Retiring the Teams recording bot

Tato currently adds two participants to your Microsoft Teams meetings: one that starts the native Teams recording, and one that records the meeting for Tato. On October 1st 2026 we are retiring the first one. You'll see a single Tato participant join your meetings from that date.

Recording, transcription, summaries and meeting insights in Tato are unchanged. What changes is how the native Teams recording gets started.

Your two options for recording on Teams

From October 1st 2026, pick one of the following.

Option	What happens	Setup required
1 — Manual start	Tato records the meeting as usual. Anyone who wants a native Teams recording starts it manually in the meeting, or the organizer ticks Record automatically in the Teams meeting options.	None
2 — Automated start	Tato records the meeting as usual, and also turns on the Teams Record automatically option for meetings it is invited to that are organized by someone in your organization. Teams records natively and the consent prompt appears. This only covers meetings Tato is directly invited to, not meetings picked up from a synced calendar.	Two one-time actions by your Microsoft 365 administrator, described below

Tell your Tato contact which option you want so we can configure your instance.

Option 2 — setting up automated Teams recording

Two one-time actions in your Microsoft 365 tenant, plus a confirmation back to us. Both need a Teams Administrator or Global Administrator. No Azure subscription is required.

Both steps are required — neither works without the other. Microsoft treats them as separate gates: one grants the permission, the other allows it to be used against Teams meetings.

Step 1 — grant admin consent to the Tato Auto-record application

Field	Value
Application name	Tato Auto-record
Application (client) ID	`dca0d7ab-f0d6-4853-bc20-56e97544eaa7`
Permission requested	`OnlineMeetings.ReadWrite.All` (Microsoft Graph, application permission)
Granted by	Teams Administrator or Global Administrator, on behalf of the organization

Open the following URL, replacing <your-tenant-id> with your Microsoft Entra tenant ID, and sign in with an administrator account:

https://login.microsoftonline.com/<your-tenant-id>/v2.0/adminconsent?client_id=dca0d7ab-f0d6-4853-bc20-56e97544eaa7&redirect_uri=https%3A%2F%2Fwww.tato.co%2F&scope=https%3A%2F%2Fgraph.microsoft.com%2F.default

Use your actual tenant ID. If your admin account has guest access to other directories, a generic consent URL can grant consent in the wrong tenant — and it will still look like it succeeded.
You land on www.tato.co with no confirmation message. That's expected; consent is already recorded.

To confirm: Microsoft Entra admin center → Enterprise applications → Tato Auto-record → Permissions. OnlineMeetings.ReadWrite.All should be listed as granted for your organization.

Step 2 — create and assign a Teams application access policy

Microsoft requires an application access policy before any app can act on Teams meetings, even once the permission above is granted. One-time, per tenant, in PowerShell 7.

1. Install PowerShell 7 if you don't have it (Microsoft Store on Windows, brew install powershell on macOS).

2. Install the Teams module.

Install-Module -Name MicrosoftTeams -Force

3. Connect to your tenant. A browser window opens for you to sign in as an administrator.

Connect-MicrosoftTeams -TenantId "<your-tenant-id>"

4. Optional — require explicit consent when recording. Only if your organization wants Teams to prompt participants for recording consent.

Set-CsTeamsMeetingPolicy `
  -Identity "OnlineMeetingsPolicyExplicitConsent" `
  -ExplicitRecordingConsent Enabled

5. Create the policy. Skip if it already exists from an earlier attempt.

New-CsApplicationAccessPolicy `
  -Identity "OnlineMeetingsPolicyTatoAutoRecord" `
  -AppIds "dca0d7ab-f0d6-4853-bc20-56e97544eaa7" `
  -Description "Allow Tato to access online meetings"

6. Assign it across the organization.

Grant-CsApplicationAccessPolicy `
  -PolicyName "OnlineMeetingsPolicyTatoAutoRecord" `
  -Global

7. Wait 5–10 minutes for the policy to propagate before testing.

Limiting the scope

To restrict automatic recording to certain organizers, assign the policy to a group or named users instead of -Global. Meetings organized by everyone else keep being recorded by the Tato bot.

# To a group
Grant-CsApplicationAccessPolicy `
  -PolicyName "OnlineMeetingsPolicyTatoAutoRecord" `
  -Group "<group-object-id-or-email>" `
  -Rank 1

# To an individual user
Grant-CsApplicationAccessPolicy `
  -PolicyName "OnlineMeetingsPolicyTatoAutoRecord" `
  -Identity "<user-object-id>"

Step 3 — let us know

Tell your Tato contact once both steps are done and we'll enable automatic recording for your instance — a few minutes, no downtime, nothing for your users to do. Your Tato Assistant integration must also be connected; this is normally set up during onboarding and we'll confirm it on our side. See the IT setup guide for how that integration is granted.

Confirming it works

Schedule a Teams meeting at least a day out and invite Tato.
Wait a few minutes for Tato to pick up the invitation.
Open the meeting in Teams → meeting options → Record automatically should now be on.
Hold the meeting. Recording and transcript appear in Tato as usual, with one Tato participant instead of two.

If Record automatically hasn't switched on within ~15 minutes and the meeting isn't covered by an exception below, send us the meeting subject, start time and organizer.

Where automated recording does not apply

Automatic recording only covers meetings Tato is explicitly invited to and that are organized inside your own tenant. Tato looks ahead about two weeks. In the cases below Tato falls back to bot-based recording, so the meeting is still captured:

Situation	Why
Organized by someone outside your tenant	Tato can only set this option on meetings organized in your own Microsoft 365 tenant.
Tato invited after the meeting starts, or very shortly before	The option has to be set before the meeting begins.
Meeting found through a user's connected calendar rather than an invitation sent to Tato	Automatic recording is driven by the Tato Assistant's own calendar.

Recurring meetings: Teams exposes a recurring meeting as a single series, so turning automatic recording on applies to the whole series — and if someone switches Record automatically back off, Tato will turn it on again for a later occurrence. Remove Tato from the invitation for occurrences you don't want captured.

Frequently asked questions

Does this remove bots from our meetings entirely?

No. It removes one of the two participants Tato adds. One Tato recording participant still joins.

Does granting this permission let Tato record any meeting in our tenant?

No. Tato only sets the automatic recording option on meetings it has been explicitly invited to. Microsoft doesn't offer a narrower permission than OnlineMeetings.ReadWrite.All, so if you want a hard technical boundary, scope the Teams policy in step 2 to a group rather than organization-wide.

Do we need an Azure subscription?

No. Both steps are Microsoft 365 and Teams administration only.

What if we complete only one of the two setup steps?

Automatic recording won't activate and Tato keeps recording with its bot. Nothing breaks and no meetings are missed.

Can we turn this off later?

Yes. Tell us and we'll disable it for your instance; you can also remove the Teams policy assignment on your side at any time.

Questions? Reach out at support@tato.co.