Meetings Policy
UI: Meetings Policy (BETA) / Meeting Policy
Page title: Project meeting policy
Deep link: ?settings=project§ion=project-meetings-policy
Audience: Admins / project managers with access to Project Settings
Note: BETA section. The deep link uses the modal ID; it may not yet be whitelisted in VALID_SECTIONS_BY_SCOPE — open via the Meetings Policy (BETA) sidebar if the query param doesn't work.
Purpose
Defines the project's Meeting Intelligence policy: transcription, recording, consent, Recall.ai mode, capture email, action items destination, AI instructions, retention, and minutes template.
Relevance
Without a clear policy, bots and transcripts can run without consent or apply decisions without human review. Auto-apply is off by default until someone explicitly turns it on.
Usage example
The BIM manager turns on Transcription enabled and Recording allowed, leaves Auto-apply enabled off, chooses Recall recording mode = Capture email, activates Project capture email, copies the address mi-…@meet.bimworkplace.com to Outlook invitations, sets Action items destination = Management tasks, and saves with Save.
Who can use it
Users with permission to edit Project Settings in this project. If no project is selected, the section asks to select a project.
Screen anatomy
- Modal Project Settings (full screen).
- Left sidebar: project sections; active item Meetings Policy (BETA).
- Main area: header Project meeting policy + description.
- Inline bar Changes + Save button.
- Card with toggles, dropdowns, capture email, AI instructions, retention, minutes template, and preferred transcript source.
- States: loading; alert if policy is unavailable (404).
Options and fields
Toolbar
| Control | Function |
|---|---|
| Changes | Indicator that there are unsaved changes |
| Save | Saves the policy to the project; disabled if no dirty state or while saving |
Toggles
| Control | Function |
|---|---|
| Transcription enabled | Allows capturing or uploading transcripts |
| Recording allowed | Allows provider recordings when consent and policy allow |
| Auto-apply enabled | Automatically applies suggestions/minutes; keep off — human review is the safe path |
| Require explicit consent | Requires participant consent before processing meeting content |
| Project capture email | Allocates a dedicated invitation address for this project in the shared capture mailbox |
Capture email
| Control | Function |
|---|---|
| Capture email address | Shows the alias (e.g., mi-…@meet.bimworkplace.com) after provisioning |
| Help text | The alias is added to the shared mailbox upon saving; invite on Google Calendar or Outlook; BWP creates the meeting when Microsoft Graph ingests the invitation |
| Pending message | If the toggle is on but no address yet: Save the policy to provision the capture email address. |
Dropdowns
| Control | Values (EN) | Function |
|---|---|---|
| Recall recording mode | Disabled · Manual (schedule per meeting) · Automatic (on calendar sync) · Capture email (invite project address) | How/when the Recall bot is scheduled |
| Action items destination | Management tasks · Coordination topics · Tasks and topics | Where applied action items go |
| Preferred transcript source | Manual · Microsoft Teams · Google Meet · Recall.ai · Azure AI Speech | Preferred transcript source (Azure AI Speech may have a preview note) |
Description of Recall mode: Manual schedules bot per meeting; Automatic requests bots on calendar sync; Capture email schedules when invitations arrive at the project's capture address.
AI and retention
| Control | Function |
|---|---|
| AI instructions | Free text (max. 4000) added to project AI prompts (suggestions and minutes). Placeholder ex.: Always answer in Portuguese… |
| Retention days | Number of retention days (1–3650) |
Minutes template
| Control | Function |
|---|---|
| Minutes template | Sections that the AI minutes draft should produce |
| Customize | Switches from default to editable list |
| Add section | New section (only in customize mode) |
| Reset to default | Reverts to standard structure |
| Default in use | Summary, Notes, Decisions, Conclusions, Next steps |
| Per section: Key · Title · Type · AI instructions | Section identity and format |
| Type (values) | Paragraph · Bullet list · Decision list · Action list |
| Move up / Move down / Remove section | Reorder or delete section |
Empty / error
| State | Meaning |
|---|---|
| Loading… | Loading policy |
| Meeting policy is not available for this project. | Policy unavailable (e.g., 404) |
| Select a project to manage meetings policy. | No project in navigation context |
How to use
Open
- With a project open: avatar/menu → Project Settings, or project settings shortcut.
- Sidebar: Meetings Policy (BETA).
- Optional:
?settings=project§ion=project-meetings-policy(if the deep link is active in your environment).
Configure and save
- Adjust toggles (transcription, recording, auto-apply, consent).
- Choose Recall recording mode and, if using Capture email, turn on Project capture email → Save → copy the displayed address.
- Define Action items destination, AI instructions, Retention days.
- Optional: Customize the minutes template; add/reorder sections.
- Choose Preferred transcript source.
- Save in the Changes bar.
Links
- Meetings — meetings / minutes hub
- Integrations — calendar links / providers
- Project Info · Workplace vs Project
Tips / common errors
- Leave Auto-apply enabled off until the team trusts the suggestions.
- Without Save after turning on Project capture email, the address does not yet exist (provision).
- Invite the capture alias to events; without Graph ingesting the mailbox, the meeting is not created.
- Toast Could not save the meeting policy → review permissions / network and try again.
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