This guide is for the EVO administrator in your organisation (typically a manager or team lead). It covers verifying your access to Meeting Assistant, then adding your team.
📌Note: Before you start, your IT administrator must have already granted Microsoft 365 admin consent. If they haven't, share the Meeting Assistant — IT Admin Setup Guide with them first.
Verify your access
Sign in to EVO and open Meeting Assistant from your apps list.
Inside Meeting Assistant, go to Settings → General.
Click Connect next to Microsoft Calendar and sign in with your work account.
If your upcoming meetings appear, you're set up. If you don't see Meeting Assistant in your EVO apps list, contact your Access Group account manager.
Need admin approval — IT hasn't granted M365 consent yet. Share the IT Admin guide with them.
Your account is blocked — A Microsoft Entra security policy in your org. Forward to IT to resolve.
Add a user
Repeat for each colleague.
Go to EVO → Members list.
2. Search for the user > Click Manage Roles
3. Find Meeting Assistant → set the dropdown to User → Save Changed.
4. Ask the user to refresh EVO. Meeting Assistant will appear in their apps list. They should then open it, go to Settings → General, and connect their Microsoft 365 calendar.
Worth checking out
Before rolling out to your team, spend a few minutes walking through the product yourself. Knowing what your users will experience makes it much easier to answer their questions.
Connect your calendar
In Meeting Assistant, go to Settings → General, find Microsoft Calendar, and click Connect.
Sign in with your work account and grant the requested permissions.
You only need to do this once. Your calendar stays connected until you manually disconnect it.
Meeting types & integrations
In Settings > Admin Configuration, you can configure what meeting types your team is able to use:
Different meeting types will generate different structures for the summary.
In addition, some meeting types can be integrated with different Access Evo products such as ARCRM/Vincere/HireAra/etc...
Once integrations are enabled, data will automatically flow from Meeting Assistant to the connected Product.
For example: If Meeting Assistant is connected to Vincere for the Candidate Interview meeting type. Then Meeting Assistant will process the Candidate Interview meeting, generate a summary and extract fields, then automatically push that data to the candidate record in Vincere.
Upcoming meetings
Once your calendar is connected, the Upcoming Meetings page shows all your scheduled meetings. Each meeting has a toggle that controls whether the bot joins automatically — on by default.
Toggle ON — the bot joins this meeting and begins recording.
Toggle OFF — the bot skips this meeting.
For sensitive conversations or personal catch-ups, switch the toggle off before the meeting starts.
Need to remove a bot that's already joined?
In Teams, open the participants list, right-click the bot, and select Remove from call.
Past Meetings
After a meeting ends, it moves to the Past Meetings page. Within a few minutes, the recording is processed and you'll have access to three views:
Summary — AI-generated overview covering key discussion points, decisions, and action items.
Transcript — full text transcript with speaker labels, searchable.
Extracted Fields — for structured meeting types like Candidate Interviews, key data is automatically pulled from the conversation. For Candidate Interviews, this includes:
Available start date
Employment type (e.g. Permanent, Contract)
Current and desired salary, including currency and period (e.g. monthly, yearly)
Other benefits mentioned
Notice period (e.g. 2 weeks, 1 month)
Key skills discussed
Submit feedback
Meeting Assistant is actively being developed. If you spot a bug, want to request a feature, or have feedback on how an existing feature could work better, submit it via the feedback portal. You can also browse and upvote existing submissions — upvotes help prioritise what gets built next.
Feedback portal: EVO Meeting Assistant Ideas Portal
FAQ
Where is my Meeting Assistant data stored?
If you're a EMEA customer, all Meeting Assistant data is stored in the AWS eu-west-2 region.
If you're an APAC customers, all Meeting Assistant data is stored in the AWS ap-southeast-2 region.
Need help?
Please contact your CSM.