Microsoft Teams

Set up Notes Agent for Microsoft Teams by connecting your Microsoft account and inviting the bot to your meetings. Once connected, Notes Agent joins your Teams meetings automatically, records them, and delivers the notes to your webhook.

Prerequisites

Before you begin, make sure that you have the following:

• A Microsoft account with access to Outlook Calendar (Microsoft 365 or Outlook.com).
• A FastPix account.
• A webhook endpoint URL. To create one, see Set up webhooks.
• An access token and secret key from the FastPix dashboard. See Activate your account to generate them.

Set up Notes Agent

Before you can use Notes Agent, you need to authorize it in the FastPix dashboard. Complete the following three steps in order.

One-time setup with FastPix

Do this once. After it’s done, you won’t need to repeat it, even if you connect more Microsoft accounts later.

1. Configure your credentials - go to AI Agents → Notes Agent. On the welcome page, click Configure credentials and enter your access token and secret key. You only do this once per workspace.

NOTE: Keep this token active, revoking it will interrupt uploads.

2. Connect a calendar - once your credentials are configured, the Connect a calendar step unlocks. Click Outlook calendar, choose your Microsoft account, and complete OAuth authorization.

   NOTE: During authorization, Microsoft asks you to review and grant the permissions Notes Agent needs. Accept the permissions to continue.

   After authorization completes, the page loads to show your meetings data.

3. Set up your webhook - go to Webhooks, click Generate new webhook, enter your URL, and make sure the toggle is enabled. To learn how to set up your endpoint and confirm that webhook events are genuinely from FastPix, see Set up webhooks.

   NOTE: Without a webhook URL, you won’t receive the notes payload after meetings. For details about what the payload contains, see Webhook payload.

Add accounts

Each Microsoft account you connect is authorized to use Notes Agent. Notes Agent will auto-join meetings from every connected account’s calendar. You can pause any account at any time.

1. Open the Connect calendars dialog - on the Notes Agent page, click Connect accounts in the top right.

2. Add a Microsoft account - in the Connect calendars dialog, click + Add next to Connect a Microsoft account, then complete OAuth authorization. This grants read-only access to your calendar events, which Notes Agent uses to auto-join your Teams calls. The account appears under Connected accounts once authorized. Repeat this for each additional account you want to connect.

3. Manage connected accounts - under Connected accounts, each account has a toggle. Use it to pause recording for an account without disconnecting it. When an account is paused, Notes Agent will not auto-join meetings from that account.

A Microsoft account can be connected to only one workspace at a time. If you try to connect an account that’s already connected to another workspace, a pop-up asks whether you want to switch the account to your current workspace. If you confirm, the account moves to your current workspace and is removed from the previous one.

If the account belongs to a business domain - that is, a domain that isn’t a generic provider such as outlook.com, only one account from that domain needs to connect. After any individual on the domain connects their account, every address on that domain is authorized to use Notes Agent. For example, after one @fastpix.com user connects, anyone who creates a Teams meeting and invites notes@fastpix.co will have the bot join, as long as their address ends in @fastpix.com.

Setup for every meeting

Do this for each meeting you want Notes Agent to join and record.

1. Invite Notes Agent - in Outlook Calendar, open your meeting event and add notes@fastpix.co to the attendees. Save the event.

2. Run your meeting as normal - Notes Agent joins the Teams meeting within two minutes of the scheduled start time. It appears as FastPix Notestaker in the participants list and records in the background. No action required from participants.

   NOTE: Notes Agent joins as an external participant. Your meeting’s lobby setting determines whether it joins directly or waits to be admitted.

   In Meeting options → Who can bypass the lobby:

   • Everyone: Notes Agent joins automatically. Recommended.
   • People who were invited: Notes Agent is on the invite, so it should join automatically.
   • People in my org, and guests / People in my org, trusted orgs, and guests: Notes Agent joins automatically only if your admin has added FastPix as a trusted or external domain. Otherwise it waits in the lobby.
   • People in my org / Only organizers and co-organizers: Notes Agent waits in the lobby and must be admitted manually.

   If Notes Agent is waiting in the lobby, any participant already in the meeting can admit it. If you can’t change this setting, your organization’s admin may have locked it through a meeting policy or sensitivity label.

   NOTE: Notes Agent appears in the participant list as FastPix Notestaker. Depending on your organization’s external access settings, its name may be followed by (External) or (Unverified). This is expected for participants outside your organization and does not affect recording. Your Teams admin can add the FastPix domain to the organization’s allowed external domains to display a verified name and profile picture.

3. Receive your notes - after all participants leave, the bot waits three minutes before leaving and processing the recording. The events are delivered to your webhook URL, and the AI-generated advanced summaries and speaker-attributed transcripts are available in the FastPix dashboard under AI Agents → Notes Agent → Click on any meeting. For details about what each webhook event contains, see Webhook payload

NOTE:

• The three-minute wait is a grace period, if any participant rejoins before it ends, the bot continues to stay in the meeting until everyone leaves again.
• If no participants join the meeting, Notes Agent waits 15 minutes and then leaves the call.