✨ Team Notifications - Clarify how to trigger SSW.Tiger at the end of meetings

[ssw-yakshaver]

Requested by: @adamcogan via YakShaver.ai 🦬
cc: @TobyChurches, @adamcogan, @miichaelsmedley, @joshbermanssw, @suiyangqiu, @yaqi-lyu, @calumjs

Hi Team!

  🟥  Watch the video (1 min 34 sec)

Pain

Users are confused about how to correctly trigger SSW.Tiger at the end of a meeting (e.g. whether they need to stop the meeting, stop the recording, or leave the meeting). Add a clear, short guidance message when a meeting starts (or when SSW.Tiger is enabled) explaining that SSW.Tiger is active and what exact action is required at the end of the meeting to trigger the summary. The message should also include a link to the documentation with more detailed instructions.

Acceptance Criteria

1. When a meeting starts (or when SSW.Tiger is enabled), a clear message is shown indicating that SSW.Tiger is active.
2. The message clearly explains what action is required at the end of the meeting to trigger SSW.Tiger (e.g. stopping the recording).
3. The message explicitly states that participants do NOT need to leave the meeting to trigger SSW.Tiger.
4. The message clarifies that only the person who recorded the meeting will receive the summary/message.
5. The message includes a link to the SSW.Tiger documentation for more details.
6. The wording is short, unambiguous, and suitable for non-technical users.

Screenshot

Figure: Sprint review chat context for Tiger end-of-meeting guidance

[suiyangqiu]

🪝 Caveat

Picked this up. A few notes on feasibility and how I'd approach it, because the title says "clarify how to trigger" but the ACs ask for something with a technical catch.

⚾ The catch: Tiger has no "meeting start" hook today

The whole pipeline is post-meeting and reactive. Microsoft Graph only notifies Tiger when a meeting transcript becomes available (i.e. after recording/transcription stops), which is what kicks off TranscriptWebhook -> queue -> container job. There is no subscription to "a meeting started" and Tiger doesn't know a meeting exists until it's already over. So AC 1 as literally worded ("when a meeting starts, a message is shown") can't be delivered by Tiger's current code. The (or when SSW.Tiger is enabled) half of AC 1 is the realistic target for now.

🛠️ Recommended solution

1. A short Tiger docs page explaining the trigger conditions, etc.
2. A one-line "How Tiger works" footer with the doc link added to the existing started/completed Teams DMs, so the trigger steps reach people through the messages they already get.

🔮 The Future

For the implementation of this properly, sending a real message posted into the meeting at the moment it starts requires a bot that lives in the meeting - and I've confirmed this is buildable.

Custom Teams bots receive a genuine meeting-start event via the Bot Framework SDK (OnTeamsMeetingStartAsync), provided its manifest carries the RSC permissions OnlineMeeting.ReadBasic.Chat (scheduled meetings) and ChannelMeeting.ReadBasic.Group (channel meetings). With the channel permission, the bot automatically receives start/end events for every channel meeting in teams where it's installed, which is exactly our sprint-review setup, so it doesn't need adding to each meeting individually. On that event the bot can post an Adaptive Card straight into the meeting chat. This rides directly on the custom Teams bot migration already planned for the notification rework, so I'd fold it in there rather than build separate infra.

[suiyangqiu]

🔀 Splitting this PBI

Following the feasibility notes above, I've split this into two issues so the achievable-now work isn't held hostage by the bot dependency:

• ✨ Tiger Documentation - Document the end-of-meeting trigger and surface it in notifications #127 - Document the end-of-meeting trigger and surface it in notifications (ready now, no pipeline changes). A short Tiger docs page plus a "How Tiger works" footer on the existing started/completed Teams DMs. Covers the realistic part of the original ACs.
• ✨ Teams Bot - Post an "SSW.Tiger is active" card into the meeting at start (needs custom bot) #128 - Post an "SSW.Tiger is active" card into the meeting at start (parked, blocked on the custom Teams bot). This is the literal "message when the meeting starts" ask. Confirmed buildable via the bot's OnTeamsMeetingStartAsync event once the custom Teams bot exists, so it rides on the notification-rework / bot migration rather than separate infra.

One open decision carries into #127's wording: today Tiger DMs all participants (organizer + attendees), not only the recorder as the original AC #4 states. We either word the docs as "all participants receive the summary" or change recipient logic to recorder-only.

Suggest closing this issue as superseded by #127 and #128.