Setting Up Outreach Kaia for MS Teams

Objective

Learn how to set up the Outreach Kaia live meting experience for use with the Microsoft Teams meeting platform.

Looking for other meetings platforms?

Click below to set up Kaia for:

• Zoom
• Google Meet
• WebEx

Applies To

• Outreach Admins
• MS Teams/Office365 Admins

Before you Begin

Uninstall or disable other conversation intelligence (CI) tools

We strongly recommend you first uninstall any other CI tools integrated with your meetings platform—particularly those that require an AI bot participant in meetings. This ensures avoiding any potential technical conflicts with Kaia and having to manage duplicate recordings.

Additional Considerations

• Each user in your org intending to utilize Kaia requires a Meet/Orchestrate license. See: How To Assign Licenses for Outreach Kaia.
• The Outreach Administrator must first connect Microsoft Teams as a Web conferencing service in their Outreach instance.

Note: Some Outreach views and options require admin-level governance permissions. If the options outlined here are unavailable, contact the Org's Outreach Administrator as applicable. For more information regarding governance profile settings, refer to our Governance Profile Settings Overview.

Procedure

Note: Some Outreach views and options require admin-level governance permissions. If the options outlined here are unavailable, contact the Org's Outreach Administrator as applicable. For more information regarding governance profile settings, refer to our Governance Profile Settings Overview.

Connect Kaia to Teams and add website URL

1. Access the Outreach platform as an Admin.
2. In the left nav, click Administration (gear icon).
3. Click Tools > Kaia.
4. Connect to Microsoft Teams. (Log in as prompted.)
5. Click the alert banner link and make Kaia available to users in your org’s app store.
   
   Note: You will need to be an Admin for your Office365 org to do this. If you are not an Admin, then copy the link and send it to the person who manages your Office365 deployment to make Kaia available in your org.
    
6. Add your company’s website URL. (Outreach's website is shown below as an example.)
   
    

Approve the Outreach Kaia App for Teams

1. Return to the Kaia settings page in Outreach.
2. Click the link found in the yellow alert message window to approve the Kaia Conversation Bot app. 
   Note: You may need to provide the link to your Teams Admin to complete Kaia app approval.
3. In the resulting Microsoft Teams admin center page, ensure that Kaia is Allowed.
   

Set your Kaia Microsoft Teams Settings in Outreach

1. Return to the Kaia settings page in Outreach.
2. In the Microsoft Teams tile, click ⋯ (more menu) > Settings.
   
    
3. Set the available options described below.
4. When all changes are complete, click the Save button at the bottom of the screen.

Recording consent

Specify if you would like Outreach Kaia to announce to participants of meetings that the meeting is being recorded. You can select one the following:

• Play an announcement from Kaia - This will play one of the available announcement messages at a set time (options configured below), giving participants an opportunity to disengage from the meeting or discuss objection to recording with the meeting host.
• Don't require consent - When Kaia joins, meeting participants will not be proactively alerted that the meeting is being recorded.

Kaia announcement

These options are available if Play an announcement from Kaia was selected in the Recording consent dropdown. (Otherwise, you can skip this setup area.)

1. Select a Message that will be audibly spoken to participants to inform them that the meeting is being recorded. (The announcement is made in the same language that the host has selected for the meeting.)
   • This meeting is being recorded for quality and training purposes.
   • This meeting is being recorded.
   • Recording in progress.
2. Select Timing for when the recording announcement is played.
   • Play when anyone joins.
   • The first non-host participant joins.

Kaia's participant setting

Select how Kaia will join and participate in meetings:

• Join as an authenticated user - If your Microsoft Teams set up requires authenticated users, you should select this setting so that Kaia joins your meetings.
• Join as an anonymous user - As an anonymous user, Kaia will join without a profile picture. 
  Note: If anonymous join is not allowed for Microsoft Teams meetings, Kaia may fail to join.

If you choose to have Kaia join as an anonymous user, you may optionally update the Bot name attributed to Kaia when it joins meetings.

Allocate licenses to Outreach Kaia users

Your final step in the setup process is to allocate Outreach Kaia licenses to your users. Detailed instructions for this process can be found in How To Assign Licenses for Outreach Kaia.

Using Kaia with Teams while the user has a Gmail Calendar (GCal) connected

In case a user doesn't have an O365 calendar connected in Outreach, use the following workaround:

1. Make sure the Google Calendar is connected for the users.
2. Enter the user personal Teams Meeting link into Your personal meeting URL.
3. Create a meeting, and use Your personal meeting Info -- in this case, an MS Teams link.
4. Confirm that Join Meeting for Teams appears on the meeting invite. 

Additional Information

Outreach Kaia Overview

How To Assign Licenses for Outreach Kaia

Outreach Kaia Meetings FAQ

How To Initiate an Ad-Hoc Outreach Kaia Meeting