# Meeting

**What this is:** how to bring Bill or Ben into a Teams meeting and talk to them there.
**Who it is for:** staff who invite the agents, and admins who set up access.
**You will learn:** how to invite a bot, what it says on joining, how it knows you are speaking to it, who it answers, and how it answers.

## Use it

1. In a chat with Bill, write "Bill, join this meeting" and paste the Teams link. For Ben, ask Bill, who passes the request on. You need the
   permission to invite an agent. The person who invited is the meeting owner.
2. The bot appears as **Bill (AI)** or **Ben (AI)**. If the organiser's policy needs it, admit the bot from the lobby. It waits up to 10 minutes in the lobby.
3. On joining, the bot says once, in chat and by voice, that it is an AI assistant and that the meeting is transcribed.
4. Speak to it by name at the start of a sentence: "Bill, what did we decide on pricing?". Fillers such as "hey" or "okay" before the name are fine.
   "Ben, can you ..." works too. Words that only contain the name ("billing", "benefit") do not.
5. A short question ("Ben, wait") is held for 5 seconds so you can finish the sentence. Only one answer runs at a time.
6. The answer comes as text in the meeting chat and as speech. The agent keeps to three spoken sentences and no lists.
7. To leave, remove the bot from the call. It also leaves on its own if captions never start within 2 minutes.

For work that takes more than a moment, see [Meeting tasks](meeting-task.md). To stop notes, see [Off the record](off-record.md).
When the call ends, see [Meeting end](meeting-end.md).

### Who owns the meeting

The owner is the person who invited the bot. The owner decides whose permissions the summary and tasks use. With no owner, no summary is written ([Meeting end](meeting-end.md)).

### Who it answers

Only people your admin has allowed. For every spoken request the platform checks that you may speak to the agent in meetings.
How sure the platform is about who you are decides what you can ask:

| How the platform knows you | Effect |
|---|---|
| Your Microsoft account matches an active user of your company | You can be allowed to give commands |
| Only your display name matches one user | Commands are usually denied; a company may allow questions |
| Two people share a name, or someone uses a name that belongs to a member who is present under their own account | Refused |
| A room or shared device (name contains "room", "conference", "huddle" and similar) | Treated like a name-only match |

The first name seen for a participant is kept, so renaming yourself changes nothing. Being the host gives no rights. An unauthorised speaker gets
the agent's decline line in the meeting chat, once per day per person per meeting ([Teams chat](teams-chat.md#who-may-talk-to-an-agent)).
If the permission check is unavailable, nobody is answered.

## How it works

In short: the bot joins, listens, answers only allowed people, then saves a summary.

<div class="bb-diagram" role="region" tabindex="0" aria-label="Diagram: what happens in a meeting from the invite to the saved summary. Scroll sideways if it is wider than the page." markdown="1">

![what happens in a meeting from the invite to the saved summary](../diagrams/public/system-flowchart.light.svg#only-light){ style="--bb-diagram-w:759px" }
![what happens in a meeting from the invite to the saved summary](../diagrams/public/system-flowchart.dark.svg#only-dark){ style="--bb-diagram-w:759px" }

</div>

Legend: yellow = a person, blue = Bill & Ben, red dashed = a check or a stop, grey = stored data.
[Open full size](../diagrams/public/system-flowchart.png){ target="_blank" rel="noopener" }

In short: a question is checked first, then answered in chat and by voice.

<div class="bb-diagram" role="region" tabindex="0" aria-label="Diagram: how a spoken question in a meeting becomes a checked answer in chat and by voice. Scroll sideways if it is wider than the page." markdown="1">

![how a spoken question in a meeting becomes a checked answer in chat and by voice](../diagrams/public/ask-in-meeting.light.svg#only-light){ style="--bb-diagram-w:955px" }
![how a spoken question in a meeting becomes a checked answer in chat and by voice](../diagrams/public/ask-in-meeting.dark.svg#only-dark){ style="--bb-diagram-w:955px" }

</div>

[Open full size](../diagrams/public/ask-in-meeting.png){ target="_blank" rel="noopener" }

The bot joins with a name that ends in "(AI)", so everyone can see it is an AI. It listens to the meeting transcript, and when someone says its
name it checks that the speaker is allowed, then answers in chat and by voice using the last few minutes of the conversation as context. If voice
fails, the chat answer still arrives. No audio or video is recorded.