Many intake meetings and interviews take place over MS Teams and offer valuable content for your reports. Spott allows you to easily import meetings transcribed with Microsoft Teams from your calendar, and link them to reports or job descriptions to write better qualitative comments.

Transcription is not enabled by default by Microsoft and will require some settings updates in the Microsoft Teams Admin Centre. If not done already, learn how to enable Teams transcription. If in doubt, ask your IT administrator or contact our support team.

Permission to access your company meeting transcripts must first be granted by your IT administrator before individual user accounts can be linked:

If you are an admin, you will see ‘Allow on behalf of your company’ checkbox when you are redirected to Microsoft when trying to link.

Don’t know who your admin is? Learn how to find your admin here.

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Sync a new account

Your IT administrator should grant access for Spott to access Microsoft for your company in order to properly fetch & receive meeting transcripts. If not, you will not be able to connect.

When you create your Spott account, your email and calendar will not be automatically synced until you set them up to do so. Follow these steps to set up calendar sync:

  • From the navigation menu, locate your Settings and select the Integrations tab on the left

  • Click the MS Outlook & Teams card - which will redirect you to Microsoft. Authorize Spott to access and sync your calendar

    • If your Microsoft Teams Administrator has restricted 3rd-party app installations (i.e. not granted access to Spott, ask your admin to do so)

  • If successful, you will be redirected to the Settings page and receive a confirmation message

  • Now start transcribing some MS Teams meetings to see them in your Meetings page (how to get started)

Your calendar events will now start syncing in the background. It could take up to 10 mins for all your past transcriptions to be summarized and synced to Spott. New meeting transcripts received in the future will automatically be processed on a rolling basis.

Note: Only transcribed Microsoft Teams meetings will be updated. Support for other common providers such as Google Meets, Zoom, WebEx is planned but not currently supported)

Please note that Microsoft Teams retains transcripts for up to 90 days, and older transcripts are no longer accessible. Spott will securely store a copy of these transcripts for you to they no longer get deleted automatically by Microsoft.

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Editing transcript notes

On the

Meetings page, you can find all your meeting transcripts stored on the Spott platform.

For each meeting, you can now access a pre-generated summary of the meeting transcript and key details such as organizer, participants, start/end-time and meeting title.

Notes can from here be:

  • Re-generated with a different document structure through Regenerate transcript summary

  • Edited to include additional details (e.g. notes on your own impression, takeaways)

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Linking transcripts to reports

From the Meetings and Report setup pages, you can now use Link Interviews to create a direct link with the transcript. The transcript summary will be used to add qualitative comments in the generation step.

Job Description WritingStart transcribing