right.

Schedule a meeting with yourself or a teammate.
Send a calendar invite with a Zoom link and passcode.
Check Otter’s “My Agenda” to make sure it sees the meeting.
Start the Zoom call and wait for Otter to join.
Watch for the Otter “participant” to appear in your Zoom window.
If it works, you’ll see a participant called “Otter.ai” or similar.
After the call, check your Otter dashboard for the transcript.

What if it doesn’t work? - Double-check calendar and Zoom permissions. - Make sure the Zoom link isn’t behind a registration wall. - Try toggling auto-join off and on again.

If it still won’t work, the issue is usually permissions or missing info in the invite. Rarely is it a bug in Otter itself.

Step 5: Build It Into Your Sales Workflow

Once you’ve got auto-join working, make it part of your routine:

Standardize your Zoom invites. Always include the full Zoom link and passcode.
Remind prospects that calls may be recorded. This is best practice, and in some places, it’s the law.
Decide who gets access to transcripts. Some teams pipe transcripts into their CRM, others just keep them for reference.
Use Otter’s highlights and comments. Mark key moments or next steps right in the transcript—way easier than sifting through the whole thing later.
Archive or delete old transcripts as needed. Don’t keep sensitive stuff around forever.

What not to bother with: - Don’t try to get Otter to join meetings you’re not actually invited to—this is more trouble than it’s worth. - Ignore Otter’s “summary” features for now. The AI-generated summaries can be hit or miss; you’re better off skimming the transcript or making manual highlights.

What About Privacy and Compliance?

If you work in a regulated industry or handle sensitive info, you’ve got to be careful with recordings and transcripts.

Always tell participants you’re recording and transcribing. Some states/countries require explicit consent.
Check your company’s policy. You might need approval to use third-party tools like Otter.
Store transcripts securely. Otter’s cloud is generally safe, but don’t leave sensitive info lying around.
Don’t share transcripts by default. Only share with people who need to see them.

Pro tip: Download important transcripts and store them in a secure location, especially if you might need them for compliance later.

Common Pitfalls (and How to Avoid Them)

Otter joins late or not at all. This usually means the invite didn’t have the right Zoom details, or the calendar integration glitched.
Transcription quality is meh. Background noise, crosstalk, or accents can throw Otter off. It’s good, but not perfect.
Too many notifications. Tweak your Otter settings so you’re not getting spammed every time it joins a call.
Recordings annoy prospects. A quick heads-up (“We use Otter for notes—let me know if you’re not comfortable”) smooths things over.

Wrapping Up: Keep It Simple, Iterate as You Go

Otter’s auto-join is a real time-saver for sales teams—once it’s set up right. The key is to standardize your invites, test before you trust, and don’t overcomplicate things with fancy features you don’t need. Start with just auto-joining and transcribing, then tweak as you go. If something feels clunky, it probably is—don’t be afraid to ask your team for feedback or try a different approach.

Keep it simple, keep iterating, and let your tools do the boring stuff so you can focus on selling.