How Teams recordings are automatically imported

When you schedule a Teams meeting through Prospo and the meeting is recorded, Prospo can automatically detect and import the recording and transcript after the meeting ends — without any manual steps. This relies on a Microsoft webhook connection that notifies Prospo the moment a recording becomes available.

How it works

When a Teams meeting ends and a recording is saved to Microsoft's cloud:

1. Microsoft notifies Prospo via a background subscription
2. Prospo downloads the recording (MP4) directly from Microsoft to your organisation's storage
3. The transcript (in WebVTT format) is fetched, parsed, and converted to Prospo's format
4. Speaker labels are resolved — Prospo maps generic labels (Speaker A, Speaker B) to the actual names of the advisers and contacts in the meeting
5. The recording and transcript appear in the meeting record in Prospo, usually within a few minutes of the meeting ending

You don't need to do anything — just end the meeting in Teams and the content will appear in Prospo.

Requirements

Automatic import requires:

• Your organisation's Microsoft 365 connector is active and configured by an Org Admin
• Auto-recording is enabled for the meeting (set at the time of scheduling in Prospo)
• The meeting was created through Prospo as a Teams meeting — recordings from meetings not scheduled via Prospo cannot be automatically detected

If auto-recording wasn't enabled when the meeting was scheduled, or if something went wrong, you can import the recording manually. See Manually importing a Teams recording.

Auto-recording setup

When you schedule a Teams meeting in Prospo with auto-recording enabled, Prospo configures the meeting to start recording automatically when the call begins. If this setup fails (for example, due to Microsoft permission settings), you'll see a warning before the meeting is created giving you the option to proceed without auto-recording or cancel and fix the configuration.

If you consistently see auto-recording errors, ask your Org Admin to review the Microsoft connector settings.

Where to find the recording

Once imported, the recording and transcript appear in the middle panel of the meeting record. Open the meeting from your dashboard and look for the Transcription section — the recording will be listed there with a Transcript badge if a transcript was also imported.

Processing typically takes a few minutes after the meeting ends. If nothing appears after 10 minutes, try refreshing the page or importing manually.