Setting up Teams recording
Connect your calendar
Go to Settings > Integrations > Google Calendar or Microsoft Outlook and connect your calendar. Mavio detects Teams meeting links in your calendar events.
Mavio supports both Google Calendar and Microsoft Outlook/365 calendar for detecting Teams meetings. Use whichever calendar holds your Teams events.
How it works with Teams
The Mavio bot joins Teams meetings as an external guest participant. When the bot joins:- Teams may display a “Someone is waiting in the lobby” notification if the meeting requires admission.
- The meeting organizer or a participant with the right permissions admits the bot.
- The bot captures the mixed audio stream.
- Teams shows a recording indicator to all participants.
- The bot leaves when the meeting ends.
Microsoft 365 requirements
| Configuration | Bot can join? | Notes |
|---|---|---|
| External access enabled | Yes | Bot joins and waits in lobby if needed |
| External access disabled | No | Admin must allow external guests or add Mavio to the allowed list |
| Anonymous join allowed | Yes | Bot joins without lobby |
| Meeting locked by organizer | No | Bot cannot enter a locked meeting |
Manual recording
To record a Teams meeting not on your calendar:- Click Record now in the Mavio dashboard.
- Paste the Teams meeting link.
- Click Start recording.
https://teams.microsoft.com/l/meetup-join/...
Teams-specific features
Channel meetings
The bot can join Teams channel meetings in addition to standard scheduled meetings. Ensure the meeting link is present in your calendar event.Town halls and webinars
Teams town halls and webinars use a different architecture. The Mavio bot can join as an attendee but may have limited audio access depending on the event configuration.Teams Rooms
If participants join from a Teams Room device, all speakers in that room appear as a single audio source. Speaker diarization will still attempt to separate voices, but accuracy may be lower for room-based audio.Comparing Mavio vs. native Teams transcription
| Feature | Mavio | Teams native |
|---|---|---|
| Transcription accuracy | 95%+ across 40+ languages | Varies, English-focused |
| AI summary | Automatic with decisions and action items | Copilot required (extra license) |
| Speaker identification | Voice profiles + participant matching | Basic, requires Teams profile |
| Searchable library | All meetings in one place | Per-meeting in Teams |
| Integrations | Slack, Notion, CRM, and more | Microsoft ecosystem only |
| Cost | Included in Mavio plan | Copilot requires Microsoft 365 Copilot license |
Admin configuration
For IT administrators, here is what Mavio needs to work with your Teams environment:- External access: Enable external access for guest users, or add
mavioapp.comto your allowed domains. - Meeting policies: Ensure the meeting policy allows external participants to bypass the lobby, or instruct organizers to admit the bot.
- Guest access: No guest access configuration is needed — the bot joins as an external participant, not a guest tenant member.
Troubleshooting
The bot is stuck in the lobby
The bot is stuck in the lobby
The meeting organizer or a user with meeting permissions must admit the bot. Look for “Mavio Notetaker” in the lobby notification and click Admit. To avoid this for future meetings, ask your admin to configure the meeting policy to allow trusted external participants.
The bot cannot join at all
The bot cannot join at all
This usually means external access is disabled at the organization level. Contact your Microsoft 365 admin and ask them to allow external participants or add
mavioapp.com to the external access allow list.Audio quality issues
Audio quality issues
Teams compresses audio more aggressively than some other platforms. If transcription quality is lower than expected, ensure participants are using headsets rather than laptop speakers, and minimize background noise.
Recording shows as failed
Recording shows as failed
Check the failure reason in Meetings — hover over the failed recording. Common causes include: bot not admitted within 5 minutes, meeting ended before bot joined, or the Teams meeting link was invalid.