Meeting Copilot

Documentation Index

Fetch the complete documentation index at: https://f4c7a9e2d8b1-docs.tenzo.ai/llms.txt

Use this file to discover all available pages before exploring further.

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Requesting Access

Meeting Copilot is currently in beta. To enable the feature for your organization:

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

Meeting Copilot integrates with Microsoft Teams so you can launch the note-taking experience directly from within a meeting’s side panel.

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Prerequisites

Your organization must have a Microsoft Calendar integration connected in Tenzo. The Teams app uses your existing Microsoft tenant link to authenticate — no separate login is required.

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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
    • Write to meeting stage (for notifications)
11. Once installed, the app is available to all users in your Teams tenant.

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Pinning the App to Meetings

To make the Tenzo Meeting Copilot easily accessible during meetings, pin it in your organization’s app setup policy:

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

Once the app is pinned org-wide (previous section), it will appear directly in the meeting toolbar — no manual tab add is required. If the app is not pinned, you can still add it manually per-meeting:

1. Open a Teams meeting and click the + icon to add a tab.
2. Search for Tenzo Meeting Copilot and select it.
3. A configuration page will appear that automatically detects the meeting context.

The config page will show one of three statuses:

• Note Found — An existing note was already created for this meeting. You’ll continue editing it.
• Interview Found — A scheduled interview was detected (via the calendar integration). A note will be created and linked to the candidate automatically.
• Quick Note — No scheduled interview was found. A standalone note will be created.

If your Teams tenant is linked to multiple Tenzo organizations, you’ll be prompted to select which organization to use. Click Save to activate the tab. The note will be created (or linked) and the tab is ready to use.

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Using Notes in a Meeting

Once the tab is saved, the Meeting Copilot interface is embedded directly in the Teams meeting side panel. You have access to all note features — live notes, transcript, AI chat, bot controls, and configuration — without leaving the meeting.

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Using Notes Without the Teams App

If you’re on a meeting platform other than Teams — or prefer not to use the Teams tab — you can still use Meeting Copilot by creating a note manually:

1. Navigate to the Meeting Copilot dashboard and click ”+ New Note”.
2. Open the note and go to the Bot tab.
3. Paste your meeting URL (Zoom, Google Meet, Teams, etc.) and click Launch Bot.
4. Admit the bot when it appears in your meeting lobby.

The bot will join, transcribe, and generate notes just like it would through the Teams integration. We recommend split-screening between the meeting app and notes app for ease-of-use.

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Meeting Copilot Dashboard

The Meeting Copilot dashboard is your central hub for managing templates and notes. Access it from the sidebar by clicking Meeting Copilot. The dashboard is divided into two sections:

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Templates

Displays all note templates created for your organization. Each template card shows:

• Template name
• Meeting type (Interview, Intake, or Other)
• Total number of questions (summed across all sections)

From here you can:

• Create a new template — Click the ”+ New Template” button.
• Edit a template — Click any template card to open the editor.
• Duplicate a template — Click the copy icon on a template card to create a clone.

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Recent Notes

A table listing all notes created in your organization, with columns for:

• Note name
• Date created
• Date last updated

Click any row to open the note. Use the ”+ New Note” button to create a blank note.

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Note Templates

Templates define the structure and behavior of your meeting notes. They ensure consistency across meetings and allow the AI to auto-fill responses based on your specific questions.

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Creating a Template

Click ”+ New Template” from the dashboard to open the template editor modal.

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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.
• Other — Freeform meeting type. No structured summary generation beyond the notes themselves.

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Note Format — Sections & Questions

The core of a template is its note format, which defines sections and the questions within each section.

• 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?”).

You can:

• 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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Constraints

Constraints are business rules or restricted topics that guide the AI’s behavior during note-taking. Examples:

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

You can select from predefined constraints or add custom ones. When the meeting ends, any concrete values for the listed topics are redacted from the saved transcript before any post-meeting artifact (summary, JD, ATS field extraction) is generated. The live note view swaps in the redacted transcript automatically once redaction completes, so the constrained topics are not retained in the durable record. Generation prompts also receive the constraints as a “Restricted Topics” block, preventing the AI from re-introducing the values from other sources (resume, ATS data, the JD template).

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Coaching

The Coaching section configures the live annotation badges that the AI surfaces in the Notes and Transcript tabs while a meeting is in progress. Each template carries its own annotation list, so different meeting types (e.g. an intake vs. a phone screen) can call attention to different things. Up to 6 annotations can be configured per template. Each entry has:

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Built-in defaults

Every new template is seeded with five built-in annotations, which you can rename, re-color, edit, or remove:

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Adding a custom annotation

Click Add Annotation to append a new entry, then fill in title, color, and instruction. Custom annotations always have a slot reserved alongside the defaults — the cap is 6 total, regardless of how many built-ins remain. Click Reset to built-in defaults at the bottom of the section to restore the shipped configuration. This overwrites any in-progress edits in the section.

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Context

An optional free-text field where you can provide additional instructions or background information to the AI (e.g., “This is a senior role requiring 8+ years of experience”).

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End-of-Meeting Summary (Interview templates)

The End-of-Meeting Summary section (formerly labelled “Summary Format”) configures how the post-meeting summary is generated and synced for interview templates:

• Use note sections — Include the template’s sections in the summary output.
• Custom sections — Add additional summary sections beyond the note format.
• ATS sync target — Choose where the summary is posted in your ATS:
  • Candidate — Post to the candidate’s profile.
  • Application — Post to the specific application.
  • Both — Post to both candidate and application.
  • None — Do not sync to ATS.

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Job Description Format (Intake templates)

For intake templates, configure how the post-meeting job description is generated and which ATS fields it writes.

• Job description template — 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.
• 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 rendered HTML job description template above. 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.

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Job Associations

Link a template to one or more jobs. When a note is configured for a particular job, only templates associated with that job (and matching meeting type) will be shown.

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Live Note View

When you open a note, you’ll see a full-featured note-taking interface with multiple tabs.

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Note Name

The note name appears at the top and is editable — click it to rename.

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Tabs

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Notes Tab — Real-Time Note-Taking

While the bot is active, the Notes tab updates in real time:

• 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.

The AI can also dynamically:

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

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Annotations

Annotations are short AI-generated callouts that highlight things worth surfacing above the raw note responses. They can attach to the note as a whole or to a specific question. The set of annotation types that can appear, along with their colors and instructions, is configured per template in the Coaching section of the template editor (see Coaching). Out of the box every template ships with five built-in types — Quick Fact, Follow-Up Question, Compliance Violation, Red Flag, and Objection Response — and admins can rename them, recolor them, edit their instructions, or add custom ones up to a cap of six per template. Each annotation includes a short reasoning blurb explaining why the AI raised it. The badge color and icon match the configuration on the template, so the same color is reused on the Transcript tab to link the annotation back to the moment in the conversation that triggered it.

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Transcript Tab

A scrollable view of the full meeting transcript, including:

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

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Note Configuration

The Config tab lets you associate metadata with a note to improve AI accuracy. Beneath the metadata fields is a JD Generation (intake) / Summary Generation (interview/other) section with additional per-note controls:

• 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. If enabled, enter the recipient email (Tenzo will pre-fill the meeting organizer’s email when available).

After making changes, click Save Configuration to apply. A confirmation modal will appear with contextual warnings (e.g., “Changing templates will overwrite existing notes” or “Changing job or candidate IDs will affect data association”). You can also click Reset Changes to revert to the last saved configuration.

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Meeting Transcription Bot

The transcript bot joins your meeting, records the audio, transcribes it in real time, and powers the AI note-taking engine.

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Launching the Bot

From the Bot tab in the note view:

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

When the bot joins, it will appear in the meeting lobby. A notification reminds you to admit it after launching.

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Removing the Bot

If you need to stop recording early, kick the bot from the meeting. Upon leaving, it will trigger summary / JD generation.

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Call Transcription Bot

As an alternative to joining a video meeting, you can also initiate a bridge call — a phone-to-phone conversation connected through Tenzo that is transcribed and turned into notes just like a video meeting. From the Bot tab, switch the mode to Bridge and:

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.

The bridge records the call, transcribes it in real time, and drives the same live-notes, summary, and ATS sync flows as the meeting bot. To end a live bridge call (or cancel a scheduled one) use the End Bridge button on the Bot tab.

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Scheduled Follow-Up Flow

For interviews scheduled through Tenzo’s calendar integration, the note-taking bot can be automatically scheduled.

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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.

This flow ensures that follow-up interviews have full context without any manual setup.

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AI Chat

The AI Chat tab provides a conversational interface to interact with the meeting’s AI assistant.

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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)

On interview notes, the Source Jobs tab surfaces the jobs in your org that best fit the candidate based on their resume and anything learned during the interview. Each recommended job is shown as a card with:

• 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.

Click Regenerate to re-run the ranking after the conversation has progressed (for example, once new skills come up in the transcript). If the candidate has no resume on file, a warning banner indicates that recommendations are transcript-only.

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Source Candidates (Intake Notes)

On intake notes that are linked to a job, the Source Candidates tab runs Tenzo’s agentic sourcing engine against the requirements extracted from the intake conversation. The tab streams candidates in real time as they’re found. Each candidate row shows:

• 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).

Use the Config drawer (adjustments icon) to tune the search on the fly:

• 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.
• 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.

Use Stop to halt an in-progress search, or Refresh to restart with the current config.

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ID Verification (Interview Notes)

For interviews where the transcription bot captures participant video, Tenzo runs a face-match check to flag identity concerns (e.g., a different person showing up than the one on record). The ID Verification tab shows:

• 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.

ID Verification only runs when the meeting actually had video and when a reference photo is available for the linked candidate. If neither is true, the tab is hidden or shows an empty state.

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Post-Meeting: Summaries & ATS Sync

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Summary Generation (Interview)

Once the meeting bot finishes recording an interview (either when the meeting ends or the bot is manually removed), a summary is automatically generated. The summary:

• 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)

For intake meetings, Tenzo instead runs a job description generation pipeline after the bot finishes:

1. The job description template on the preset is rendered with details extracted from the conversation (title, requirements, responsibilities, etc.).
2. If any non-description fields are selected in the template’s ATS Job Sync list, a second AI pass extracts structured values for those fields from the transcript (e.g. salary, start date, employment type, location).
3. The rendered HTML JD appears in the Summary tab of the note view.

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Summary / JD Email

After generation, an email is sent to the configured recipient (or meeting organizer) containing the output.

• 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.

If the note isn’t linked to a job, the intake email also includes short instructions for how to link one so the JD can sync to the ATS.

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ATS Sync

Interview notes — If configured in the template’s summary format, the summary is automatically posted to your ATS:

• 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.

Intake notes — If any fields are selected in the template’s ATS Job Sync list (and the note is linked to a job), Tenzo writes each selected field directly onto the ATS job record:

• Description fields are populated with the rendered HTML job description.
• 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.

This sync happens automatically in the background after generation.

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Viewing Notes After a Meeting

There are several ways to access completed meeting notes:

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Meeting Notes Dashboard

Navigate to Meeting Notes in the sidebar to see all notes in the Recent Notes table. Click any note to view the full details, including the transcript, notes, summary, and chat history.

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Candidate Interview Tab

For notes linked to a specific candidate, the meeting summary and notes will also appear on the candidate’s Interview tab within their profile. This provides interviewers and hiring managers quick access to meeting outcomes directly from the candidate view.

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ATS

If ATS sync is enabled, summaries are available directly in your ATS on the candidate or application record (depending on configuration).

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FAQ