The KUDO bot connects your Microsoft Teams meeting to KUDO. It joins as an external guest through the Teams lobby and captures meeting audio, camera video and shared screen content. KUDO uses that content for AI translation, recording and transcription.

This guide walks you through setting up your KUDO session, getting the bot into the meeting, and checking that translation works before your session starts.

Two roles share this work:

• The Teams host sets up the KUDO session, manages the Teams meeting and admits the bot from the lobby.
• The KUDO Operator is a member of the KUDO team. Operators monitor your session from the KUDO dashboard, where they can use meeting controls and watch the feed the bot is capturing.

Before you begin

• Add the KUDO app to your meeting and sign in. You can do this, and complete the setup below, ahead of time from the meeting in your Teams calendar. See Add the KUDO app to a Microsoft Teams meeting.
• Use a supported meeting. Setup a standard Teams Meeting. Recurring meetings or Teams live are not supported in the scenario of utilising the KUDO app. See Which Teams meeting types and apps support KUDO?
• Decide on your languages. Know which languages people will speak and which languages participants need. You can’t change languages after the meeting begins.
• Decide whether you need recording on or off. If needed, keep automatic recording enabled to remove the need to join KUDO directly via a browser.  Otherwise, turn it off.
• Plan who will admit the bot. Make sure someone who can admit people from the lobby will join before the meeting starts.

1. Set up your KUDO session

In the KUDO panel in Teams:

1. Under Meeting type, select AI Translation.

2. Under Translation type, choose an option:

   • AI Speech and Captions: translated audio and live captions.
   • AI Captions Only: translated captions only.

   Important: You can't change the translation type after the meeting is created.

3. Under Languages, set the following:
   • Speaker language(s): the languages people will speak in the meeting.
   • Translation language(s): the languages participants will listen to or read as captions.
4. Select Save.

KUDO now appears as an app in your Teams meeting.

2. Set up lobby admission

1. In Teams, open the calendar event and go to View event > Options > Meeting access.
2. Review Who can bypass the lobby. Select Everyone for the bot, and Teams participants, to bypass the lobby and join.
3. Review Who can admit from the lobby. Make sure the person who will admit the bot is included.

3. Join early and admit the bot

The KUDO bot tries to join about 10 minutes before the scheduled start time.

Important: If the bot waits in the lobby for more than 10 minutes after the configured start time, it leaves. You'll then need to recall it and admit it again.

1. Join the Teams meeting and open People.
2. Look for the bot in the participant list and in the lobby.
3. If the bot is waiting in the lobby, select Admit. Teams labels it as a bot and asks you to confirm.
4. If the bot is missing and the KUDO session is active, recall it. In the KUDO app in Teams, select + Add Bot. Your KUDO Operator can also recall it by selecting Restart Bot Service in the KUDO dashboard.
5. If you recalled the bot, admit it when it reaches the lobby.
6. Wait for the bot to connect.

Once the bot appears in the participant list, it has joined. That doesn't confirm that translation is working, so run a sound check next.

4. Run a sound check

1. Have someone speak in the Teams meeting.
2. In the Teams meeting toolbar, select KUDO, then select Captions and choose a language. Check that captions appear as the person speaks.
3. If you selected AI Speech and Captions, ask an attendee to select Voice, choose a language and confirm they can hear translated speech.

If an attendee can't hear translated speech, see Why is KUDO translation playing through the wrong device in Teams? For important meetings, run a full rehearsal first. See Rehearse KUDO translation before a Teams meeting.

Share participant instructions

Once the bot is in the meeting, participants choose captions and translated speech from the KUDO tab in the Teams toolbar. Send them Use KUDO translation and captions in a Microsoft Teams meeting before the session.

When another organization hosts the meeting

Tell the external organizer ahead of time that the KUDO bot will join, and ask them to admit it. Their organization's policies control admission, and you may not be able to admit the bot yourself.

During breaks and schedule changes

• If everyone leaves Teams: The bot may leave because of inactivity while the KUDO session stays active. It doesn't rejoin on its own. When participants return, select + Add Bot, admit the bot from the lobby and repeat the sound check.
• If you change the meeting date or time: Select Sync Meeting.
• If you cancel the Teams meeting: Also select Cancel Meeting.
• When translation is finished: Select Stop Meeting to stop the KUDO session and disconnect the bot.

You'll find Sync Meeting, Cancel Meeting and End Meeting in the KUDO app on the meeting in your Teams calendar. Only the person who added KUDO to the meeting can see them.

Troubleshooting

Related content

• Add the KUDO app to a Microsoft Teams meeting
• Rehearse KUDO translation before a Teams meeting
• Use KUDO translation and captions in a Microsoft Teams meeting
• Allow the KUDO bot in your organization's Teams policies

The KUDO app is typically added ahead of time by your IT manager, who owns or controls your Microsoft Tenant and licenses. This could be through Microsoft 365 or Microsoft Azure, depending on your organisations setup and structure. Once a meeting goes live and KUDO is integrated, KUDO joins Microsoft Teams meetings as an external guest (bot) user to capture the audio.

Your organization’s Teams meeting policies decide whether the bot waits in the lobby until someone admits it. Use this guide to check how your policies treat the KUDO app and user profile that joins the meeting.

This guide is for Microsoft Teams administrators.

What KUDO needs in Teams

• App approval: If your organization requires apps to be approved, approve the KUDO app before hosts can add it to meetings. See Why do I need to validate the KUDO app in Teams before first use?
• No tenant permissions for the bot: The KUDO bot doesn't require Microsoft tenant-level permissions. Teams detects it as an external bot, and your external-bot policy decides whether it must be admitted from the lobby.

Review your external-bot policy

1. In the Teams admin center, open the meeting policy that applies to your meeting organizers.
2. Go to the Meeting join and lobby section.
3. Find Manage external bots and their access to meetings and review the selected option.

You can also change this setting in PowerShell with the -ExternalBotAccessMode parameter. Use RequireApprovalWhenDetected for the default behavior or AllowBots to turn off bot detection. For the current cmdlet and Microsoft's recommendations, see Manage external bots and their access to meetings.

Note: Microsoft recommends keeping the default setting and allowing only organizers and co-organizers to admit people from the lobby.

If you keep the default policy

Hosts must admit the KUDO bot from the lobby before each meeting. Make sure the people who run KUDO meetings can admit people from the lobby. The admission steps for hosts are in Set up a Teams meeting with the KUDO bot.

Related content

• Set up a Teams meeting with the KUDO bot
• Why do I need to validate the KUDO app in Teams before first use?
• Manage external bots and their access to meetings (Microsoft)

Run a rehearsal to test KUDO translation from both sides, the production team and the attendees, before your live audience joins. A rehearsal is useful for high-profile meetings and any session where translation must work from the first minute.

This guide is for hosts, speakers and KUDO Operators.

Before you begin

• Set up the meeting and the KUDO bot. See Set up a Teams meeting with the KUDO bot.
• Use your live Teams meeting. Run the rehearsal in the same Teams meeting as your live session.
• Join early. Join at least 10 minutes before the scheduled start time. That's when the KUDO bot joins the meeting.
• Assign roles:
  • Host: runs the Teams meeting and admits the bot.
  • KUDO Operator: monitors the session from the KUDO dashboard.
  • Speaker: reads sample content.
  • Test attendee: at least one person who checks captions and translated speech.
• Use real conditions. Rehearse with the devices and network you'll use for the live meeting.
• Agree on ownership. Decide who records issues and who makes the final readiness decision.

Rehearse by role

Host

1. Admit the KUDO bot from the lobby, and check that it appears in the participant list.
2. Confirm that the KUDO session has the languages you need.

Speaker

1. Read a short passage from the real presentation. Include names and specialized terms so you can check how they're translated.

Test attendee

1. In the Teams meeting toolbar, select KUDO.
2. Select Captions, choose a language and check that captions appear.
3. If the session uses AI Speech and Captions, select Voice and listen in each language you need.
4. Report missing text, unexpected audio or access problems.

KUDO Operator

1. In the KUDO dashboard, check the feed the bot is capturing and the output for each language.

Host or KUDO Operator: test bot recovery

Practice recovering the bot so you're ready if it disconnects during the live meeting. Either of you can run this test:

• Host: In the KUDO app in Teams, select + Add Bot, then admit the bot from the lobby.
• KUDO Operator: In the KUDO dashboard, select Restart Bot Service. The host then admits the bot from the lobby.

Important: Restarting the bot service interrupts all languages. Test recovery only during the rehearsal, and finish before attendees join.

Issue owner

1. Log each issue with its owner, the fix and the retest result.
2. Repeat any failed check before you confirm that the meeting is ready.

What to expect

A successful rehearsal shows that the setup you tested works. It doesn't guarantee the same result on every attendee's device or network.

Readiness checklist

Mark each item as passed or failed. Resolve or escalate any failure before attendees join.

Related content

• Set up a Teams meeting with the KUDO bot
• Use KUDO translation and captions in a Microsoft Teams meeting
• Why is KUDO translation playing through the wrong device in Teams?

Add the KUDO app to your Microsoft Teams meeting so you can set up KUDO AI translation without leaving Teams. You can add it before the meeting from your Teams calendar, or during the meeting. This guide is to achieve KUDO's native integration with Microsoft Teams.

This guide is for hosts and meeting organizers.

Before you begin

• Create a scheduled Teams meeting. Make sure you can manage its apps.
• Use the Teams desktop or mobile app. Some meeting types and the browser version of Teams aren't supported. See Which Teams meeting types and apps support KUDO?
• Have your KUDO client credentials ready.
• Check whether your organization requires app approval. If it does, your IT administrator must approve KUDO before you can add it. See Why do I need to validate the KUDO app in Teams before first use?

Add KUDO before the meeting

We recommend adding KUDO before the meeting so you have time to set up your session.

1. In Teams, open the meeting from your calendar.
2. Select Apps or +, depending on your version of Teams.
3. Search for KUDO, then add it to the meeting.
4. When the KUDO panel opens, sign in with your KUDO client credentials.

Add KUDO during the meeting

1. Join your Teams meeting.
2. In the meeting toolbar, select the Apps (+) icon.
3. Search for KUDO, then add it to the meeting.
4. When the KUDO panel opens, sign in with your KUDO client credentials.

Can't find KUDO? Ask your Teams administrator to make the app available, then try again.

Next step

Set up your KUDO session and get the KUDO bot into your meeting. See Set up a Teams meeting with the KUDO bot.

Follow a Microsoft Teams meeting in your language with KUDO. You can read translated captions, listen to translated speech, or speak in your own language.

This guide is for meeting participants.

Before you join

• Know what your host set up. The host chooses which languages are available. A session set up for captions only offers translated captions but not translated speech.
• Use the Teams desktop or mobile app. KUDO doesn't work in the browser version of Teams.
• Use a headset if you plan to listen to translated speech. Start with a low listening volume.

Follow the meeting in your language

1. Join the Teams meeting by selecting Join now.
2. In the meeting toolbar, select KUDO to open the KUDO panel.
3. Select Captions, then choose a language. Translated captions appear in the panel as people speak.
4. If the session includes translated speech, select Voice, then choose a language. Translated speech plays through your selected audio device.

To hear speakers in their own language while reading translated captions, select Original audio under Voice.

Speak in your language

Turn on your microphone and speak in one of the meeting's speaker languages. KUDO detects which of these languages you're speaking automatically.

The host chooses the speaker languages when setting up the meeting. If you plan to speak a language that isn't one of them, ask your host before the meeting.

Troubleshooting

The meeting host manages the KUDO bot and the translation service. Contact your host if a problem continues.

Related content

• Why is KUDO translation playing through the wrong device in Teams?
• Which Teams meeting types and apps support KUDO?
• What are the KUDO Mobile Link and QR code?

Route KUDO translated audio from a Microsoft Teams meeting into your Dante audio network. You'll turn on the Audio Manager role, add an Audio Manager, and assign each translated language to a Dante output channel.

This guide is for AV teams and audio technicians, and for the Teams hosts who set up the Audio Manager.

Before you begin

• Set up the Teams meeting with KUDO. See Set up a Teams meeting with the KUDO bot.
• Install Dante Virtual Soundcard and Dante Controller on the Audio Manager's computer, and configure them.
• Connect that computer to the same Dante network as your venue audio system.

For a stable connection:

• Use a wired Ethernet connection, not Wi-Fi.
• Close audio apps you don't need.
• Confirm that the Dante clock is stable.

1. Turn on the Audio Manager role (host)

1. When you set up your KUDO session in the KUDO panel in Teams, turn on Audio Manager.
2. Select Save.

2. Add an Audio Manager (host)

1. Go to Users > Audio Managers. You can find this in the KUDO app in Teams or on the KUDO web platform.
2. Select + Add Audio Manager and enter the person's email address.

If the Audio Manager is new to KUDO, they must finish setting up their account from the invitation email.

3. Route translated audio to Dante (Audio Manager)

1. On the Audio Manager's computer, open Dante Virtual Soundcard.
2. With Dante Virtual Soundcard running, sign in to KUDO with your Audio Manager credentials.
3. Select the Audio Manager role.
4. Find the meeting, go to Settings and select Venue Audio OUT.

Note: Venue Audio IN is only for human interpretation sessions, so you won’t use it in a Teams meeting.

5. Select Edit Audio Settings.
6. Find the Dante Virtual Soundcard device and assign each translated language to a Dante output channel.
7. In Venue Audio OUT, subscribe each translated language output to complete the routing.

Troubleshooting

Related content

• Set up a Teams meeting with the KUDO bot

When you use the KUDO app in a Microsoft Teams meeting, you choose the meeting's glossary in Teams, from My glossaries in the KUDO meeting interface. If you don't choose one, the meeting uses your account's default glossary. You can't create glossaries, edit them or add terms from Teams. Do that in the KUDO platform first.

Choose a glossary for your Teams meeting

Choose the glossary before the meeting starts. You can do this ahead of time from the meeting in your Teams calendar.

1. Open the KUDO meeting interface in Teams.
2. Go to My glossaries.
3. In the glossary list, select the menu button next to the glossary you want.
4. Select Use for this meeting.

Each meeting uses one glossary. If you skip these steps, your account's default glossary applies automatically.

Important: Glossary changes don't apply during a live Teams meeting. Finish your glossary and choose it before the meeting starts.

Manage glossaries and terms

Create glossaries and add terms in the KUDO platform, under My glossaries. Only users with the Client role can create and edit glossaries. For instructions, see Create a glossary and add terms in KUDO.

Which glossary actions work in Teams meetings?

It depends on the translation type you chose when you set up the KUDO session:

To learn what each action does, see Which glossary action should I use for a term?

Related content

• Set up a Teams meeting with the KUDO app
• Create a glossary and add terms in KUDO
• Which glossary action should I use for a term?

When you use the KUDO app in a Microsoft Teams meeting, you choose the meeting's glossary in Teams, from My glossaries in the KUDO meeting interface. If you don't choose one, the meeting uses your account's default glossary. You can't create glossaries, edit them or add terms from Teams. Do that in the KUDO platform first.

Choose a glossary for your Teams meeting

Choose the glossary before the meeting starts. You can do this ahead of time from the meeting in your Teams calendar.

1. Open the KUDO meeting interface in Teams.
2. Go to My glossaries.
3. In the glossary list, select the menu button next to the glossary you want.
4. Select Use for this meeting.

Each meeting uses one glossary. If you skip these steps, your account's default glossary applies automatically.

Important: Glossary changes don't apply during a live Teams meeting. Finish your glossary and choose it before the meeting starts.

Manage glossaries and terms

Create glossaries and add terms in the KUDO platform, under My glossaries. Only users with the Client role can create and edit glossaries. For instructions, see Create a glossary and add terms in KUDO.

Which glossary actions work in Teams meetings?

It depends on the translation type you chose when you set up the KUDO session:

To learn what each action does, see Which glossary action should I use for a term?

Related content

• Set up a Teams meeting with the KUDO bot
• Create a glossary and add terms in KUDO
• Which glossary action should I use for a term?

Microsoft Teams detects the KUDO bot as an external bot. Under Teams' default policy, detected bots wait in the lobby until someone admits them. This happens even when Who can bypass the lobby? is set to Everyone. It's expected behavior, not an error.

What to do

1. In the Teams meeting, open People.
2. Find KUDO AI Translator bot in the lobby, then select Admit.
3. Confirm the admission when Teams asks.

Important: If the bot waits in the lobby for more than 10 minutes, it leaves. In the KUDO app in Teams, select + Add Bot to recall it, then admit it again.

If someone else's organization hosts the meeting, ask that organizer to admit the bot. Their policies control admission.

Can the bot skip the lobby?

1. In Teams, open the calendar event and go to View event > Options > Meeting access.
2. Review Who can bypass the lobby. Select Everyone for the bot, and Teams participants, to bypass the lobby and join.
3. Review Who can admit from the lobby. Make sure the person who will admit the bot is included.

If the bypass lobby function doesn't work, please ask your organization's IT admin. See Allow the KUDO bot in your organization's Teams policies.

Related content

• Set up a Teams meeting with the KUDO bot
• Allow the KUDO bot in your organization's Teams policies

KUDO plays translated speech through the output device selected in Microsoft Teams. If Teams and your computer use different output devices, you might hear translated speech through the wrong speaker or headset, or not hear it at all. To fix this, select the same device in both places.

Match your audio devices

1. In Teams, open your audio settings and select the headset or speaker you want to use.
2. On your computer, set the same device as your sound output.
3. In the KUDO panel, select Voice, choose a language and check the translated speech at a comfortable volume.

Tip: Set up your device before you join the meeting. You can select your device on the Teams pre-join screen.

If the problem continues

Related content

• Use KUDO translation and captions in a Microsoft Teams meeting

KUDO works in scheduled Microsoft Teams meetings, including recurring meetings, when you join from the Teams desktop or mobile app. The KUDO app and the KUDO bot don't work in channel meetings, town halls, webinars, Live events, breakout rooms, or the browser version of Teams.

Your organization may need to approve the KUDO app before you can use it. See Why do I need to validate the KUDO app in Teams before first use?

Running a Teams Town Hall or Webinar?

KUDO can still provide translation for a Teams Town Hall or Webinar. Instead of the KUDO app, KUDO captures the town hall audio through a manual setup, and attendees follow translation and captions through KUDO Mobile Link in their web browser. Contact KUDO to arrange this before your event. 

To learn more, see What are the KUDO Mobile Link and QR code?

For a configuration not listed here, contact KUDO Support before you schedule.

Related content

• Add the KUDO app to a Microsoft Teams meeting
• Set up a Teams meeting with the KUDO bot
• What are the KUDO Mobile Link and QR code?

Some organizations require an IT administrator to approve apps before anyone can use them in Microsoft Teams. If your organization does, KUDO isn't available in your meetings until your administrator approves it.

What to do

• Hosts: If you can't find or add KUDO in your Teams meeting, ask your IT administrator to approve the KUDO app. Plan time for this before your first KUDO meeting.
• IT administrators: Approve the KUDO app according to your organization's Teams app policies. Also review how your policies treat the KUDO bot, which joins meetings as an external guest. See Allow the KUDO bot in your organization's Teams policies.

Related content

• Add the KUDO app to a Microsoft Teams meeting
• Allow the KUDO bot in your organization's Teams policies