1. Introduction
Ruby (a product of 17404531 Canada Inc, a Canadian Corporation) ("we," "us," or "our") provides an AI-powered sales intelligence platform. The Ruby Microsoft Teams App ("the App") connects your Microsoft Teams account to Ruby so that meeting metadata and Teams-generated text transcripts can be used to generate insights inside Ruby. The App does not download, store, or process audio or video files from your Teams meetings. This page explains how to install, configure, use, and remove the App.
2. About Ruby
Ruby helps revenue teams turn meeting data into structured insight. Once the App is installed:
Teams meetings appear inside Ruby, linked to account, contact, and deal records
Teams-generated text transcripts are pulled into Ruby shortly after a meeting ends
Ruby's AI agents summarize meetings, extract action items, and score deal health
Insights are surfaced in your Ruby workspace
3. Prerequisites
3.1 Microsoft Requirements
A Microsoft 365 account in good standing, with a Teams license
Meeting transcription enabled for your account by your Microsoft 365 administrator — Teams must be configured to generate transcripts before Ruby can retrieve them
Your Microsoft 365 administrator must approve the permissions requested by the App (see Section 4) the first time anyone in your organization connects it
3.2 Ruby Requirements
An active Ruby account at app.heyruby.io
A Ruby plan that includes the Microsoft Teams integration
4. Permissions Requested
The App uses Microsoft Graph delegated permissions via the Microsoft identity platform. During installation you will be asked to grant the following permissions:
OnlineMeetings.Read Reads metadata about your Teams meetings (subject, start time, end time, and participants) so Ruby can identify which meeting a transcript belongs to. Meeting metadata is stored in PostgreSQL, encrypted in transit via TLS 1.2+, and retained while the connection is active.
OnlineMeetingTranscript.Read.All Downloads the text transcript generated by Teams for a meeting. Audio and video files are never downloaded or stored — only the transcript text. Transcript text is stored in PostgreSQL, encrypted in transit via TLS 1.2+, and retained while the connection is active.
User.Read Reads your basic Microsoft profile (name, account identifier) to associate the connection with your Ruby account.
offline_access Allows Ruby to keep your connection active without requiring you to sign in again each time your access token expires.
Ruby requests only the minimum permissions needed for the features described in this document.
Note on OAuth token storage: Microsoft OAuth tokens (access token and refresh token) are stored directly by Ruby in an encrypted database table, scoped to your user account.
5. Installing the App
5.1 From Inside Ruby
Sign in at app.heyruby.io
Open Settings and select the Integrations section
Click "Connect" next to Microsoft Teams
Sign in to Microsoft and review the permissions, then click "Accept." If this is the first connection for your organization, a Microsoft 365 administrator may need to separately approve the permissions
You will be returned to Ruby with the connection complete
Once connected, Ruby registers to receive a notification from Microsoft Graph each time a transcript is generated for one of your meetings
6. Initial Configuration
Microsoft Teams does not currently have a separate settings panel inside Ruby beyond Connect and Disconnect. Once connected, transcript ingestion happens automatically for meetings that generate a Teams transcript after the connection date — there is no backfill of past meetings.
7. Participant Consent and Host Responsibility
The Ruby Microsoft Teams App ingests the text transcripts of meetings held under your connected account. Ruby does not download, store, or process audio or video files from Teams meetings.
When a meeting transcript is synced:
You confirm that you are the meeting organizer or have the organizer's authorization to bring the transcript into Ruby
You are responsible for obtaining all consents required by applicable law from meeting participants before enabling transcription in Teams and before processing the transcript in Ruby. Depending on jurisdiction, this may include all-party or two-party consent for recording or transcription, and consents required under Canada's PIPEDA, Quebec Law 25, the EU General Data Protection Regulation, the California Consumer Privacy Act, and other applicable laws
Ruby relies on your representation that you have obtained these consents. Ruby does not independently verify participant consent and is not responsible for any failure to obtain it
If a meeting participant requests that their information be removed from Ruby, you can request deletion at any time by emailing support@heyruby.io with the subject "Data Deletion — Microsoft Teams."
8. How the Integration Works
8.1 Data Flow
You authorize the App from inside Ruby and Microsoft 365 administrator approval is obtained if required
Ruby registers a subscription with Microsoft Graph to be notified when a new transcript is generated for your meetings
When a meeting ends and Teams finishes generating the transcript, Microsoft Graph notifies Ruby
Ruby fetches the Teams-generated text transcript using your authorization
Ruby parses the transcript into speaker-attributed segments and runs AI processing
Insights and meeting records are surfaced in your Ruby workspace
Microsoft Graph subscriptions expire periodically and are automatically renewed by Ruby; if renewal fails, Ruby re-establishes the subscription on your next sign-in or reconnect
8.2 What Ruby Accesses
Meeting metadata: subject, start and end time, and participant display names
Teams-generated text transcripts of your meetings, once transcription completes
8.3 What Ruby Does Not Currently Access
Audio or video files from Teams meetings or recordings — only the text transcript is downloaded
Participant email addresses — Microsoft's delegated transcript permissions return participant display names only, not email addresses, so Ruby cannot currently attribute transcript speakers to a specific email-identified contact from Teams data alone. (Where a corresponding calendar event is also connected, Ruby may use calendar attendee data to help with this matching.)
Teams chat messages outside of meeting transcripts
Teams calling (PSTN) recordings
Past meetings held before the App was connected — there is no historical backfill
Recordings or transcripts from Teams accounts you have not connected
If we expand the App to access additional data types in the future, this Documentation page and the permissions presented during installation will be updated before any new access begins.
9. Features
9.1 Meeting Timeline
A view of past Teams meetings inside Ruby, linked to deal, account, and contact records. Meetings with a completed transcript appear automatically once Microsoft Graph notifies Ruby.
9.2 AI Meeting Summary
After a transcript is available, Ruby generates a structured summary covering topics discussed, decisions made, objections raised, and action items.
9.3 Deal Intelligence
Meeting outcomes feed Ruby's deal-level agents — MEDDIC scoring, deal health assessment, champion identification, and objection handling — so your pipeline reflects the latest conversation.
10. Disconnecting the Integration
10.1 From Inside Ruby
Sign in at app.heyruby.io
Open Settings and select the Integrations section
Click "Disconnect" next to Microsoft Teams
Confirm
When you disconnect, Ruby cancels its Microsoft Graph subscription so it no longer receives transcript notifications, and stops calling Microsoft Graph on your behalf. This does not revoke the App's permission grant on Microsoft's side.
10.2 From Microsoft
To fully revoke the App's access from Microsoft's side in addition to disconnecting in Ruby:
Go to myaccount.microsoft.com/security-info or myapps.microsoft.com
Find "Ruby" (or "Hey Ruby") in the list of connected apps
Remove or revoke its access
11. Data Deletion After Disconnect
When you disconnect the App:
The Microsoft Graph subscription is cancelled and Ruby stops ingesting new Teams data immediately
Existing meeting metadata, transcripts, and AI insights already in Ruby remain associated with your account so historical context is preserved
To delete previously synced Teams data, email support@heyruby.io with the subject "Data Deletion — Microsoft Teams"; we will purge or anonymize the requested data within 30 days
12. Troubleshooting
12.1 Authorization Failed
Confirm your Microsoft 365 administrator has approved the App's permissions for your organization, if this is the first connection
The OAuth flow may have timed out — try installing again
Confirm that cookies and pop-ups are allowed for login.microsoftonline.com and app.heyruby.io
12.2 Transcripts Are Not Appearing in Ruby
Confirm that meeting transcription is enabled in your organization's Teams admin policies
Confirm the specific meeting had transcription turned on while it was running
Transcripts can take a few minutes to generate after a meeting ends — Ruby retries automatically if a transcript isn't ready yet
Meetings held before you connected the App are not backfilled — only meetings after the connection date are captured
12.3 My Connection Shows as Disconnected Even Though I Didn't Remove It
This can happen if your Microsoft Graph subscription expired and renewal failed, your account permission to Ruby was revoked, or your password changed. Reconnect from Settings → Integrations to restore the connection.
13. Security and Privacy
For details on how Ruby handles your data, see our Privacy Policy at heyruby.io/privacy.
All data is transmitted using TLS 1.2 or higher. Meeting metadata and transcript text are stored in a PostgreSQL database on AWS RDS. Inbound notifications from Microsoft Graph are verified using a shared client-state value on every event.
14. Frequently Asked Questions
14.1 Does Ruby store my Teams recordings?
No. Ruby does not download or store Teams audio or video files. Ruby ingests only the Teams-generated text transcript of your meetings, along with meeting metadata. You can request deletion of stored transcripts at any time by emailing support@heyruby.io.
14.2 Does Ruby use my Teams data to train AI models?
Ruby does not use customer-identifiable Teams data to train shared models that benefit other customers. AI insights generated from your data are for your account only.
14.3 Can my teammates see my meetings?
Visibility is controlled by your Ruby workspace settings. By default, meetings are visible to the host and to team members assigned to the related deal.
14.4 Does Ruby capture attendee email addresses from Teams?
Not currently. Microsoft's delegated transcript permissions return participant names but not email addresses, so transcripts ingested from Teams identify speakers by name rather than email. If you also connect a calendar integration, Ruby may use calendar attendee data to help link participants to contact records.
14.5 Does the integration require administrator approval?
The first time anyone in your organization connects the App, a Microsoft 365 administrator may need to approve its permissions. After that, other users in your organization can typically connect without additional admin steps, subject to your organization's policies.
14.6 In which regions is Ruby available?
Ruby is currently available to users in North America (United States and Canada). International users may use Ruby subject to applicable laws and regulations in their jurisdiction.
15. Versioning and Changelog
Material changes to permissions, features, or data handling practices are reflected by updating the Effective Date above and revising this page before the changes take effect.
16. Contact Us
17404531 Canada Inc. support@heyruby.io A Canadian Corporation
Disclaimer
This Documentation page describes how to use the Ruby Microsoft Teams App and does not modify any executed agreement. Use of the App is also governed by our Privacy Policy and Microsoft's API Terms of Use.