Setting up Microsoft environments to support the Spotlight.ai Notetaker
The Spotlight.ai Notetaker transcribes Microsoft Teams Meetings. It appears as a typical Meeting Participant. In order to join meetings, the Notetaker must be able to read calendars and join Microsoft Teams meetings for users with Spotlight.ai licenses. Access does not need to be organization-wide (though that is possible). All installation steps must be performed by a Microsoft Administrator who can authorize on behalf of the group of Spotlight Users or the entire organization.
Auto-provision a Spotlight.ai user for the Microsoft Administrator
An account in Spotlight.ai for the Microsoft Administrator must be auto-provisioned using Sign in with Microsoft.
- Go to https://app.spotlight.ai.
- Click the Sign in with Microsoft button and verify you were successfully logged into Spotlight.ai.
If this step is not successful, contact Spotlight.ai Technical Support at support@spotlight.ai.
Authorize the Spotlight.ai Outlook Calendar Connector
These steps enable the Spotlight.ai Outlook Calendar Connector for your organization to permit Spotlight.ai's micro service to find calendar events for the Notetaker to join.
- Click the user you selected during the auto-provisioning. This must be the same account you provisioned in Spotlight.ai above.
- On the Permissions requested dialog, click Accept.
You should redirected to a Spotlight.ai website and be logged-in (https://app.spotlight.ai/pipeline).
If you are not, please reach out to support@spotlight.ai.
Authorizing the Spotlight.ai Teams Notetaker
This step permits the Notetaker to join Microsoft Teams Meetings.
- Go to https://login.microsoftonline.com/common/adminconsent?client_id=5cb039f8-5486-4341-98b6-5d26d1bc9fc1&state=q&redirect_uri=https://app.spotlight.ai.
- Click the same account you used above.
- In the Permissions requested dialog, click Accept.
Afterwards, you should be redirected to Spotlight.ai's login page.
Select users/groups for the Spotlight.ai Calendar Connector and Notetaker
At this point, the Notetaker is configured to access all user's calendars and Microsoft Teams meetings with at least one external participant. In order to limit access to specific users such as those who have a Spotlight.ai license, follow these steps.
- Login to https://entra.microsoft.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview
- Search for or select Spotlight.ai Outlook Calendar Connector.
- Click Properties on the left.
- Set Assignment required? to Yes.
- Click Save above.
- Click Users and groups on the left.
- Click + Add user/group at the top and add the appropriate groups and/or users who should have access. The Microsoft Administrator who did the installation should be added to this list.
- Repeat steps 1 to 7 searching for Spotlight.ai Teams Bot instead of Spotlight.ai Outlook Calendar Connector.
How to test
In order for the Spotlight.ai Notetaker to join Microsoft Teams meetings, the following requirements must be met:
- At least one meeting participant or organizer must have a Spotlight.ai user with the AI-assisted Profile.
- That user must be associated with the Spotlight.ai Outlook Calendar Connector either individually or through a group.
- The meeting must occur more than 15 minutes in the future.
- There must be at least one invitee with an external domain. We recommend using a personal email for testing.
Verify the Spotlight.ai Notetaker is working by:
- Notify support@spotlight.ai once you complete the Microsoft configuration in order for Spotlight.ai to review to ensure everything is in order.
- Have two people join the scheduled meeting. One should have the Spotlight.ai user with the AI-assisted Profile and the other should join as the participant with the external domain.
- Both participants should speak for at least 3 minutes.
- End the meeting.
After the meeting ends, within 5 minutes, the Spotlight.ai user should receive an email summary.