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Teamflect's AI-powered Meeting Intelligence helps you get more value from your Microsoft Teams meetings by turning meeting transcripts into AI-generated summaries and suggestions.
Once enabled by your Teamflect administrator, you can use this feature to review key discussion points, identify follow-up actions, and keep track of important information from your meetings.
This guide explains how to use AI Meeting Intelligence in Teamflect.
Before You Start
To use AI Meeting Intelligence, make sure:
Your Teamflect administrator has enabled Meeting Intelligence for your organization.
You have access to the relevant meeting in Teamflect.
The meeting is held in Microsoft Teams and has a transcript available.
Your organization's Microsoft Teams settings allow meeting transcription.
📌If you're a Teamflect Admin, you can configure and manage the Meeting Intelligence feature from the Admin Center. For step-by-step instructions, see our Admin Guide: How to Enable and Manage AI-Powered Meeting Intelligence.
How to Use AI Meeting Intelligence
Step 1: Join Your Microsoft Teams Meeting
Join your scheduled Microsoft Teams meeting as you normally would. Make sure the meeting is transcribed so Teamflect can use the conversation to generate AI-powered summaries and suggestions.
If transcription is not started automatically, you may need to start it during the meeting, depending on your organization's Microsoft Teams settings.
Step 2: Open the Meeting in Teamflect
After your meeting, open Teamflect and navigate to the relevant 1-on-1 meeting. if AI Summaries have been enabled by your organization, you should be able to see the AI Summary enabled.
You can access your meeting from the Meetings module and select the appropriate meeting from your meeting history.
Step 3: View the AI Summary
Once the meeting transcript has been processed, the AI-generated summary will be available in the meeting view.
The summary helps you review the main topics discussed without having to go through the entire transcript.
Depending on the meeting, AI-generated content may include:
A summary of the conversation
Key discussion points
Suggested talking points
Suggested follow-up tasks or action items
Step 4: Review the Suggested Talking Points and Tasks
Review the AI-generated suggestions and identify any items that require follow-up.
You can use the suggested talking points to continue discussions in future meetings and review suggested tasks to help keep track of action items.
Make sure to review AI-generated suggestions for accuracy and relevance before using them.
Step 5: Use the Summary for Follow-Up
Use the meeting summary and suggestions to support your ongoing conversations and follow-up activities. For example, you can:
Review important decisions made during the meeting.
Prepare talking points for your next 1-on-1.
Identify action items that need to be followed up on.
Keep track of discussions and progress over time.
What If I Don't See the AI Summary?
If the AI summary is not available in your meeting, check the following:
Meeting Intelligence is enabled: Contact your Teamflect administrator to confirm that the feature is enabled for your organization.
The meeting has a transcript: AI Meeting Intelligence requires a Microsoft Teams meeting transcript to generate summaries.
The meeting is available in Teamflect: Make sure you are viewing the correct meeting.
The summary is still being generated: Depending on the meeting and the amount of transcript data, processing may take some time.
If the feature is not enabled, you may see a message in the meeting view prompting your administrator to enable Meeting Intelligence.
How to Enable Automatic Transcription for Your Meetings
If your Teamflect administrator has enabled Meeting Auto-Transcription, you can configure automatic transcription directly from the meeting page.
This feature is particularly useful for recurring meetings, as it removes the need to manually start transcription every time the meeting takes place.
Step 1: Open Your Meeting in Teamflect
Navigate to the Meetings module and open the meeting for which you want to enable automatic transcription.
Step 2: Enable Meeting Intelligence
Locate the Meeting Intelligence box on the meeting page and make sure the Meeting Intelligence toggle is enabled for that meeting.
The settings (gear) icon will only appear when Meeting Intelligence is turned on.
Step 3: Open the Auto-Transcription Settings
Click the Settings (gear) icon next to the Meeting Intelligence toggle.
Step 4: Enable Auto-Transcription
Locate the Auto-transcribe meeting setting.
Turn on the toggle.
Optionally, select a Transcription language if the meeting is not conducted in the default Teams language.
Once enabled, Teamflect will update Microsoft's Record and transcribe automatically setting for the meeting.
🚨Important:
The setting applies to all future meetings in the series, not just the meeting you opened.
Anyone invited to the meeting can turn Auto-Transcription on or off.
Teamflect displays who last changed the setting and when.
How to Turn Off Automatic Transcription
If you no longer want automatic transcription for a meeting series:
Open the meeting in Teamflect.
Click the Settings (gear) icon next to the Meeting Intelligence toggle.
Locate Auto-transcribe meeting.
Turn off the toggle.
Teamflect will turn off Microsoft's automatic recording and transcription option for that meeting series, even if the organizer previously enabled it directly in Microsoft Teams.
What Happens When Automatic Transcription Is Enabled?
When Auto-Transcription is enabled, Teamflect turns on Microsoft's Record and transcribe automatically option for the meeting series. This means:
Microsoft Teams automatically starts recording and transcribing eligible meetings when they begin.
Participants do not need to manually start transcription for each meeting.
Once the transcript is available, Teamflect processes it and generates an AI-powered meeting recap.
📌Note: Because this setting uses Microsoft's recording and transcription functionality, meeting participants will see the corresponding Microsoft Teams recording notification.
What If I Don't See the Auto-Transcription Option?
The available options depend on your organization's administrator settings.
If you're a regular user: The Auto-Transcription option will only appear if your Teamflect administrator has enabled Meeting Auto-Transcription in the Admin Center.
If you're a Teamflect Admin: If the setting is disabled, you may see an Enable auto-transcription in meetings prompt directing you to the Admin Center.
If you cannot access the setting, contact your Teamflect administrator to confirm that Meeting Intelligence and Meeting Auto-Transcription are enabled.
If you are a Teamflect Admin, you can configure your Automation Transcription settings by following this guide: Admin Guide: How to enable and manage AI-powered meeting intelligence
When Is Automatic Transcription Not Available?
Automatic transcription may not be supported for certain meetings, including:
Meetings organized by someone outside your organization.
Some meetings using Microsoft's newer short join links.
If automatic transcription is unavailable for these meetings, you can still start transcription manually through Microsoft Teams by selecting More (...) > Transcribe > Start transcription.
Teamflect can still generate an AI recap once the required transcript is available.
Frequently Asked Questions
Can I use AI Meeting Intelligence for meetings that are not held in Microsoft Teams?
AI Meeting Intelligence is designed to work with Microsoft Teams meeting transcripts. Meetings held on other platforms may not be supported.
Do I need to enable Meeting Intelligence myself?
No. Meeting Intelligence must first be enabled by your Teamflect administrator. Once enabled, you can use the feature for eligible meetings.
Do I need to start transcription manually for every meeting?
Not if Automatic Transcription has been enabled for your meeting series. Microsoft Teams will automatically start recording and transcription when each eligible meeting begins.
If Automatic Transcription is not enabled, you will need to start transcription manually in Microsoft Teams.
Can I enable Automatic Transcription for a one-time meeting?
The setting can be configured from an eligible meeting page. However, it is particularly useful for recurring meetings because the configuration applies to all future meetings in the series.
What happens if I turn off transcription during a meeting and turn it back on?
If transcription is paused or turned off during a meeting and then restarted, transcription will continue from where it left off. The meeting summary and suggested actions will be generated based on the available transcript.
Does Automatic Transcription also record the meeting?
Yes. Teamflect uses Microsoft's Record and transcribe automatically option, which enables both recording and transcription. Meeting participants will see Microsoft's recording notification.
Can I use the AI summary instead of reviewing the full meeting?
The AI summary is intended to help you quickly review important information from your meeting. However, it may not capture every detail, so refer to the original meeting or transcript when you need additional context.
What happens if the meeting organizer turns off automatic recording in Microsoft Teams?
Teamflect detects the change and displays Auto-Transcription as disabled. You can turn it on again through Teamflect if automatic transcription is still needed.
Use Cases:
Summarize meeting discussions: Quickly review key topics, decisions, and important takeaways without going through the entire transcript.
Track action items: Identify suggested tasks and follow-up actions discussed during the meeting.
Prepare for your next 1-on-1: Review previous meeting summaries and action items to continue conversations and follow up on outstanding topics.
Keep track of important decisions: Refer back to meeting summaries to recall decisions, agreements, and next steps.
Improve meeting productivity: Spend less time taking notes and more time engaging in the conversation.
Final Thoughts
AI Meeting Intelligence helps you turn conversations into useful summaries and follow-up suggestions, making it easier to stay organized and maintain continuity between meetings.
By reviewing your AI-generated summaries and suggestions, you can spend less time revisiting meeting details and more time acting on what was discussed.