Admin Setup Guide

Follow these steps to enable CallScrib for your organization. This requires Microsoft 365 admin access.

Don't have M365 admin access?The Desktop Agent works without admin permissions and supports any meeting platform.
Download Desktop Agent
1

Enable Meeting Transcription

  1. Go to Teams Admin Center
  2. Navigate to Meetings > Meeting policies
  3. Select the policy to edit (or the Global default)
  4. Under Recording & transcription, set Transcription to On
  5. Save the policy

Reference: Microsoft documentation on meeting transcription

2

Enable Automatic Transcription (Recommended)

By default, someone must manually click “Start transcription” in each meeting. To get AI summaries for every meeting automatically, enable auto-recording, which also starts transcription.

Option A: Teams Admin Center (GUI)

  1. Go to Teams Admin Center
  2. Navigate to Meetings > Meeting policies
  3. Select the policy to edit (or the Global default)
  4. Under Recording & transcription, set Meeting recording to On
  5. Set Recordings automatically expire to your preferred retention period
  6. Save the policy

Then organizers can set “Record automatically” in their meeting options, or you can enforce it via meeting template.

Option B: PowerShell (org-wide enforcement)

Run this in Teams PowerShell to auto-record all meetings org-wide:

Connect-MicrosoftTeams
Set-CsTeamsMeetingPolicy -Identity Global -AllowTranscription $true -AutoRecording Enabled

This sets the Global policy. You can also create a custom policy and assign it to specific users or groups.

Note: Policy changes can take up to 24 hours to propagate to all users. Meeting templates offer more granular control if you only want auto-transcription for certain meeting types.
3

Enable Phone Call Transcription (Optional)

If you want AI summaries for PSTN phone calls, your organization needs:

  • Teams Phone license (Microsoft Calling Plans or Operator Connect)
  • Call transcription enabled in Teams Admin Center > Voice > Calling policies
Note: Direct Routing (third-party SBC) is not currently supported for call transcription.
4

Grant App Permissions

A tenant admin must consent to the following permissions (one-time, covers all users in the org):

OnlineMeetingTranscript.Read.All — Read meeting transcripts

CallTranscripts.Read.All — Read call transcripts

OnlineMeetingRecording.Read.All — Access meeting metadata

Calendars.Read — Identify meetings for transcript matching

These are application permissions — the app accesses data on behalf of the organization, not individual users. No user-level sign-in is required for the core functionality.

5

Create Application Access Policy

Microsoft requires an application access policy to allow CallScrib to read meeting transcripts. This is a one-time setup using Teams PowerShell.

Install Teams PowerShell if you haven't already, then run:

Connect-MicrosoftTeams

New-CsApplicationAccessPolicy -Identity CallScrib-Policy \
  -AppIds '1b854c1d-3ba0-49bf-974b-a8010124da38' \
  -Description 'Allow CallScrib to access meeting transcripts'

Grant-CsApplicationAccessPolicy -PolicyName CallScrib-Policy -Global

The -Global flag applies the policy to all users. You can also assign it to specific users with Grant-CsApplicationAccessPolicy -PolicyName CallScrib-Policy -Identity user@domain.com.

Note: This policy can take up to 30 minutes to take effect. Reference: Microsoft docs on application access policies
6

Install the Teams App

Early access: CallScrib is pending AppSource approval. For now, install it by uploading the app package manually (sideloading).

Download App Package (.zip)

Option A: Upload for your organization (admin)

  1. Go to Teams Admin Center
  2. Navigate to Teams apps > Manage apps
  3. Click Upload new app > Upload
  4. Select the callscrib-teams-app.zip file you downloaded
  5. The app will be available to all users in your organization

Option B: Upload for yourself (no admin needed)

  1. Open Microsoft Teams (desktop or web)
  2. Click Apps in the left sidebar
  3. Click Manage your apps at the bottom
  4. Click Upload an app > Upload a custom app
  5. Select the callscrib-teams-app.zip file
  6. Click Add to install
Note: If “Upload a custom app” is disabled, your admin needs to enable custom app uploading in Teams Admin Center > Teams apps > Setup policies > toggle Upload custom apps to On.

Verify Setup

After completing the steps above, start a Teams meeting. If you enabled automatic transcription (Step 2), the meeting will be transcribed automatically. Otherwise, click “Start transcription” during the meeting. Within 60 seconds of the meeting ending, you should see an AI-generated summary card posted to the meeting chat.

Troubleshooting

No summary appears after a meeting

Verify that transcription was running during the meeting. If you haven't enabled auto-transcription, someone must manually start it. Also check that the application access policy (Step 5) has been applied.

Permission consent error

Ensure you are a Global Administrator or have the Application Administrator role in Microsoft Entra.

Phone calls not summarized

Confirm Teams Phone licensing and that call transcription is enabled in your calling policy. Direct Routing is not supported.

Policy changes not taking effect

Meeting policies and application access policies can take up to 24 hours to propagate. Try again later if the changes were recent.