How do admins enable Microsoft Cloud Recording in Avoma?

As a Microsoft Azure Portal or Microsoft 365 admin, you control whether Microsoft Cloud Recording works for your organization in Avoma.

This article covers the one-time setup for connecting a company-wide Microsoft Workspace (optional but recommended), setting your Teams recording preferences, enabling cloud recording in the Microsoft Teams admin center, and completing Microsoft's admin consent workflow.

Important: Recording meetings in Microsoft Teams requires a cloud recording license. Supported licenses include Office 365 Enterprise E1, E3, E5, F3, A1, A3, A5, Microsoft 365 Business, Business Premium, and Business Essentials.

For the current list of supported licenses, see Microsoft’s help articles: Record a meeting in Microsoft Teams and Manage meeting recording options.

Summary: Steps to enable Microsoft Cloud Recording

Connect a company-wide Microsoft Workspace (It saves every user from connecting their calendar, Outlook, and Teams individually).
Choose your recording method (Cloud Recording or the Avoma Assistant bot) and set up the related consent or bot settings.
Turn on Meeting Recording and Transcription in the Microsoft Teams admin center. This is the permission switch everything else depends on.
Turn on automatic recording using a meeting template, so recording starts without anyone clicking Start recording.
Complete Microsoft's admin consent workflow so Avoma is authorized to download the recordings Teams produces.

What does the Avoma–Microsoft Workspace connection enable?

Simplified setup: Connect Microsoft Outlook Calendar and email on behalf of your organization's members. No individual configuration needed.
Seamless meeting synchronization: Automatically syncs all your team members' calendars to enable automatic recording and note-taking.
Comprehensive email integration: Automatically collects emails from members' Outlook inboxes to build complete, information-rich activity timelines.
Microsoft Cloud Recording via Teams: Automatically pulls Microsoft Cloud Recordings from members' Microsoft Teams accounts to enable automatic recording and note-taking, with no bot needed to join.

What happens without a company-wide Microsoft Workspace connection?

If you don't set up a company-wide connection, every member has to connect these individually:

Members must manually connect their calendars: Required for seamlessly syncing meetings into Avoma for automatic recording and note-taking.
Members must manually connect their Outlook accounts: Required to send emails from Avoma in one click and maintain an accurate deal activity timeline.
Members must manually connect Microsoft Teams: Required for seamlessly syncing Microsoft Cloud Recordings into Avoma for automatic recording and note-taking, without the need for a bot to join.

How do admins connect a company-wide Microsoft 365 workspace to Avoma?

Streamline your workflow by enabling centralized management for Microsoft Outlook calendar sync, email communication, and Microsoft Cloud Recording - all while eliminating individual user setup requirements.

Before you begin

You must be an Admin in Avoma.
You need access to your company's Microsoft Workspace admin account to complete this setup.

How to connect Microsoft 365 to Avoma company-wide

1. In your Avoma account, go to Settings > Integrations, then click Configure Microsoft Workspace.

2. Sign in with your Microsoft Workspace admin account to complete the connection.

Note: Until your Microsoft 365 account is connected, Avoma displays the following message in Settings: "You haven't connected your Avoma to your Microsoft Workspace account yet. Individual members need to manually connect their calendars, Outlook accounts, and Microsoft Teams for Microsoft Cloud Recording."

3. You will be prompted to enter your Microsoft Workspace Tenant ID. You can find it in the Tenant ID box on the Overview page.

4. Enter the Tenant ID and click "Connect Microsoft WorkSpace"

5. Follow the steps and accept the permissions.

6. Your company-wide Microsoft Workspace connection is set.

Setting up Microsoft Teams recording preferences

Once you connect a company-wide Microsoft Workspace, you can set default recording behavior for all users in your workspace.

Open the Recording Preferences tab in the Microsoft Workspace Configuration window, then select one of the following options based on your organization's preferences:

1. Cloud Recording

Meetings get recorded in the cloud by Microsoft Teams. Avoma receives them for processing once the recording is available.

Note: Before you enable cloud recording, we recommend setting up a consent policy for your organization: Consent policy settings. Learn more about recording consent and compliance.

2. Avoma Assistant (Bot)

The Avoma Assistant bot joins Microsoft Teams meetings for every member in your organization and records them.

Note:

Note: If you choose to use bot recording for your organization, configure your bot settings first. Bot settings let you control how the Avoma Assistant appears in meetings and how participants are notified that a meeting is being recorded.

For more information, see Configure Avoma bot settings.

Centrally manage Microsoft Teams cloud recordings for all users in your workspace

Before you can enable and manage Microsoft Teams cloud recordings for your organization, you must assign a Microsoft access policy to your users.

To enable admin-managed cloud recordings:

Go to the Microsoft Teams admin center.
Connect to Microsoft Teams PowerShell.
Create a new access policy and assign it to the appropriate users or groups.

For detailed instructions, see assign an access policy.

1. After you've assigned the access policy, go to the Members tab in the Microsoft Workspace Configuration window in Avoma.

2. In the Cloud Recording column, use the Cloud Recording toggle to enable or disable cloud recording for individual members.

Enable cloud recording in the Microsoft admin center

The following settings need to be turned on in the Microsoft Teams admin panel for cloud recording to work correctly.

This is the permission switch. Microsoft Teams won't record or transcribe any meeting, manually or automatically, until this is turned on. Nothing else in this article works without it.

1. Go to the Microsoft Teams admin center.

2. Go to Settings & policies → Meetings →Recording and transcription

3. Turn on Meeting Recording and Transcription. Click Save, then Exit.

Turn on automatic recording in Microsoft Teams via Meeting Templates

Even with recording turned on above, Teams still defaults to manual. Someone has to click Start recording every meeting. This template setting is what makes recording start on its own.

1. Go to the Microsoft Teams admin center → Meeting templates.

2. Click Add to create a new meeting template.

3. Turn on Record meetings automatically in the Recording and Transcription section, then save the template with a name your team will recognize.

4. Go to Meeting template settings and confirm the new template is visible in the Global or Org default policy.

Complete Microsoft's admin consent workflow

This setup is also one-time, and it's required for automatic recording and transcription to work through Microsoft Cloud Recording.

Avoma needs permission to read meeting recordings and transcripts across your whole organization, not just one person's. Because that permission crosses every user's account, Microsoft requires a tenant admin, not an individual user, to approve it. This step is what grants Avoma that access.

Detail steps are available here.

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If you run into any issues setting this up, reach out to help@avoma.com. Our support team is happy to help.