# Setup checklist

**What this is:** what your Microsoft 365 admin sets up so people can use Bill and Ben in Teams chat and meetings.
**Who it is for:** the Microsoft 365 and Teams admin of your company.
**You will learn:** the accounts, Teams settings and app upload each way of using Bill and Ben needs, and how to hand over sign-in details safely.

## What needs what

| Way to use Bill and Ben | What people see | What you set up |
|---|---|---|
| Teams chat | People message Bill or Ben like a colleague | [Part 3: install the Teams app](#3-install-the-teams-app) |
| Teams meetings | Bill or Ben joins the call as a participant, listens through live captions and answers when named | [Part 1](#1-two-accounts-for-meetings) and [Part 2](#2-teams-meeting-settings) |
| Microsoft 365 search (optional) | Bill can search the files, mail and calendar of the person who asks, using that person's own permissions | [Part 4](#4-optional-microsoft-365-search) |
| Pull request review (optional) | Ben reviews pull requests in Azure DevOps | [Part 5](#5-optional-azure-devops) |

You do not need to do everything at once. Chat alone needs only Part 3.

## 1. Two accounts for meetings

Bill and Ben join meetings as real, signed-in accounts, not anonymous guests. They show a proper name, and the meeting does not need to allow anonymous join.

1. In the Microsoft 365 admin center, add two users, one for Bill and one for Ben, each with a licence that includes Teams.
2. Give each a strong password and keep both in a password manager.
3. Decide how the accounts sign in. The accounts sign in without a person, so choose the protection that fits your company policy (for example a trusted-location rule) and tell your Bill and Ben contact which you chose.
4. Never send the passwords by email or chat. Use a one-time link from a password manager, or type them in yourself during a screen-share.

Until these sign-in details are handed over, the bots join as guests.

## 2. Teams meeting settings

- Let people in your organisation bypass the lobby for these two accounts, or be ready to admit the bot. It waits up to 10 minutes in the lobby.
- Keep live captions available. The agent listens through captions.
- Tell staff that when Bill or Ben is in a meeting, the meeting is transcribed and summarised. A line in the meeting invite helps. The agent also says so when it joins.

## 3. Install the Teams app

You do not need the Teams store.

1. In the console, open **Meeting bots** and download the app package for Bill or Ben.
2. In the Teams admin center, open **Teams apps**, then **Manage apps**, and upload the package. Do it once for Bill and once for Ben.
3. Assign the app to the people who should use it, or to everyone.
4. When a new version is released, upload the new package the same way.

If the console says the package is not ready, your Bill and Ben contact has to finish your setup first. If the upload fails, the Teams admin center shows the reason; send it to your Bill and Ben contact.

An agent in Teams receives only the messages people send to it, and replies to them.

## 4. Optional: Microsoft 365 search

An admin can start the Microsoft consent from the console. Your company is linked only after the sign-in is proven. After that, Bill can search for a person with that person's own permissions, never more.

## 5. Optional: Azure DevOps

- Give the Ben account access to your project so it can open branches and draft pull requests, and the Bill account read access.
- Your Bill and Ben contact connects pull request notifications. See [Pull request review](flows/ado-pr.md).

## Quick answers

**Can we switch them off?** Yes, at once. Pause an agent on the **Agents** page, or block the account's sign-in.

**Is meeting content sent elsewhere?** Transcripts are handled by Bill and Ben and the providers named in the [sub-processor list](legal/sub-processors.md). A model provider receives only the text needed to answer.

**Can Bill or Ben join a meeting by themselves?** No. A team member asks them to join a specific meeting link.