Meeting Copilot

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Requesting Access

1. Contact the Tenzo team directly to request beta access.
2. Once enabled, the Meeting Copilot tab will appear in your sidebar navigation.
3. No additional per-user setup is required — all members of your organization will have access once the feature is turned on.

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Microsoft Teams App Installation & Setup

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Prerequisites

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Installing the App

1. Have your Teams admin navigate to the Teams admin center.

2. Go to Teams apps > Setup policies.
3. Click on the Global (Org-wide default) policy and enable the Upload custom apps permission, then save.

5. Download the Tenzo Meeting Copilot app package from here.
6. Navigate to Teams apps > Manage apps, click Actions in the top right of the page, then select Upload new app and upload the downloaded Tenzo app package.

8. Once uploaded, search for Tenzo Meeting Copilot in the All apps table and click on the app title.
9. Under Users and groups, configure who this app should be available to.

10. The app will request the following permissions:
    • Read basic meeting info
    • Read meeting participant info
11. Once installed, the app is available to all users in your Teams tenant.

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Pinning the App to Meetings

1. Navigate back to Teams apps > Setup policies and click on the Global (Org-wide default) policy.
2. Scroll down to Pinned apps and click + Add apps.
3. Search for Tenzo Meeting Copilot and add it.
4. Once added, Tenzo Meeting Copilot should appear in the Pinned Apps table under the Meeting extensions column.
5. Click Save.

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Adding the Tab to a Meeting

1. Open a Teams meeting and click the + icon to add a tab.
2. Search for Tenzo Meeting Copilot and select it.

• Links to an existing note if one was already created for this meeting, and resumes editing it.
• Reuses a scheduled interview when one is detected (via the calendar integration), creating a note linked to the candidate automatically.
• Creates a standalone note otherwise.

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Using Notes in a Meeting

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Disconnecting Zoom

• From Tenzo — disconnect Zoom in your workspace settings. Tenzo asks Zoom to revoke the stored grant, then deletes the credentials it holds. If Zoom cannot be reached, the local credentials are still deleted and the grant lapses when the token expires.
• From Zoom — uninstall the app under Zoom App Marketplace → Manage → Added Apps. Zoom revokes the grant on its side and notifies Tenzo, which deletes the stored Zoom credentials for that Zoom account automatically.

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Using Notes Without the Teams App

1. Meeting Bot (Zoom, Google Meet, Teams): Paste your meeting URL, click Launch Bot, and admit the bot when it appears in the meeting lobby. The bot joins, transcribes, and generates notes in real time.
2. Call Bridge (Phone Calls): Bridge an outbound phone call between host and candidate phone numbers.
3. Live Conversation (Microphone): Record directly from your browser/microphone for in-person interviews or face-to-face discussions without requiring a bot or phone bridge. Spoken dialogue is transcribed in real time and automatically summarized into your meeting notes when finished.

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Meeting Copilot Dashboard

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Templates

• Template name
• Meeting type (Interview, Intake, or Other)
• Creator
• Visibility (Public / Private)
• Sections count
• Questions count (summed across all sections)

• Create a new template — Click the ”+ New Template” button.
• Edit a template — Click any row to open the editor.
• Edit templates with AI — Open the AI editor to create or update templates from a natural-language request. The AI can search your organization’s Jobs by name and reuse a Job’s configured interview script questions when building note sections.
• Duplicate a template — Click the copy icon on a row to create a clone.
• Pin a template — Click the star icon on a row to pin it. Pinning is per-user: your pins are yours alone and don’t affect your teammates. Pinned templates float to the top of the list and are surfaced first when selecting a template for a meeting.

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Notes

• Note name
• Meeting type
• Candidate
• Job
• Meeting link
• Date last updated

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Autopilot

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Note Templates

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Creating a Template

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Edit templates with AI

• Create, edit, or delete note templates based on your instructions.
• Find a Job by name in your organization and reuse that Job’s configured interview script questions when building sections.

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Template Settings

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Meeting Types

• Interview — A conversation with a candidate. After the meeting, Tenzo generates a meeting summary and (optionally) syncs it to the candidate or application in your ATS.
• Intake — A kickoff conversation with a hiring manager or client to define a role. After the meeting, Tenzo generates a job description from the template and (optionally) writes a selected set of fields back to the ATS job record. Because intakes are about the job (not a specific applicant), the candidate picker is disabled on intake notes.
• Staffing Sales — A staffing agency recruiter pitching a candidate to a client hiring manager. Enabled for staffing organizations — contact Tenzo if you don’t see it in the picker.
• Other — Freeform meeting type. No structured summary generation beyond the notes themselves.

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Note Format — Sections & Questions

• Sections — Logical groupings (e.g., “Technical Skills”, “Culture Fit”, “Compensation”).
• Questions — Specific items the AI will listen for and fill in during the meeting (e.g., “What is the candidate’s experience with Python?”).

• Add, remove, and reorder sections via drag-and-drop.
• Add, remove, and reorder questions within each section.
• Start from an existing summary template as a base, or build from scratch.

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AI-Generated Questions (Copilot-Only)

• Prompt — Natural language instructions guiding the AI on what questions to generate (e.g., checking the job description for gaps, or generating follow-up questions from prior calls).
• Question limit — Number of questions to generate for this configuration (0 to 5).
• Context fields — Which context sources the AI should consider: Candidate / attendee resume, Job description, Prior call summary, Prior call Q&A, Prior call candidate questions, or Prior call suggested follow-ups.

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Constraints

• “Do not include salary information in the summary.”
• “Flag any mention of visa sponsorship requirements.”

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What gets redacted (and what doesn’t)

• Only the concrete data values for the constraint topics you select are redacted. For example, a “no salary information” constraint removes the compensation figures that were discussed.
• Names are redacted only if a constraint covers them. There is no separate name-redaction setting and no automatic name removal. But because redaction removes the concrete values belonging to whatever topics you list, a constraint such as “candidate identity” puts names in scope. If you are seeing names removed, that constraint is where it is coming from.
• If no constraints are configured on the template, nothing is redacted at all. The transcript is kept as-is.
• The organization-level Enable Transcript Redaction setting does not apply here. That setting covers phone and web interviews only and has no effect on Meeting Copilot meetings.

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Coaching

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Built-in defaults

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Adding a custom annotation

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Context

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Post-Meeting Actions

• Summary Format — generated for every meeting type.
• Job Description Format — shown for intake templates only.
• ATS Job Sync — shown for intake templates only; whether and which job fields are written to your ATS.
• Note Sync — where the generated note is posted in your ATS. It appears last so it follows the content it syncs.

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Summary Format

• Use note sections — Include the template’s sections in the summary output.
• Custom sections — Add additional summary sections beyond the note format.

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Note Sync

• Candidate — Post to the candidate’s profile.
• Application — Post to the specific application.
• Both — Post to both candidate and application.

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Job Description Format (Intake templates)

• Job description template(s) — An HTML template for the generated job description. Use placeholder labels (e.g. [Job Title], [Requirements]) to indicate where content should be filled in. The AI preserves the HTML structure of the template and replaces each placeholder with details pulled from the intake conversation. What you see here depends on your ATS:
  • ATS exposes description fields — You get one template per description field (e.g. Bullhorn’s internal Description vs. Public Description), each independently editable. A single intake meeting renders a distinct body for each field, so you can produce, say, a detailed internal description and a shorter public posting in one pass.
  • No ATS description fields (no ATS, or an ATS that exposes none) — You get a single generic job description template that drives the one generated job description. Clearing this template turns job description generation off entirely.
  • The canonical job description — the one emailed and previewed — comes from your primary (first) ATS description field, or from the single generic template when there are no description fields.

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ATS Job Sync (Intake templates)

• Sync intake to your ATS — The leading toggle. When off, notes created from this template default to not writing the job to your ATS (each note can still flip its own switch in the note’s Config tab).
• ATS Job Sync — A per-field checkbox list of every writable job field exposed by your ATS integration. Each box picks a field that will be written back to the ATS job record after the meeting:
  • Description fields (e.g. Job Description, Public Job Description) are populated from the job description template(s) in the Job Description Format sub-section — each description field renders from its own template. They’re opted-in by default on new templates.
  • Non-description fields (e.g. Salary, Start Date, Location, Employment Type) are extracted directly from the meeting transcript by a second AI pass. Only the fields you tick run through extraction.
  • With no fields selected, ATS sync is disabled entirely — the JD is still generated and emailed, but nothing is pushed to your ATS.
  • Use the Select all / Clear all buttons to toggle everything at once.
• Default values — Optional per-field defaults for the selected text-like fields. A default seeds the field when the meeting doesn’t clearly cover it, and guides the AI toward that value when it’s uncertain.
• Default Job Owner — Optionally pick a fallback owner (an ATS user) for jobs created from this template. It’s used only when the person who created the note can’t be matched to an ATS user, and it can still be overridden per note in the ATS Sync tab. Leave it blank to fall back to your ATS’s own default owner logic. See Job Owner for the full resolution order. Available for Bullhorn only.

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Pinning templates

• Surfaced first — they float to the top of the dashboard list and appear first (marked with a star) in the Template dropdown when you configure a note.
• Scope the AI’s auto-suggestion — when Tenzo automatically suggests a template for a detected meeting and you have pinned templates, it only ever picks from your pinned set. If you haven’t pinned any, it falls back to choosing from all templates you can see, so auto-suggestion keeps working out of the box.

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Job Associations

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Live Note View

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Note Name

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Tabs

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Notes Tab — Real-Time Note-Taking

• AI-generated responses appear and update as the conversation progresses.
• A brain icon indicates the AI is processing the transcript.
• A pencil icon indicates the AI is actively writing to the notes.
• Each question has an “answered” checkbox to track completion.
• Annotations (info, warnings, follow-up questions) may appear at the top level or on individual questions.
• Toggle edit mode (pencil button at the bottom right) to manually modify any response.

• Add new sections and questions that emerge during the conversation.
• Edit section titles and question text for clarity.

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Annotations

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Transcript Tab

• Speaker name and role
• Timestamps for each utterance
• Inline annotations from the AI

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Note Configuration

• Override ATS Field Sync (intake only) — Opens a modal with the same ATS field checkbox list as the template editor. The modal is pre-populated with the currently-selected template’s default field set. Any changes you make here narrow the sync on a per-note basis without editing the underlying template — useful when a particular intake should only write a subset of fields. Switching the template always resets the override back to the new template’s defaults.
• Email summary when generated — Toggle whether the generated summary or JD is emailed when it’s ready. This is on by default and pre-filled with the email of whoever created the note; edit the recipient or turn it off as needed.

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Paste a JD draft

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Auto-suggested questions

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Meeting Transcription Bot

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Launching the Bot

1. Enter the meeting URL — Supports Teams, Zoom, Google Meet, and other common platforms.
2. Choose when to join:
   • Join now — The bot attempts to join immediately.
   • Schedule for later — Pick a date and time for the bot to join automatically.
3. Click Launch Bot or Schedule Bot.

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Admitting the Bot

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Removing the Bot

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Call Transcription Bot

1. Enter both phone numbers — your number and the other party’s number. If a candidate is linked to the note, their phone number is pre-filled.
2. Choose when to connect:
   • Call now — Both parties are dialed immediately and connected through the bridge.
   • Schedule for later — Pick a date and time and the bridge will dial out automatically.
3. Click Launch Bridge or Schedule Bridge.

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Scheduled Follow-Up Flow

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How It Works

1. When an interview is scheduled via the platform (Google Calendar or Outlook integration), a note is automatically created and linked to the meeting.
2. The bot is pre-scheduled to join the meeting at the specified start time.
3. Before the meeting begins, the system pre-loads context for the AI, including:
   • The candidate’s resume and profile information
   • The job description
   • Prior call Q&A and interaction history
4. When the meeting starts, the bot joins automatically — no manual action required (aside from admitting it to the lobby).
5. After the meeting ends, the summary is auto-generated and optionally synced to your ATS.

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AI Chat

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Features

• Ask questions about the meeting content (e.g., “What did the candidate say about their management experience?”).
• Request specific summaries or analyses.
• Multi-turn conversation — the AI remembers the full context of your chat.
• Responses stream in real time with markdown formatting support.
• An unread indicator (blue dot) appears on the Chat tab when a new AI response arrives while you’re on another tab.

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Source Jobs (Interview Notes)

• Job title and a link into the job detail page.
• Star rating — an overall fit score.
• Reasoning — a short AI-generated explanation of why this job was surfaced.
• Requirement badges — one badge per requirement on the job, grouped into Required, Preferred, and Nice-to-have. Each badge’s color reflects whether the candidate is a Match (green), Partial match (yellow), or No match (gray), and hovering shows the specific evidence the AI used.

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Source Candidates (Intake Notes)

• Name, current role, and a link to their profile.
• Overall fit rating.
• Per-requirement match badges identical to Source Jobs (Required / Preferred / Nice-to-have, Match / Partial / No match).

• Requirements — add, remove, or edit the list of skills/criteria to search on.
• Years of experience — min/max bounds.
• Location — restrict to specific geographies or allow remote.
• Management level — keep only candidates whose current role title is at the chosen levels (see Filters). Available once enabled for your organization.
• Exclude contacted — skip candidates your team has already reached out to.
• Last note date — only surface candidates whose most recent note is older than a given window.

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ID Verification (Interview Notes)

• The reference photo on file for the candidate (from Persona or uploaded manually).
• Frames captured from the meeting — one per participant the bot identified.
• A match / no-match badge per participant indicating whether their face matches the reference image.
• Timestamps (MM:SS into the meeting) for each sampled frame so you can scrub back to the original moment in the transcript.

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Post-Meeting: Summaries & ATS Sync

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Summary Generation (Interview)

• Is formatted in markdown.
• Incorporates the template’s summary format configuration (note sections + custom sections).
• Appears in the Summary tab of the note view.
• Can be copied to clipboard using the copy button.

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Job Description Generation (Intake)

1. Each job description template on the preset is rendered with details extracted from the conversation (title, requirements, responsibilities, etc.). When your ATS exposes multiple description fields, every field’s template is rendered into its own job description; otherwise the single generic template produces one job description.
2. A second AI pass extracts structured job-field values from the transcript. With an ATS, that uses the fields selected in the template’s ATS Job Sync list (e.g. salary, start date, employment type, location). Without an ATS, Tenzo extracts against its built-in Job Sync fields (title, description, location, and related job details).
3. The generated job descriptions appear in the Job Description tab of the note view. The tab shows every generated description — one per ATS description field, each labeled by its field name (or a single description when there are no ATS fields). Each one can be regenerated individually, so you can re-run just the internal or just the public version without touching the others, and copied to clipboard with its copy button — the copy keeps the description’s formatting, so pasting into a rich-text editor (or your ATS) preserves it.

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Summary / JD Email

• Interview notes receive the HTML meeting summary plus a link back to the full note in Tenzo.
• Intake notes receive the rendered HTML job description plus a field-by-field preview of the ATS writes that will (or did) happen — each row shows the field name, the current ATS value, and the newly extracted value, so you can eyeball the diff before the write lands.

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Intake Context for AI Interview Scripts

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ATS Sync / Job Sync

• Candidate record — The summary appears as a note on the candidate’s profile.
• Application record — The summary appears as a note on the specific application.
• Both — Posted to both locations.

• Description fields are populated with their rendered HTML job description — each description field gets the body generated from its own template.
• Non-description fields are populated with the values extracted by the second AI pass.
• Per-note overrides on the Config tab narrow what’s written for that specific note.

1. After the meeting, Tenzo extracts job title, description, and related fields from the transcript (plus the generated job description).
2. Create is available once create-required fields are filled — currently Job Title and Job Description. You can finish any gaps in the Job Sync table, then click create. If the note’s sync toggle is on and extraction already filled those fields, Tenzo creates the Job automatically after the meeting — with the toggle off, or with either field still missing, you finish the create manually from Job Sync.
3. Creating the Job also starts AI interview script generation and links the note so Source Candidates unlocks.
4. Later updates from Job Sync write into the Tenzo Job and re-run script generation so the interview script stays aligned with the latest job details.

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Note action by meeting type

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Creating a company or contact from the picker

• Selecting it shows a short confirmation (the entity type, the name, and — for a contact — the parent company) before anything is written.
• On confirmation, Tenzo creates the record directly in your ATS and selects it, so you can finish creating the job without leaving Tenzo.
• A contact is always created under the company you’ve already picked, so choose the company first. Tenzo splits the typed name into a first and last name on the final space.

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Job Owner

1. The owner you picked in the ATS Sync panel for this note.
2. The note creator, matched to an ATS user by email.
3. The template’s default owner (set in the preset’s ATS Job Sync sub-section), used when the creator can’t be matched.
4. Your ATS’s own default owner logic, when none of the above resolve.

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Viewing Notes After a Meeting

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Meeting Copilot Dashboard

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Candidate Interview Tab

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ATS

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Creating Notes via the Public API

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Request Body

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Relationship between run_post_meeting_actions and ats_writes

• run_post_meeting_actions gates the entire post-meeting pipeline (summary generation, structured note questions, emails, webhooks, and ATS writes). When set to false, none of the background processing executes.
• ats_writes is a fine-grained sub-toggle within that pipeline. When run_post_meeting_actions: true, ats_writes determines whether the pipeline performs write-backs to your ATS (creating/updating a job or writing candidate fields). If run_post_meeting_actions: false, ats_writes has no effect because the pipeline is bypassed entirely.

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Transcript line

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Response

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Errors

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Example

curl -X POST https://api.tenzo.ai/api/v1/meeting-copilot-note \
  -H "Authorization: Bearer tenzo_pk_..." \
  -H "Idempotency-Key: 7b5a8e32-4d1a-4e6f-96a8-202609070001" \
  -H "Content-Type: application/json" \
  -d '{
    "meeting_type": "interview",
    "name": "Backend Engineer — Phone Screen",
    "note_template_id": "tmpl_abc123",
    "candidate_email": "candidate@example.com",
    "summary_email": "recruiter@example.com",
    "job_id": "job_xyz789",
    "run_post_meeting_actions": true,
    "transcript": [
      {
        "role": "host",
        "content": "Thanks for making time today — tell me about your recent work.",
        "speaker_email": "recruiter@example.com",
        "start_ts": 0,
        "end_ts": 4
      },
      {
        "role": "attendee",
        "content": "Sure. I have led API design on a platform team for the last three years.",
        "speaker_email": "candidate@example.com",
        "start_ts": 4,
        "end_ts": 11
      }
    ]
  }'

{
  "success": true,
  "note_id": "note_5f8c21",
  "candidate_id": "cand_9d4b60",
  "message": "Meeting Copilot note created successfully"
}

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FAQ