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AI-powered Meeting Intelligence helps turn meeting conversations into structured information that managers and employees can use after a meeting. It analyzes the meeting transcript and provides a concise summary, key discussion points, suggested action items, and when meetings are part of a recurring series a recap of the previous meeting.
For HR and people managers, this can reduce manual note-taking and make it easier to carry decisions and follow-ups from one meeting into the next.
How to enable Meeting Intelligence
Open the Teamflect Admin Center. Navigate to the Teamflect AI then select AI Settings.
Find the AI-powered meeting intelligence setting, then enable the feature.
Set Up Microsoft Permissions for Meeting Intelligence
Before enabling AI-powered Meeting Intelligence, you must grant Teamflect the required Microsoft 365 permissions to access meeting transcripts in Microsoft Teams.
This setup requires a Microsoft 365 Global Administrator. If you don't have this role, you can request assistance from your IT team.
Required Microsoft Graph Permissions
Meeting Intelligence requires the following Microsoft Graph permissions:
Permission | Type | Purpose |
OnlineMeetingTranscript.Read.All | Application | Read Teams meeting transcripts. |
OnlineMeetings.ReadWrite.All | Application | Read meeting details and enable automatic transcription for meeting series. |
Calendars.Read.Shared | Delegated | Match transcripts with calendar meetings. This permission is already part of Teamflect's existing permissions. |
Step 1: Open the Permission Setup
Navigate to Admin Center > Meetings.
Locate the AI-powered meeting intelligence section.
Click Set up permissions.
The Set up Meeting Intelligence window will open, displaying the required setup steps.
Step 2: Grant Admin Consent
Under Step 1 – Grant admin consent, click Grant consent.
A Microsoft consent screen will open in a new tab.
Review and approve the requested permissions.
This allows Teamflect to read meeting transcripts within your organization.
Step 3: Apply the Application Access Policy
Under Step 2 – Apply the application access policy, click Copy script.
Click Open Azure Cloud Shell to launch Azure Cloud Shell.
Paste the copied PowerShell script into the terminal.
Press Enter to execute the script.
This step allows Teamflect to access online meetings on behalf of users and enables transcript access through Microsoft Graph in Teams.
Step 4: Check the Permission Status
Once both steps are completed:
Return to the Set up Meeting Intelligence window in Teamflect.
Click Check status.
Confirm that the required permissions have been successfully configured.
Once the permissions are in place, you can enable Meeting Intelligence using the toggle in the Admin Center.
Note: Meeting recaps will begin generating after the first meeting transcript is available.
Note: These are new permissions, so existing Teamflect customers must also complete this one-time setup. If the permissions have already been granted, the setup banner will not appear.
Teams transcription must also be enabled. Teamflect can only access transcripts recorded in Microsoft Teams. Users can enable automatic transcription for recurring meeting series through Teamflect or turn off transcript capture for individual meetings.
Don't Have Microsoft 365 Global Administrator Access?
If you are not a Microsoft 365 Global Administrator:
In the setup window, locate the section Not a Microsoft 365 Global Administrator? Request access from your IT team.
Click Copy message to copy the instructions.
Send the message to your Microsoft 365 administrator so they can complete the required permission setup.
Once your IT team has completed the setup, return to Teamflect and click Check status to verify the permissions.
What does AI Meeting Intelligence do?
When Meeting Intelligence is enabled and a meeting has an available transcript, Teamflect can use the transcript to generate:
Meeting summary — a concise overview of what was discussed.
Discussion points — the main topics covered during the meeting.
Suggested action items — follow-up work identified from the conversation.
Previous-meeting recap — a summary of the previous meeting in a recurring meeting series.
The generated information is intended to help users review what happened in a meeting and identify what needs to happen next.
What happens when it is enabled?
When an administrator enables the feature, users can use AI-powered meeting intelligence in Teamflect meeting pages where the required meeting transcript is available.
Users can spend less time reconstructing meeting notes manually and more time reviewing decisions, follow-ups, and employee-development topics.
What happens when it is disabled?
When the feature is disabled, Teamflect does not provide the AI-generated meeting intelligence described above. Users can still use Teamflect's regular meeting functionality, including the information and notes they record themselves.
Disabling the feature does not mean that existing meeting notes or other non-AI meeting information are removed.
Who can access Meeting Intelligence?
Meeting Intelligence is an administrator-controlled AI feature. An administrator must enable it before users can use the AI functionality.
Once enabled, access should follow the user's existing permissions for the relevant meeting and its information. AI-generated meeting content should therefore be treated with the same care as the underlying meeting information.
Best practice: Before enabling Meeting Intelligence for your organization, make sure managers and employees understand that AI-generated summaries and action items are intended as meeting aids and should be reviewed for accuracy before being used as an official record.
Meeting Data and Privacy
Retention: Transcripts are automatically deleted after 12 months. Generated recaps are not automatically deleted.
Data residency: Data is stored in the customer's region.
AI processing: Summaries are generated using Azure OpenAI, which does not retain a copy of the transcript.
User control: Users can disable transcript capture for individual meetings.
Troubleshooting
Meeting Intelligence toggle is greyed out: Complete all outstanding steps in the permission setup window.
Error banner appears after setup: Permissions may have been revoked. Open the setup window from the banner and complete the missing steps.
PowerShell step is incomplete: Wait 30 minutes and run the script again.
Meeting Intelligence section is missing from a meeting page: Check whether the feature has been fully configured and enabled by your administrator.
No AI summary is available: Check that Teams transcription was enabled, the meeting organizer belongs to your organization, and the required permissions are still active.
HR use cases
Make 1:1 follow-ups easier
After a manager-employee 1:1, the AI-generated summary and suggested action items can provide a quick reference for what was discussed and what needs to happen next.
This can help managers maintain continuity between recurring 1:1s without relying entirely on manual notes.
Support performance conversations
Managers can use meeting summaries to revisit development discussions, agreed follow-ups, and other topics discussed during employee conversations.
This can be particularly useful when a performance conversation leads to several actions that need to be followed up in later meetings.
Keep development plans moving
During career or development conversations, managers and employees often agree on learning activities, goals, or next steps. AI-generated action items can make those follow-ups easier to identify after the meeting.
Improve continuity across recurring meetings
For recurring meetings, the previous-meeting recap helps participants quickly reconnect with the earlier conversation before moving on to new topics.