How Kaia auto-join mechanism works?
Applies To
Kaia
Admin
Users
Answer
When the Kaia Recording Consent Page is enabled, the flow depends on "link replacement". The raw meeting link (Teams/Zoom/GMeet) in the calendar invite gets swapped with a consent-wrapped Kaia URL. This special URL routes participants through a consent page before redirecting them to the actual meeting.
The critical dependency: When consent is enabled, Kaia's auto-join logic is gated on the presence of that consent-wrapped link. If the invite still contains the raw provider link (e.g., a plain
teams.microsoft.com join URL), Kaia won't attempt to join.In the Outlook scenario, if a rep creates a meeting directly in Outlook without using one of the supported Outreach scheduling surfaces to trigger the link swap:
• The invite goes out with the raw Teams meeting link
• Kaia has no consent-wrapped link to detect → Kaia bot does NOT join → no transcription.
• Kaia has no consent-wrapped link to detect → Kaia bot does NOT join → no transcription.
If a meeting is created natively in Outlook/Gmail calendar without the Outreach add-in doing the replacement, consent is enabled, and the link isn't swapped → Kaia stays home and doesn't join the meeting.
Additional Information
- Enhanced Security, Recording Consent & Ingestion Controls for Kaia for Teams
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