Otter.ai Platform Help

Step 1 — Gather context

If references/learnings.md exists, read it first for accumulated platform knowledge.

1. What are you trying to do?

   • A) Set up OtterPilot for my meetings (auto-join, calendar, recording)
   • B) Fix transcription quality (accuracy, speakers, noise)
   • C) Connect Otter to other tools (CRM, Slack, Zapier, S3)
   • D) Evaluate Otter plans / understand pricing limits
   • E) Use the API or webhooks (Enterprise)
   • F) Set up AI Chat or workflows
   • G) Something else

2. Which Otter plan are you on?

   • A) Free
   • B) Pro
   • C) Business
   • D) Enterprise
   • E) Not sure / evaluating

3. Which meeting platform?

   • A) Zoom
   • B) Google Meet
   • C) Microsoft Teams
   • D) Multiple
   • E) In-person / phone (using app recording)

Skip-ahead rule: if the user's prompt already contains enough context, skip to Step 2.

Step 2 — Route or answer directly

Problem domain	Route to
Comparing Otter vs Fathom vs Fireflies vs others	/sales-note-taker {user's question}
Reviewing a specific call for coaching/scoring	/sales-call-review {user's question}
Building a coaching program	/sales-coaching {user's question}
General CRM/tool integration patterns (Zapier, webhooks, iPaaS)	/sales-integration {user's question}
Salesloft Conversations config	/sales-salesloft {user's question}

Otherwise, answer directly below.

Step 3 — Otter.ai platform reference

Read references/platform-guide.md for the full platform reference — modules, pricing, integrations, data model, workflows.

Answer the user's question using only the relevant section. Don't dump the full reference.

Step 4 — Actionable guidance

You no longer need the platform guide — focus on the user's specific situation.

For transcription quality issues:

1. Check audio setup first — external mic > laptop mic, quiet room, stable internet
2. Enable speaker identification in settings and train it with voice samples
3. For accents: speak slightly slower, avoid crosstalk, consider supplementing with manual edits
4. Review and correct speaker labels post-meeting to train the model

For integration questions:

1. If not on Enterprise: Zapier is the primary integration path — connect to 8,000+ apps
2. If on Enterprise: use native CRM integrations (HubSpot, Salesforce, Dynamics, Zoho) + API + Workspace Webhooks
3. For data warehouse: Enterprise API → S3/Snowflake, or Zapier → Airtable/Google Sheets as lightweight alternative

For plan evaluation:

1. Calculate monthly meeting hours to check against minute limits (Free: 300, Pro: 1,200, Business: unlimited)
2. Check if you need features gated to higher tiers (API = Enterprise, concurrent meetings = Business, HIPAA = Enterprise)
3. Compare against alternatives if CRM depth or coaching features matter — Otter is thinnest on both

If you discover a gotcha, workaround, or tip not covered in references/learnings.md, append it there.

Gotchas

Best-effort from research — review these, especially items about plan-gated features and integration gotchas that may be outdated.

• API is Enterprise-only and in beta. Don't plan a production integration on Otter's API unless you've confirmed Enterprise access and talked to your account manager. Zapier is the safer path for Pro/Business.
• Free tier caps at 300 min/month and 25 conversations. A team of 5 with 3 meetings/day burns through this in a week. Pro's 1,200 min/month is also tight for active teams.
• 90-min per-meeting cap on Pro. Long strategy sessions or all-hands will get cut off. Business tier raises this to 4 hours.
• Only 4 languages supported as of 2026. If your team works across languages, Otter will miss non-English speakers entirely.
• Speaker diarization degrades with 3+ speakers. Two-person calls are fine; larger meetings often produce "Unknown Speaker" segments or misattributions.
• AI Chat queries are capped per plan. Free: 20/month, Pro: 50/month, Business: 200/month. Heavy users hit this fast.
• OtterPilot bot visibility varies by meeting platform. Some participants see "Otter.ai" join as a participant, which can be awkward in external calls. Desktop app recording is invisible but only works on Mac/Windows.
• Class action lawsuit (2026). Otter faces litigation around recording consent practices. Check your org's recording consent policies before deploying OtterPilot to external meetings.

Related skills

• /sales-note-taker — Compare AI note-takers (Fathom vs Fireflies vs Avoma vs Gong vs Otter vs Fellow vs Grain vs Sembly vs Read.ai), architect transcript integration pipelines
• /sales-fathom — Fathom platform help (REST API, webhooks, OAuth, SDKs, MCP)
• /sales-fireflies — Fireflies.ai platform help (GraphQL API, webhooks, AskFred, MCP)
• /sales-avoma — Avoma platform help (REST API, scorecards, Lead Router)
• /sales-gong — Gong platform help (Revenue AI OS, Smart Trackers, coaching)
• /sales-call-review — Review a specific sales call for coaching
• /sales-integration — General CRM/tool integration patterns
• /sales-do — Not sure which skill to use? The router matches any sales objective to the right skill. Install: npx skills add sales-skills/sales --skill sales-do

Examples

Example 1: "My transcripts are a mess — speakers keep getting mixed up"

Skill does:

1. Asks which plan and meeting platform
2. Checks if speaker identification is enabled and trained
3. Recommends: enable speaker ID, train voices (Settings → Speaker Identification), reduce crosstalk, use external mic, post-meeting corrections to improve future accuracy
4. Notes that 3+ speaker meetings are a known weak spot — consider Fireflies or Fathom if multi-speaker accuracy is critical

Example 2: "I want to send meeting summaries to Slack and HubSpot automatically"

Skill does:

1. Checks plan — if Pro/Business, recommends Zapier path (Otter trigger → Slack action + HubSpot action)
2. If Enterprise, recommends native HubSpot integration + Zapier for Slack (or native Slack integration)
3. Walks through Zapier setup: trigger = "Meeting Recording Finished", actions = post summary to Slack channel + create HubSpot activity
4. Notes that native CRM integrations (HubSpot, Salesforce) push Sales Insights automatically on Enterprise

Example 3: "Should I upgrade from Pro to Business?"

Skill does:

1. Checks current usage — monthly minutes (Pro caps at 1,200), per-meeting length (Pro caps at 90 min), concurrent meeting needs
2. Reviews Business-tier features: unlimited minutes, 4hr/meeting, 3 concurrent, custom AI workflows, admin analytics
3. Compares price jump ($16.99 → $30/mo per user)
4. If the real need is API access, notes that requires Enterprise (not Business)

Troubleshooting

Transcription accuracy dropping below 85%

Symptom: Transcript is gibberish or missing large chunks Cause: Poor audio quality, heavy accents, background noise, or multiple speakers talking over each other Solution: Use external mic (not laptop mic), ensure stable internet (≥5 Mbps up), reduce background noise, ask participants to mute when not speaking. For accents, slightly slower speech helps. Post-meeting, correct errors — Otter learns from corrections over time.

OtterPilot not joining meetings

Symptom: Bot doesn't appear in the meeting or joins late Cause: Calendar integration disconnected, meeting link format not recognized, or meeting platform blocking bots Solution: Check Settings → Calendar to verify Google/Outlook calendar is connected and auto-join is enabled. Ensure the calendar event has a valid Zoom/Meet/Teams join link (not a phone-only dial-in). Some orgs block external bots — check with meeting host's IT. If persistent, use the desktop app to record locally instead.

Running out of monthly minutes mid-month

Symptom: Otter stops transcribing before month end Cause: Free (300 min) and Pro (1,200 min) have hard caps that don't roll over Solution: Check usage in Settings → Subscription. If consistently hitting limits: skip recording internal/low-value meetings, use the desktop app (which may use in-app minutes differently), or upgrade to Business (unlimited). Minutes reset on billing date, not calendar month.