Notetaker

Outreach Kaia in your call: how it records, and how to make it leave

Kaia is the meeting recorder inside Outreach, a sales platform. It shows up as a participant called “Kaia” unless the company renamed it, and once removed it cannot come back into that meeting.

Shows up as Kaia (the company can rename it on Zoom and Teams) Read on 10 November 2026

How it got into your call

A salesperson using Outreach added Kaia to the meeting, or it joined from their calendar. If their company has Kaia's recording-consent page switched on, the meeting link in the invite is swapped for a Kaia link that takes people through a consent page first.
On Zoom it can only stay while the person who added it is in the meeting, and it records only when the host is recording to Zoom's cloud.

If it is yours: stop it joining

Its user can select Stop recording in the Kaia app inside the meeting; Kaia then does nothing more for that meeting.
If the invite still has the plain meeting link rather than Kaia's consent link — and consent is switched on at that company — Kaia does not try to join at all.

Get it out of a call that is running

Remove Kaia from the list of people, as with any guest. Outreach says that once removed it is not allowed back into that meeting, on Zoom or Teams.
On Zoom, stopping or pausing Zoom's own cloud recording stops or pauses Kaia too, though its tile stays in the call.
On Zoom, somebody who does not accept the recording consent can still join, but with their sound and video off and without being recorded.

What it keeps

Recordings go to the salesperson's company's Outreach account.

In Outreach's own words

The name it shows

Outreach“While Kaia appears as participant "Kaia" by default in meetings, Outreach Admins rename it with a custom bot name when used with Zoom or Microsoft Teams”support.outreach.io/support/solutions/articles/159000425930-customizing-the-kaia-bot-name

Renamed, it shows the new name

Outreach“Meeting attendees will see this custom name in the participant list.”support.outreach.io/support/solutions/articles/159000425930-customizing-the-kaia-bot-name

Removed for good

Outreach“Kaia will not be allowed to rejoin that meeting.”support.outreach.io/support/solutions/articles/159000425860-how-to-remove-and-re-add-kaia-to-a-meeting

On both apps

Outreach“This applies to both Zoom and Microsoft Teams meetings.”support.outreach.io/support/solutions/articles/159000425860-how-to-remove-and-re-add-kaia-to-a-meeting

When its user leaves

Outreach“If the user who added Kaia leaves the meeting, Kaia is automatically removed.”support.outreach.io/support/solutions/articles/159000425860-how-to-remove-and-re-add-kaia-to-a-meeting

The consent link

Outreach“The raw meeting link (Teams/Zoom/GMeet) in the calendar invite gets swapped with a consent-wrapped Kaia URL.”support.outreach.io/support/solutions/articles/159000434653-how-kaia-auto-join-mechanism-works-

Without it, no Kaia

Outreach“Kaia won't attempt to join.”support.outreach.io/support/solutions/articles/159000434653-how-kaia-auto-join-mechanism-works-

Zoom's cloud recording decides

Outreach“Kaia will not record the call if Zoom is not recording to the cloud.”support.outreach.io/support/solutions/articles/159000426122

Stopping Zoom's recording

Outreach“Kaia will stop/pause any time the Zoom recording is stopped/paused.”support.outreach.io/support/solutions/articles/159000426122

Saying no on Zoom

Outreach“Zoom will let the participant into the meeting, but their audio/video is muted and they are not recorded.”support.outreach.io/support/solutions/articles/159000426122

Read on 10 November 2026 from Outreach's own help pages. Something changed? Tell us.

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Other notetakers

BuildBetterBuildBetter records calls for product and customer teams. Its bot joins Zoom, Google Meet, Teams and Webex calls from its user's calendar, and its user can stop it mid-call, which makes it leave at once.BluedotBluedot can record a call from its user's Chrome extension or desktop app, with nothing in the call, or send a bot called “[name]'s AI NoteTaker”. Whether you are told about the extension is up to the person using it.Pipedrive Nova AI NotetakerNova is the AI in Pipedrive, a sales CRM. Its AI Notetaker joins Google Meet, Zoom and Teams calls as a visible participant — about two minutes early, even before its user arrives — and the host can remove it at any time.meetergo notetakermeetergo's notetaker joins Zoom, Google Meet and Teams calls as a visible participant. Anybody in the call can type /stop in the chat: it leaves, and recording cannot be switched back on for that meeting.Zoom recordingWhen a Zoom meeting is being recorded, Zoom asks everybody for consent as they join or as recording starts — and the only way to say no is to leave. Only the host or a co-host can stop it.Zoom meeting transcriptsSince May 2026 Zoom separates live captions, which nobody can save, from meeting transcripts, which are a saved record. Transcripts are off unless a host or admin turns them on — but an admin can turn them on for every meeting.

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