Lifecycle

How It Works

Tip

This page explains what happens internally from the moment you forward an invitation until the transcription is delivered.

Overview

The lifecycle of a meeting in Prodgy Assistant follows 7 stages:

1. Detection

The bot monitors the email mailbox and detects the invitation.

2. Validation

Verifies the sender and resolves the destination webhook.

3. Scheduling

The meeting is added to the queue with automatic deduplication.

4. Join

The bot joins the meeting 15 seconds before the scheduled time.

5. Transcription

Captures audio and transcribes in real time.

6. Leave

The bot leaves when the meeting ends or becomes empty.

7. Delivery

The transcription is sent via webhook and recorded in the history.

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Stage 1: Invitation Detection

When you forward a Teams meeting invitation to the bot’s email:

• The bot checks the email mailbox periodically (every few minutes)
• Upon finding a new message, it identifies whether it contains a valid meeting invitation
• Automatically extracts the meeting URL, date/time, and duration
• If the invitation is for a recurring meeting, it identifies all upcoming occurrences

Note

The bot also checks whether the invitation is a cancellation. If so, the meeting is automatically removed from the queue.

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Stage 2: Sender Validation

After detecting the invitation, the bot needs to validate who sent it:

• Identifies the sender: in forwarded emails, the bot identifies who actually forwarded (not the original organizer)
• Verifies registration: confirms the sender is registered in Prodgy
• Resolves the workspace: determines which product the transcription should be sent to
• Locates the webhook: finds the destination URL configured in the workspace

If any of these validations fail (unregistered user, product without active agent, webhook not configured), the scheduling is rejected.

Tip

If you use the {{webhook:https://...}} command in the email body, the registration validation is skipped and the transcription is sent directly to the provided URL.

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Stage 3: Scheduling

With the invitation validated, the meeting is added to the scheduling queue:

• The system checks if the meeting is not already scheduled (deduplication by URL and time)
• If another user already forwarded the same invitation, the new webhook is added to the existing meeting
• The meeting is persisted to ensure it survives service restarts
• A history record is created with the meeting_scheduled status

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Stage 4: Meeting Join

At the scheduled time:

• The bot joins the meeting 15 seconds before the start time
• Before joining, it re-validates all users who requested the transcription
• If a user was deactivated since scheduling, they are removed from the recipient list
• In case of connection failure, the bot retries automatically (up to 3 attempts)

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Stage 5: Capture and Transcription

During the meeting:

• The bot captures audio from all participants
• Audio is transcribed into segments, associated with each participant’s name
• The bot remains in the meeting silently, without interfering with the conversation

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Stage 6: Meeting Leave

The bot leaves the meeting automatically in two situations:

1. The meeting ends: when the organizer ends it or all human participants leave
2. Wait time exceeded: if the bot joins and no human participant appears within the configured time

Note

The wait time can be customized per meeting using the {{maxwait:N}} command in the email.

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Stage 7: Delivery and Recording

After leaving the meeting:

• The complete transcription (with segments and participants) is assembled into a payload
• The payload is sent via webhook to each user who requested the transcription
• If delivery fails, the system retries automatically
• A local backup of the transcription is saved as a safety measure

History Recording

Each lifecycle stage generates a record in the platform’s history:

Stage	Event	Visible on Dashboard
Meeting scheduled	meeting_scheduled	Yes
Bot joined the meeting	meeting_joined	Yes
Bot left the meeting	meeting_left	Yes
Transcription delivered	meeting_transcription	Yes
Error at any stage	meeting_error	Yes

Tip

The dashboard receives real-time updates — you can track the meeting status without needing to refresh the page.