Kona Notetaker did not join a 1-on-1

Ben Pemstein Ben Pemstein
· Updated

This article resolves the symptom where Kona Notetaker did not join a covered 1-on-1 for a company using Meeting Assistant.

Diagnose

Work through the checks in order. Calendar connections fail without an error message, so start with the calendar.

  • Check: The calendar connection is not approved or not working → An admin opens the Meeting Assistant card in the Agents Hub and confirms setup did not stop at "Almost there, waiting on approval." → If true, go to Fix 1. → If not, continue.
  • Check: Kona Notetaker is not the company's meeting source → An admin goes to Manage > Settings > Data source & integrations on the Meeting Assistant card. Each company uses one meeting source. If Google Meet is the source, Kona Notetaker does not join meetings. → If Kona Notetaker is not the source, go to Fix 2. → If it is, continue.
  • Check: The meeting is not a manager and direct-report 1-on-1 → Confirm the meeting is a 1-on-1 between a manager and their direct report. Kona Notetaker skips group meetings and other 1-on-1s. → If it is another meeting type, go to Fix 3. → If not, continue.
  • Check: The join settings did not add Kona Notetaker to this meeting → An admin goes to Manage > Settings > Join method. → If it is Let the organizer decide, if the person's own setting excludes this meeting, or if someone removed Kona Notetaker from this meeting, go to Fix 4. → If none apply, continue.
  • Check: The person is outside the covered audience → An admin goes to Manage > Settings > Audience and confirms the manager is included. → If not included, go to Fix 5. → If included, continue.
  • Check: The calendar email does not match the 15Five email → Compare the email on the calendar invite to each person's email in 15Five. An empty meetings list on the Meeting Assistant page points to this cause. → If they differ, go to Fix 6. → If they match, continue.
  • Check: The invite has no supported video link → Open the calendar event and look for a Zoom, Google Meet, or Microsoft Teams link. → If there is no link, go to Fix 7. → If there is a link, continue.
  • Check: The other participant is not active in 15Five → Confirm the other person has an active 15Five account. Kona Notetaker declines when the other person has no account, an expired invite, or a deactivated account. → If not active, go to Fix 8. → If active, continue.
  • Check: Kona Notetaker was not admitted from the waiting room → Look for a "wasn't admitted" error notification. Kona Notetaker joins about one minute before the start time and waits 12 minutes to be admitted. It does not retry. → If true, go to Fix 9. → If not, go to If It Still Fails.

Fix

Fix 1: The calendar connection is not approved

  1. Ask your calendar workspace admin to approve the request.
  2. Confirm setup no longer shows "Almost there, waiting on approval."

Fix 2: Kona Notetaker is not the meeting source No fix is needed. Each company uses one meeting source. If Google Meet is your company's source, Kona Notetaker does not join meetings.

Fix 3: The meeting is not a manager and direct-report 1-on-1 No fix is needed. Meeting Assistant covers only 1-on-1s between a manager and their direct report.

Fix 4: The join settings did not add Kona Notetaker

  1. Ask an admin to open Manage > Settings > Join method.
  2. Select Automatically join 1-on-1s.
  3. Save your changes.

A manual removal stays in place for that meeting. Automatically join 1-on-1s does not add Kona Notetaker back to it.

Fix 5: The person is outside the audience

  1. Ask an admin to open Manage > Settings > Audience.
  2. Add the person, or select a wider audience.
  3. Save your changes.

Fix 6: The emails do not match

  1. Identify the email used on the calendar invite.
  2. Ask an admin to update the person's 15Five email to match.

15Five does not map email aliases. The emails must match exactly.

Fix 7: The invite has no video link

  1. Open the calendar event.
  2. Add a Zoom, Google Meet, or Microsoft Teams link.
  3. Save the event.

Fix 8: The other participant is not active

  1. Ask an admin to activate or re-invite the person in 15Five.
  2. Confirm the person accepts the invite.

Fix 9: Kona Notetaker was not admitted

  1. At the next meeting, admit Kona Notetaker from the waiting room within 12 minutes.

What Resolution Looks Like

Kona Notetaker appears as a participant in the next covered 1-on-1. After the meeting, notes appear in the 1-on-1 in 15Five.

If It Still Fails

Contact 15Five Support at support@15five.com. Include:

  • The meeting title, date, start time, and time zone
  • The email addresses of both participants
  • The meeting platform: Zoom, Google Meet, or Microsoft Teams
  • Which checks above you completed

Not Covered Here

This article does not cover a meeting Kona Notetaker joined that produced no notes. See No meeting notes after a 1-on-1.

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