MeetStream Documentation

When a bot doesn’t do what you expected, the answer is almost always in one of three places: the status timeline, the terminal webhook, or a timeout that fired. This page shows where to look and how to get from a symptom to a fix.

Start at the dashboard

The All Bots view lists every bot in your workspace with its platform, start time, duration and status.

All Bots page in the MeetStream dashboard with the date, platform and status filters, the search box, the Events button and a Not Allowed status badge highlighted — All Bots: filter by date, platform and status (1), search by bot ID, name or meeting URL (2), open the Bot Event Reference (3), and read each bot's status badge (4).

Filters. Narrow by date, platform (Google Meet, Zoom, Teams, WhatsApp) and status.
Search. Paste a bot_id, bot name or meeting URL.
Events. Opens the Bot Event Reference, a quick glossary of webhook events. CSV exports the current list.
Status badge. Hover it to see the raw API status. A Stopped bot shows as Completed, and a bot that was never admitted shows as Not Allowed.

Click any row to open its detail page.

Read the bot detail page

The bot detail page (Meeting timeline, transcript, and logs) shows everything MeetStream knows about one session.

Bot detail page for a completed Google Meet bot with the bot ID and Done badge, the meta bar, the recording preview and the status timeline highlighted — Top of the bot detail page: bot ID and current status (1), session facts (2), recording preview (3) and the Bot status timeline (4).

Bot ID and status badge. The current status. While the bot is live, the top bar also offers Pause recording or Resume recording and a stop action.
Meta bar. Started At, Stopped At, Bot Name, Meeting Code, Duration and Platform.
Recording preview and Audio preview. Play the recording in the browser once it is processed.
Bot status timeline. Every stage the bot went through, with a timestamp and the exact message. This is the same data as StatusTimeline in GET /api/v1/bots/{bot_id}/detail.

Scroll down to see the post-call stages and the downloads.

Bot status timeline showing Stopped, Processing Audio, Processing Video, Uploading and Done, the final status Done, and the Meeting Artifacts list with video, audio, transcript, screenshots and participants — Lower half of a successful session: the terminal status (1), post-call processing stages (2), the final status (3) and Meeting Artifacts (4).

Terminal status. Here Stopped with Bot stopped via API request. The message tells you why the session ended.
Post-call stages. Processing Audio, Processing Video, Uploading, and (if you requested a post-call transcript) Transcript Ready.
Final status. Done means post-call processing finished. The Last event line repeats the latest stage.
Meeting Artifacts. Download the video (.mp4) and audio (.wav), or view the transcript, screenshots and participants.

A healthy session reads: Joining, In Waiting Room, In Meeting, Recording, Leaving, Stopped, Processing Audio, Processing Video, Uploading, Done. In Waiting Room appears even when the host admits the bot instantly.

What a lobby timeout looks like

Bot detail page for a Google Meet bot with a Not Allowed badge, a timeline of Joining, In Waiting Room, Leaving and Not Admitted, and final status NotAllowed — A Google Meet bot that nobody admitted: Not Allowed badge (1), In Waiting Room (2), Not Admitted with Failed: Not admitted to meeting (3), and final status NotAllowed after about ten minutes (4).

The gap between In Waiting Room and Not Admitted equals the waiting_room_timeout (600 seconds by default on Google Meet). The timeline labels this stage Not Admitted; the API status is NotAllowed. For the fix, see WaitingRoomTimeout and Google Meet lobby troubleshooting.

The tabs below the timeline

Tab	What it shows
Transcript	Search and review the full transcript, when a post-call provider was set.
Screenshot	Screenshots captured during the session (not available on Zoom).
Participants	People who joined the meeting.
Participant Actions	Join, leave and activity events per participant.
Audio Manifest	Per-participant audio stream metadata and speech activity windows.
Chats	In-meeting chat messages.
Audio Streams	Per-participant audio files, when `audio_separate_streams` is on.
Video Streams	Per-participant video files, when `video_separate_streams` is on.
Screenshare	Screen share recordings captured during the meeting.
Webhook Logs	Delivery history for this bot’s webhook events. Check here first when a webhook “never arrived”.
Raw Data	The API request payload used to create this bot (secrets removed). Confirm your `automatic_leave`, transcription and platform settings were what you intended.

Triage a bot that did not do what you expected

Find the terminal status. It is the last in-meeting stage in the timeline, or bot_event on the bot.stopped webhook.
Read the message and ErrorReason. The message is in the timeline and the webhook. ErrorReason (Google Meet and Teams) is in GET /api/v1/bots/{bot_id}/detail. Zoom bots put the cause in the message.
Look it up in the Bot status and error code reference. Every row links to the fix.
Check the request in the Raw Data tab if a setting did not behave as expected, and compare it with what each platform supports.

The lifecycle in webhooks

A successful recording bot sends:

bot.joining → bot.in_waiting_room → bot.inmeeting → bot.recording
→ bot.leaving → bot.stopped
→ audio.processed → transcription.processed → video.processed → bot.done

Key semantics:

Exactly one terminal delivery per bot, always with event: "bot.stopped". Its bot_event gives the reason: bot.stopped (normal), bot.kicked, bot.notallowed, bot.denied or bot.failed.
A kick and a clean exit both report bot_status: "Stopped", and failure statuses vary in casing (FAILED, ERROR, Failed). Branch on bot_event to tell them apart.
Clean terminals use status_code: 200; failure terminals use status_code: 500. Failure message strings are prefixed "Error: ..." (unexpected) or "Failed: ..." (handled: validation, timeout, denial) — useful for alert routing.
bot.done always has status_code: 200 and fires on every path, streaming-only and never-admitted bots included. It means the post-call pipeline finished, not that every step succeeded, so check the individual artifact events.
On Zoom only, bot.recording_permission_allowed / denied fire between bot.inmeeting and bot.recording — see Zoom bots.

Deliveries carry an event key and, on most events, a bot_event key (live-verified). They match except on terminals: a lobby timeout delivers event: "bot.stopped" with bot_event: "bot.notallowed" and bot_status: "NotAllowed". Branch on bot_event for the specific reason.

Symptom to cause

Symptom	What actually happened	Where to go
”The bot never showed up”	It is usually in the lobby. On Google Meet with Host management on, regular attendees may not see the admission request.	Status shows `InWaitingRoom`. See Google Meet lobby troubleshooting.
`bot_event: "bot.notallowed"`	Nobody admitted the bot before `waiting_room_timeout` (default 600 s on Zoom and Google Meet, 1200 s on Teams). On Zoom, it can also mean the host never started the meeting.	Lobby reasons. Raise the timeout, or use a signed-in bot for Google Meet or Microsoft Teams.
`bot_event: "bot.denied"`	A host rejected the join request.	Nothing to fix in code; it is a host decision.
`bot_event: "bot.failed"` with a `Failed:` message	The meeting blocked the join: invalid link, restricted meeting, not started, ended or sign-in required.	Read `ErrorReason` or `failure_reason` in the reference.
`bot_event: "bot.failed"` with an `Error:` message	Credentials, token, link format, sign-in or a MeetStream-side problem. On Zoom, a non-`/j/` link fails with `Invalid meeting_link format`.	Zoom messages, Teams sign-in reasons.
Teams bot fails with `TeamsSessionNotApplied` although it is not signed in	The organizer’s tenant does not allow anonymous users to join.	See the Teams reasons.
Zoom bot ends `Stopped` with `Unable to join external meeting`	The meeting belongs to another Zoom account and the bot joined without a token.	Use `zoom.obf_url` or `zoom.zak_url`. See Zoom authenticated bots.
Bot left “on its own” mid-meeting	A timeout fired: `everyone_left_timeout`, `voice_inactivity_timeout` (600 s by default, even if you never set it), `no_one_joined_timeout` or `in_call_recording_timeout`.	The `bot.stopped` message names the trigger. Tune in automatic leave.
Bot stays in an empty or finished meeting	The timeout you relied on is not enforced on that platform yet (for example `no_one_joined_timeout` on Zoom).	Check the per-platform table; stop the bot with Remove Bot.
Bot left when only another notetaker remained	Your `bot_detection.using_participant_names` matched.	The message contains `only other bots remain`. See bot detection.
Zoom bot joined but never recorded	The host denied recording or did not answer within `recording_permission_denied_timeout` (60 s default).	`bot.recording_permission_denied`, then `bot.stopped`.
Audio or video endpoint returns 202	Artifacts are not ready yet: per-participant streams return 202 while the bot is still in the meeting or processing.	Poll again in 10 to 30 seconds.
Transcript “not ready” after `bot.stopped`	Post-call transcription is still running, or you used a live-only provider (`deepgram_streaming`, `assemblyai_streaming`) or `meeting_captions`, which never produce `transcription.processed`.	Retry shortly. For live providers your webhook already has the text; for captions, `/detail` returns `caption_file`.
Artifact endpoints return 404 on an old bot	The media was deleted by retention or with the delete endpoint. Status is `MediaExpired` and a `data_deletion` event fired.	See usage and retention.
Webhook never arrived	Delivery is best-effort: non-2xx responses and unreachable URLs are not retried.	Check the Webhook Logs tab, then test locally with `meetstream listen`.

Watch it live

Two fast feedback loops while developing:

# 1. Pretty-print every webhook event as it happens
meetstream listen --port 3333          # then: ngrok http 3333
meetstream bot create "<link>" -c https://<ngrok>.ngrok.io/webhook
# 2. Poll a bot to a terminal state
meetstream bot status <bot_id> --watch

Or let your agent do it: the MeetStream MCP server exposes bot status, details and transcripts as tools, so Claude can debug a bot session for you.

Status reference

Values you will see in GET /api/v1/bots/{bot_id}/status, /detail and webhooks:

Scheduled · Joining · InWaitingRoom · InMeeting · Recording (timeline only) · RecordingPermissionAllowed · RecordingPermissionDenied · Leaving · Stopped · Kicked · NotAllowed · Denied · Failed · Error · MediaProcessing · Done · MediaExpired · Cancelled

What each one means, which are terminal, and how the dashboard labels them: Bot status and error code reference.

Next steps

Bot status and error code reference: every status, error reason and message
Webhooks and Events: full payload reference
Automatic Leave Configuration: every timeout, range, default and platform
Set Up Local Server for Webhook