Microsoft Teams Integration

Connect BuildBetter with Microsoft Teams to automatically record your meetings

What It Does

BuildBetter automatically joins your Microsoft Teams meetings when:

• You have a scheduled Teams meeting in your calendar
• You start or join an ad-hoc Teams call
• Your recording preferences allow it (based on your bot recording rules)

The bot captures the full meeting recording, generates transcripts, and creates AI summaries—all without manual intervention.

Setup Instructions

Prerequisites

• Active Microsoft Teams account
• BuildBetter account with recording enabled
• Note: Personal Microsoft accounts (B2C tenants) have limited support due to Microsoft API restrictions

Connecting Microsoft Teams

1. Navigate to Integrations

   • Go to Settings → Integrations in BuildBetter
   • Find Microsoft Teams in the recording integrations section

2. Authorize Access

   • Click “Connect” to start the authorization flow
   • Sign in to your Microsoft account
   • Review and approve the requested permissions:
     • Read your calendar and meetings
     • Detect your presence status
     • Access Teams chat information
     • Join meetings on your behalf

3. Enable Auto-Recording

   • Go to Settings → Recording Preferences
   • Toggle “Join meetings automatically” to ON
   • This allows BuildBetter to detect when you join Teams calls and automatically start recording

4. Configure Recording Rules (Optional)

   • Set up bot recording rules to control which meetings get recorded
   • See Bot Recording Rules for details

How It Works

Scheduled Meetings

For calendar events with Teams links:

1. BuildBetter syncs with your Microsoft Calendar
2. Scheduled meetings appear in your Upcoming Calls
3. Bot joins automatically based on your recording rules
4. Recording starts when the meeting begins

Ad-Hoc Calls

For spontaneous Teams calls:

1. BuildBetter monitors your Teams presence
2. When you join a call, BuildBetter detects the activity change
3. Bot joins the active call automatically (if auto-join is enabled)
4. Recording captures the entire conversation

Settings & Configuration

Join Meetings Automatically

Location: Settings → Recording Preferences

When enabled, BuildBetter will:

• Monitor your Microsoft Teams presence
• Detect when you join meetings or calls
• Automatically join and record based on your rules

When disabled:

• You’ll need to manually trigger recording for each call
• Scheduled calendar meetings can still be recorded if you enable them individually

Recording Rules

Control which Teams meetings get recorded using bot recording rules:

• By meeting title - Include or exclude based on keywords
• By attendees - Record only meetings with specific people or domains
• By event description - Filter based on meeting details

Troubleshooting

Connection Issues

“Ad hoc call recording not supported”

This error occurs when your Microsoft account type doesn’t support automatic presence monitoring.

Cause: You’re using a Microsoft B2C tenant or personal Microsoft account. Due to Microsoft Graph API limitations, these account types cannot subscribe to presence changes.

Solutions:

• Use a Microsoft 365 work or school account instead
• Manually enable recording for scheduled calendar meetings
• Use calendar-based recording only (disable auto-join for ad-hoc calls)

“Microsoft Teams not connecting”

• Verify you’re using the correct Microsoft account
• Check that your organization allows third-party app integrations
• Try disconnecting and reconnecting the integration
• Ensure you approved all requested permissions during setup

Recording Issues

Bot not joining scheduled meetings

• Verify “Join meetings automatically” is enabled
• Check that the meeting has a valid Teams link
• Review your bot recording rules—meeting may be excluded
• Ensure the meeting is in your connected Microsoft Calendar

Bot not joining ad-hoc calls

• Confirm “Join meetings automatically” is enabled in settings
• Verify your Microsoft account supports presence monitoring (not B2C tenant)
• Check that you’re the meeting organizer or have permission to record
• Try reconnecting your Microsoft Teams integration

Recording stops unexpectedly

• Check your internet connection stability
• Verify you haven’t exceeded your recording quota
• Ensure the meeting wasn’t ended by the organizer
• Check for Microsoft Teams service interruptions

Permission Issues

“Access denied” or permission errors

• Re-authorize the integration to grant all required permissions
• Check with your IT admin if third-party apps are blocked
• Ensure your Microsoft account has proper Teams license
• Verify you have permission to record in your organization’s Teams settings

Account Types & Limitations

Supported Accounts

✅ Microsoft 365 Work/School Accounts

• Full auto-join support for scheduled and ad-hoc meetings
• Presence monitoring enabled
• Calendar integration works seamlessly

Limited Support

⚠️ Personal Microsoft Accounts (B2C Tenants)

• Ad-hoc call recording NOT supported
• Scheduled calendar meetings work
• Manual recording only for unscheduled calls

Microsoft Permissions Required

BuildBetter requests these Microsoft Graph API permissions:

• Chat.Read - Access meeting chats to detect active calls
• OnlineMeetings.Read - Read meeting information
• Presence.Read.All - Monitor when you join meetings
• User.Read - Access basic profile information
• offline_access - Maintain connection between sessions

Privacy & Security

• All recordings are encrypted in transit and at rest
• OAuth tokens are securely stored and automatically refreshed
• Only you can access your recordings by default (unless shared)
• BuildBetter bot identifies itself when joining meetings
• You control which meetings are recorded via bot rules

Best Practices

Set Up Recording Rules Configure rules before connecting to ensure sensitive meetings aren’t accidentally recorded.

Test with a Sample Meeting After setup, create a test Teams meeting to verify the bot joins correctly.

Notify Meeting Participants Include a note in meeting invites that calls may be recorded for documentation purposes.

Review Upcoming Calls Weekly Check your upcoming calls dashboard to ensure important meetings will be recorded.

Use Workspace Accounts For best compatibility, connect using your Microsoft 365 work or school account rather than personal accounts.

Support

Need help with Microsoft Teams integration?

• Check connection status in Settings → Integrations
• Review error messages in the integration settings
• Contact BuildBetter support with your account type and any error messages