Microsoft Teams

Groupthink works with your Microsoft Teams calls so every discussion is captured and turned into notes, transcripts, and recaps. When a meeting link points to teams.microsoft.com or teams.live.com, Groupthink recognizes it as a Teams call and sends its notetaker to join.

• Capture notes and a full transcript without typing during the call
• Let the notetaker join your scheduled Teams meetings automatically
• Skip the manual post-meeting write-up

There are two ways to get the notetaker into a Teams call: let it join automatically based on your calendar settings, or add it by hand to a meeting that is already happening.

Note: Adding the Groupthink notetaker to a meeting requires an active trial or paid plan.

Getting Started

First, connect the calendar that holds your Teams meetings:

• Connect your Microsoft Outlook calendar
• Connect your Google Calendar

Connecting a calendar lets Groupthink see your scheduled meetings, read the Teams conferencing details on each event, and join on time. Make sure the calendar event includes a Microsoft Teams link so the notetaker knows where to go.

Auto-join Settings

How the notetaker handles your meetings is controlled by a single setting. Go to Today > Calendar & booking and find the How should Groupthink attend your meetings? section. You will see three options:

• Privately Take Notes - Groupthink records invisibly using the desktop app. Notes and transcripts stay private to you, and other participants do not see Groupthink.
• Automatically Join All Meetings - Groupthink's notetaker joins as a visible participant, and notes and recaps are shared with everyone on the call.
• Let Me Choose Each Time - Nothing joins automatically. You add Groupthink to a specific meeting whenever you want notes.

Click the option that fits how you work. It saves as soon as you click it; there is no separate save button. Your choice applies to all future meetings, and you can change it any time. The same setting lives in the Outlook Calendar and Google Calendar docs if you want more detail.

However you signed up, auto-join starts turned off on the first calendar you connect, so the notetaker joins nothing until you choose. A calendar you connect after that copies the setting of your first one. You can switch auto-join on at any time from Today > Calendar & booking.

When the notetaker joins a Teams call, it shows a static identity slide with its display name and a Taking notes line. It is a simple name card so people know notes are being captured, not a live feed of the conversation.

Adding the Bot Manually

You do not need auto-join to capture a Teams call. To add the notetaker to a meeting that is already running:

1. Open the agenda you want to use and click Start Notetaker
2. Choose Public with Bot from the dropdown
3. Paste your Teams link into the Meeting URL field
4. Click Start Notetaker
5. Admit your notetaker (for example Dana Lee's notetaker) when it asks to join the Teams call so it can start taking notes

If the agenda has no call link and you use Google Calendar, choosing Public with Bot creates a new Google Meet instead of asking for your Teams link. To paste a Teams link in that case, open + New at the top of the left sidebar and choose Join by link…. The Start the Notetaker window opens with the Meeting URL field ready.

Groupthink detects the teams.microsoft.com or teams.live.com link automatically and sends the notetaker to that call.

If the call is on one of your connected calendars and starts within an hour of when you paste the link, the meeting is set up as if you had started it from your calendar: it is named after the event and the event's guests are linked to it, so Send recap to attendees works as it does for any calendar meeting. If two different events in that hour use the same link, Groupthink does not guess and links neither.

If the call is not on your calendar, the meeting takes the call's own title once the notetaker joins, when Zoom or Teams provides one. It is called New Meeting only when there is no title to use, and a name you gave the meeting is never replaced. After the recap, a meeting still called New Meeting or the call's own title takes the recap's title as its name. A meeting named after a calendar event keeps that name, and the recap's title shows on a line under it (see Automatic Meeting Notes). On the meeting's recap page, a Who was this with? box lists the names the notetaker saw on the call. For each name, choose Link to followed by your contact of that name, Add as new to make a new contact (the button reads Add followed by the name when you have no contact of that name), or Not them to stop suggesting it. Nobody is linked until you choose.

Frequently Asked Questions

Does this work with both Teams for work and Teams for personal use?

Yes. Groupthink recognizes both teams.microsoft.com and teams.live.com links, so it works with Teams calls from a work or school account and from a personal Microsoft account.

Do I have to let the bot in?

Yes. The notetaker requests to join like any other participant, and someone in the meeting needs to admit it before it can capture notes. If nobody admits it, the call is not captured at all. See The Notetaker Was Not Admitted to Your Meeting.

Why did the notetaker not join my scheduled meeting?

Check that your calendar is connected, that your attendance setting allows the notetaker to join that meeting, and that the calendar event actually contains a Teams link. Without a conferencing link on the event, Groupthink has nowhere to send the notetaker. The notetaker also waits on an invite you have not answered when nobody else on it is a coworker or a contact. See Unanswered invites from people you do not know. It also does not join a task block, a block only you are on that you made, even when the block has a video link. See Task blocks on your calendar.

Do I need a paid plan?

Adding the Groupthink notetaker to a meeting requires an active trial or paid plan. If your trial has ended, upgrade from your settings to keep capturing meetings.

What does the bot show on screen during the call?

A static identity slide with its display name and a Taking notes line. It does not display the running notes or transcript to the room.

Can I capture a Teams call without a visible bot?

Yes. Choose Privately Take Notes to record invisibly with the desktop app instead of sending the notetaker into the call.

Getting Help

Questions about the Microsoft Teams integration? Email support@groupthink.com.