How to Use

Guide

Tip

This guide explains how to use Prodgy Assistant in your daily workflow to schedule meetings and receive transcriptions automatically.

Prerequisites

Before using Prodgy Assistant, make sure that:

• You have an active account on Prodgy
• You are linked to at least one product on the platform
• The workspace has a meeting agent installed (e.g., Meeting Scriber) with an active version
• The agent has a webhook trigger configured with the transcription destination URL
• You have access to the bot email provided by your organization or the Prodgy team

Caution

If any of these prerequisites are not met, the meeting scheduling will be rejected. If in doubt, contact your product administrator.

Bringing Prodgy Assistant into a Meeting

There are two ways to get Prodgy Assistant into a Microsoft Teams meeting: schedule it ahead of time by forwarding the invite, or invoke it live with a chat command from inside the meeting.

Scheduling Ahead via Email Invite

To have Prodgy Assistant join a planned Microsoft Teams meeting, simply forward the invitation to the bot’s email.

1. Receive a Teams meeting invitation

   You need to have received (or created) a Microsoft Teams meeting invitation.

2. Forward the invitation to the bot’s email

   Forward the invitation email to the address configured by your organization. The Assistant will automatically detect the meeting details.

3. Wait for confirmation

   The bot will process the invitation, validate your registration, and schedule the meeting join. You can track the status through the dashboard.

4. The bot joins the meeting automatically

   At the scheduled time, the bot joins the meeting, captures audio, and generates the transcription.

5. Receive the transcription

   At the end of the meeting, the complete transcription is automatically delivered via webhook to the workflow configured in your product.

Inviting via Meeting Chat (Live Trigger)

Forgot to add Prodgy to the invite, or you’re not the meeting organizer? You can invite the bot live, without changing the original invitation and without depending on the organizer.

1. Be in an in-progress meeting

   The command works while the meeting is happening and you’re one of the participants.

2. Open the meeting chat

   Use the Chat icon on the meeting toolbar in Teams.

3. Mention Prodgy with the join command

   Type @Prodgy join in the chat and send the message.

4. Wait for confirmation

   Prodgy replies in the chat with a privacy/LGPD notice, links to the terms, and the name of the workspace that will receive the transcription. Within a few seconds, the bot appears as a participant in the meeting.

5. Receive the transcription

   At the end of the meeting, the transcription is delivered to the webhook of your active Prodgy agent — exactly as it would happen if you had forwarded the invite by email.

Note

The command works only via @mention (@Prodgy join). There is no slash version (/prodgy join) to avoid confusion with workspace commands that work in any chat.

Caution

To use the command, you must be registered in Prodgy with at least one active agent configured to receive transcriptions. Otherwise the bot will reply in the chat asking you to contact your organization administrator.

Multiple Workspaces

If you are linked to more than one workspace in Prodgy, the Assistant needs to know which one the transcription should be sent to. There are two paths, depending on how the bot was triggered:

Email-invite trigger

Include the workspace name in brackets in the meeting title:

Q1 Planning [Marketing]

In this example, the transcription will be sent to the webhook configured in the Marketing workspace.

Caution

If you have multiple workspaces and don’t include the [WorkspaceName] notation in the title, the scheduling will be rejected. If you have only one workspace, the resolution is automatic.

@Prodgy join chat trigger

You don’t need to type the workspace name in the command. The Assistant automatically uses the workspace you previously pinned with /prodgy link <slug> in any chat with the bot — the same command that links your Prodgy account to Teams.

/prodgy list           — list your available workspaces
/prodgy link Marketing — pin the Marketing workspace as the destination
@Prodgy join           — bot joins the meeting and uses Marketing automatically

The confirmation message the bot posts in the chat when it joins explicitly shows the workspace that will receive the transcription.

Caution

If you have multiple workspaces and have not run /prodgy link in any chat with the bot yet, @Prodgy join will reply asking you to pin a workspace first. Single-workspace users don’t need this — the resolution is automatic.

Recurring Meetings

Prodgy Assistant supports recurring meetings automatically:

• When you forward a recurring meeting invitation, the bot schedules all upcoming occurrences within a 7-day horizon
• New occurrences are automatically expanded every 12 hours — you don’t need to resend the invitation
• Each occurrence generates its own independent transcription

Tip

Just forward the recurring series invitation once. The bot will handle upcoming occurrences automatically.

Cancellations

If a meeting is cancelled:

• The bot detects the cancellation automatically and will not join the meeting
• If the meeting was already scheduled, it will be removed from the queue
• No manual action is required
• If you re-send the invitation later for the same time as an occurrence that had been cancelled, the bot schedules it again normally — the previous cancellation does not block the re-send

Multiple Participants in the Same Meeting

The transcript is delivered exclusively to the trigger user — whoever forwarded the email invite or ran the @Prodgy join chat command. Other meeting participants do not receive the transcript automatically, even if they have an active Prodgy account.

• The trigger user receives the transcript on the webhook configured in their own workspace
• Other participants who want the transcript in their own workspace must trigger the bot themselves — by forwarding the invite or running @Prodgy join from their account
• The bot only joins the meeting once — if multiple participants trigger the same event, they share the same bot session, but each one still receives the transcript through the webhook of their own trigger
• Audio from all participants is captured and transcribed normally; the restriction applies only to who receives the final transcript

Caution

Why this restriction? Distributing the transcript automatically to every participant can expose sensitive content in inappropriate workspaces. For example, a collaborator who merely attended a meeting with leadership could end up receiving the transcript in an operational workspace they are not properly tied to. Restricting delivery to the trigger user ensures every transcript reaches only the destination explicitly consented to by the person who requested the recording.

Optional Commands

You can include special commands in the email body when forwarding the invitation:

Command	What it does
{{maxwait:N}}	Sets the maximum time (in minutes) the bot waits in an empty meeting before leaving. Example: {{maxwait:10}} for 10 minutes
{{transcribe:log}}	Enables full transcription logging for this meeting
{{webhook:https://...}}	Sends the transcription directly to the provided URL, without requiring Prodgy registration

Note

The {{webhook:...}} command is useful for testing or one-off integrations. For regular use, we recommend configuring the webhook through the Prodgy platform.

Frequently Asked Questions

Does the bot join exactly at the scheduled time? The bot joins 15 seconds before the scheduled time to ensure it’s present from the start.

What happens if nobody joins the meeting? The bot waits for a configured time (default set by the administrator, or overridden by the {{maxwait:N}} command). If no human participant appears, the bot leaves automatically.

Can I forward invitations for meetings that have already started? Yes. If the meeting is still in progress, the bot will join immediately after processing the invitation.

Do I need to forward the invitation every time for recurring meetings? No. Just forward it once and the bot will automatically schedule upcoming occurrences.

What happens if I forward the same invitation twice? The system detects duplication automatically. The invitation will not be scheduled again.