# A Microsoft Teams notetaker that joins as a participant

> TrackHeros joins Microsoft Teams meetings as a named participant, records and transcribes them, and files the summary, decisions and action items under the right client. It joins from the meeting link, found on the invitation in a connected Google calendar or added by you, and waits in the lobby like any guest. For professionals who take client calls on Teams.

Canonical: https://trackheros.com/features/microsoft-teams-notetaker/  
Updated: 2026-09-02

TrackHeros joins Microsoft Teams meetings as a participant: a named entry in the meeting roster that records, transcribes, and files the notes under the right client. It joins from the meeting link — the one on the invitation that arrived on a connected Google calendar, or one you add yourself — so it works for meetings you host and for meetings a client's organiser set up. This page is for professionals who take client calls on Teams. Google Meet has [its own page](/features/google-meet-notetaker/).

## What does the bot do in a Teams meeting?

- It appears in the roster under its own name. The default is "TrackHeros Notetaker", changeable per client: plain text, one line, no emoji.
- It can post a short greeting in the meeting chat when it joins, if you set one for the client. Plain text only: Teams reads angle brackets as formatting and Google Meet shows them as written, so the greeting refuses them and the same message works in both.
- It records the call and collects the platform's live captions, which carry the real speaker names.
- It listens and records; it does not speak.

Everyone in the meeting can see it, which is the point. Tell people it is coming.

## How does it find the meeting?

Teams meetings reach you in awkward ways. A client forwards their organiser's invitation. The link is buried inside another invitation's body, wrapped in boilerplate. The calendar entry has no conference data at all, only a paragraph of text with the link somewhere in it. TrackHeros looks in the conference data, the location field and the free text of the description, and it recognises a Teams link even when it sits inside a forwarded invitation that also carries a Google Meet link from an earlier round of forwarding. If there is a Teams link anywhere in the invitation, it is found.

The invitation has to be on a connected Google calendar, because Microsoft calendar sync is not yet available, or you add the link directly and the bot is sent to it.

## How does it work?

| Step     | What happens                                                                                                                                  |
| -------- | --------------------------------------------------------------------------------------------------------------------------------------------- |
| Link     | A Teams link is found on an invitation in a connected Google calendar, or you add it yourself.                                                |
| Decision | TrackHeros decides whether to join: the setting for this meeting, then this recurring series, then your account default, which is on.         |
| Join     | About two minutes before the start, the bot joins from the link under the client's bot name.                                                  |
| Lobby    | If the meeting has a lobby, it waits there until someone admits it.                                                                           |
| Record   | It records the call and collects captions with speaker names.                                                                                 |
| Notes    | After the call, an audio pass over the recording produces the authoritative transcript, and the notes are written and filed under the client. |

Meetings that started more than ten minutes ago are not chased.

## What about the lobby?

Teams meetings usually have a lobby, and who waits in it is the organiser's decision — often everyone from outside the organiser's organisation. The bot arrives from outside, so expect it to wait. It stays in the lobby until someone admits it, exactly as a human guest would, and it cannot admit itself. If your client organises the meeting, tell them the notetaker will be asking to join and to let it in. If you organise it, admit it yourself, or set your meeting options so that guests do not have to wait. There is a longer answer in [can a notetaker join a meeting you do not host](/blog/can-a-notetaker-join-a-meeting-you-dont-host/).

## What does the transcript look like?

The same as on Google Meet. The captions the bot collects during the call carry the real speaker names and are the scaffold. After the call, an audio pass over the recording produces the authoritative transcript — the one that copes with a sentence that starts in Arabic and ends in English, described on the [Arabic and English page](/features/arabic-english/). A line that cannot be attributed to a speaker is labelled Unknown rather than guessed.

The notes have the same fixed shape too: summary, agenda, discussion by topic, decisions, milestones, and action items with owners and due dates, laid out in the client's minutes template and exportable as a PDF or copied for email — see [meeting minutes](/features/meeting-minutes/).

## When does it join, and what if it fails?

Auto-join is on by default. It can be turned off for one meeting, for a whole recurring series, or for your account, and the most specific setting wins; the app shows which one decided. If a join fails — the bot was never admitted, the link changed, the meeting ended before it got in — retry with one click. The app refuses to send a second bot into a meeting that already has one, so a retry never produces two notetakers in the same call.

## Why does the Google calendar matter here?

Because that is where the link comes from. Each connected Google account belongs to one client, so an invitation that lands on it is already filed under that client before the bot joins, and a Teams meeting with Client A can never end up in Client B's workspace. How accounts are connected, and what happens to invitations that have no client, is on the [multiple Google accounts page](/features/multi-account/).

## What does it not do yet?

Microsoft account and calendar sync is not available yet; today a Teams meeting is found through the Google calendar invitation that carries its link, or by adding the link yourself.

## Not yet available

- Microsoft account and calendar sync — today, Teams meetings are found through the Google calendar invite that carries the link or by adding the link directly — not yet available

## Frequently asked

**Do I need to connect a Microsoft account?**

No, and you cannot yet: Microsoft account and calendar sync is not available. A Teams meeting is joined from its link, which TrackHeros finds on the invitation in a connected Google calendar or which you add directly.

**The client organises the Teams meeting. Can the bot still join?**

Yes. It joins from the link like any guest and waits in the lobby until it is admitted. Let the organiser know the notetaker will be asking to join, and ask them to let it in.

**The Teams link was buried in a forwarded invitation. Will it be found?**

Yes. TrackHeros looks in the conference data, the location field and the description text, and it recognises a Teams link even when it sits inside a forwarded invitation that also contains other links. If there is a Teams link anywhere in the invitation, it is found.

**Does the transcript work the same way as on Google Meet?**

Yes. The platform captions give real speaker names, and an audio pass over the recording produces the authoritative transcript, including Arabic and English in the same sentence. The notes have the same fixed shape and use the client's minutes template.

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TrackHeros is in private beta. Early access: https://trackheros.com/#early-access