To prevent unwanted guests such as AI bots from joining our online meetings, the University of Twente is changing the default settings in Microsoft Teams.
As of 3 November 2025, all external participants will first be placed in Teams meetings in the lobby (waiting room). Only UT participants (staff and students) can admit them.
Why this change?
AI bots can silently join meetings, make transcripts or recordings, and share these with third parties. In some cases, they even send an email afterwards with a transcript or summary. To view this, you are often asked to create an account – unintentionally granting the bot access to your calendar. This means the bot can automatically join all your future meetings. This poses a serious risk to the privacy and confidentiality of UT meetings.
What does this mean for you?
- External participants will automatically be placed in the lobby and must be admitted by a UT participant.
- If you see an unknown or suspicious account in the lobby, do not admit it – it may be an AI bot.
- If a bot is admitted by mistake, you can remove it just like any other participant. If sensitive (privacy-related) data has been exposed, report this to CERT-UT.
- The new settings will take effect on 3 November 2025.
How to recognise an AI bot
- Their names often include terms such as Notetaker, Fireflies, Otter.ai, Bot, VA, or Assistant, sometimes combined with the actual participant’s name.
- They often appear on time – or even before the real participant joins.
- They do not use video or interact; only initials or a generic icon are shown.
In summary
External participants will always wait in the lobby, only UT participants can admit them. This way we keep AI bots out of meetings and protect our privacy.
Do you have questions, or suspect that an AI bot joined your meeting? Please contact CERT-UT.
