Hello Team,
If you’re wondering why your meeting summary isn’t showing up in AI Follow-Up (Staircase), here are some simple reasons and tips to help you understand and troubleshoot the issue.
How Meeting Summaries Are Created:
To generate a meeting summary, two key things must happen:
- The meeting organizer’s calendar (Google or Microsoft) must be integrated with Staircase.
Through calendar integration, we retrieve the scheduled calendar event and its associated meeting ids. Please note that if the organizer’s calendar is not integrated, we can still get the meeting event from one of the participants whose calendar is integrated. In such cases, we generate summaries based on meeting provider restrictions. For example, if the zoom authorized user has read access to all meetings and we obtain the meeting ID via their calendar event, we can generate summaries but MS teams won’t allow us to read the transcripts of the Organiser mail was not connected. Additionally, we only read meeting events that are scheduled with stakeholders.
- The meeting must be recorded, and its transcript must be available for processing.
Important: Staircase only reads meetings that were scheduled with a calendar invite. It will not process recordings from meetings created outside calendar invitations or without proper meeting details.
Common Reasons Why Meeting Summaries Might Not Appear
1. No Transcript Available
Staircase requires a transcript file to create a summary. If the transcript is missing, no summary can be generated. Sometimes, meetings are created manually or the meeting ID doesn’t match the transcript, so Staircase can’t find the right file. Also, if the meeting didn't occur at the scheduled time, we will not find the meeting transcripts.
2. Meeting Organized by an External Stakeholder
Summaries are only generated when the meeting organizer is part of your team. Meetings hosted by external people won’t have summaries created.
3. Missing Meeting ID in Calendar Invite
If the calendar event doesn’t include the meeting ID and the meeting link is shared separately, Staircase can’t connect the transcript to the event. Make sure the meeting organizer adds the meeting ID within the calendar invite.
4. Teams Application Policy Not Assigned(For MS Teams)
For meetings held via Microsoft Teams, the organizer must have the correct Teams application access policy assigned. If the policy is missing, transcripts and summaries may not be generated. Your workspace administrator can verify this using PowerShell commands.
Get-CsUserPolicyAssignment -Identity "user@email.com"5. Using Non-Integrated Meeting Providers
In some cases, customers have enabled MS Teams integration in Staircase, but the meeting organizers use different meeting providers. For example, if the meeting ID is from Zoom, we cannot read the meeting transcripts because Zoom is not integrated.
Additional Notes to Keep in Mind
- The Has Transcript status in Staircase’s meeting report means we were able to read the transcript. It does not confirm if there is an actual transcript stored in Zoom, MS Teams, or other meeting providers.
- If a summary fails to generate within 2 to 4 hours after the meeting, Staircase tries again by fetching missed summaries from the last 3 days every day.
What to Do If Your Meeting Summary Is Still Missing
If you’ve checked all the above points and still don’t see the meeting summary, please reach out to our support team. To help us assist you quickly, please provide:
- A screenshot of the calendar invite from the organizer’s calendar (including participant names, date, time, and meeting details)
- Confirmation screenshot showing that the meeting transcript is available
Thank you.