KUDO Help Center

How to guide

  • Microsoft Teams Integration: How-To Guide

    KUDO + Microsoft Teams User Guide

    The KUDO app for Microsoft Teams brings the power of access to KUDO for Microsoft Teams Integration to seamlessly deliver live interpretation to any Microsoft Teams meeting.

    To get started with accessing KUDO for Microsoft Teams in your meetings, follow the steps:


    Meeting host

    1. Schedule a Microsoft Teams meeting

    • Schedule a new meeting from within the Calendar tab in Microsoft Teams.
    • Set the relevant details for the meeting and add the required attendees.

    2. Add KUDO app to Microsoft Teams meeting 

    • Click on the + icon on the upper right corner of the window to find the KUDO app

    mceclip1.png

    3. Select sign and/or spoken languages to be interpreted at the upcoming meeting

    • Select any combination of up to 32 sign and spoken languages
    • Upload any preparation materials for interpreters to access (optional)
    • Book interpreters if necessary

    Note: Interpreters can be booked via the "Book Interpreters" button if you have a KUDO Interpreter bundle. If you are using your own interpreters, you will just need to share the Interpreter link with them, or add them to the meeting via the Users tab. Please ensure your interpreters are KUDO-certified and have a KUDO account in the server where the meeting will be held.

    mceclip2.png

    4. Enjoy the meeting

    A KUDO bot will join automatically and start sending the audio and the video to the KUDO meeting, where you will have your interpreters and possibly operators joined.

     

    Add KUDO Bot manually, if needed

    • If needed, you can manually add the Bot to the meeting if you go back to the Information section of the KUDO Meeting in the Scheduling Interface, (or refresh the page if you are already there).
    • Click “+Add bot to meeting” and confirm when prompted.

    mceclip4.png

    mceclip5.png

     

    Meeting's Attendees

    If you are joining a meeting as an attendee, you can follow the steps:

    1. Join the Microsoft Teams meeting.
    2. Click the KUDO icon on the top bar of the meeting window to open the KUDO panel.
    3. Select your preferred language from the dropdown.
    4. Enjoy the interpretation

    mceclip6.png

     

Frequently Asked Questions

  • Microsoft Teams Integration: Frequently Asked Questions

    How do we edit a meeting after creating both the KUDO and the Microsoft Teams meeting in case
    we need to add or remove languages or change date and time?

    If you need to edit the time of the meeting, please edit the Microsoft Teams meeting and click “sync meetings”. Additionally, please notify your KUDO DRI so we can ensure the interpreters are notified regarding the change.

    How does the bot come into play?

    Bot is configured to automatically join the meeting 15 minutes before the start time. This time is reserved for interpreters and operators to conduct sound check, mic check and make sure that everything is ready for successful interpretation meeting. If the Bot is currently on the call and the organizer still clicks “+add bot”, there will be a red error message indicating th†at the Bot is already in the meeting and there is no need for another bot.

    Do we need an operator to oversee the KUDO meeting?

    Operator is not required but preferred to ensure interpreters are assisted during sound testing. Operators are not required to join the Microsoft Teams meeting, the operator function is covered by the Bot.

    Are there any best practices that we can recommend for a successful virtual meeting on Microsoft
    Teams so that interpretation does not get affected – runs smoothly?

    Best practices applicable to KUDO meetings also apply for Microsoft Teams meetings, I.E., we always need to bear in mind that the message is being interpreted. This means the sound needs to be clear (internet
    connection must be stable and the use of a headset is of utmost importance for interpreters to get the best sound quality possible) and the interventions need to be organized (meaning multiple people speaking at the same time on the floor or switching languages very fast will result in a chaotic interpretation) and clear (meaning speakers need to be aware that their message is being interpreted thus they need to enunciate and speak at a reasonable pace).

    Can I have participants joining Microsoft Teams desktop and mobile apps? What about the web-based version of Microsoft Teams?

    The integration will be available for participants joining Microsoft Teams Desktop app, it is not currently
    supported for mobile devices (iOS, Android) or Microsoft Surface Hub devices.

    Can interpreters see the video of the Microsoft Teams meeting on KUDO?

    Yes, they can. The interpreters will get the original audio and the video (speaker’s view) into Interpreter
    console.

    Is the interpretation still running if we click on the chat icon on Microsoft Teams?

    No, it will not persist. Currently, if you click on the chat icon you will lose the KUDO panel and the language selection. You’ll need to click on KUDO icon again and select the preferred language.
    This is a limitation from the Microsoft/Microsoft Teams side. KUDO’s integration team has raised this point to the Microsoft Teams/Microsoft and expects it to be fixed in the future. No concrete timeline for the fix is available at this moment.

    Can I use the raise hand button on Microsoft Teams while the interpretation is going?

    Yes, you can. None of the existing Microsoft Teams functionality will be affected by our integration.
    The KUDO integration with Microsoft Teams enhances the Microsoft Teams experience by adding simultaneous interpretation while not limiting or restricting any of existing Microsoft Teams features.

    Can I screen share on Microsoft Teams while the interpretation is going?

    Yes, you can. None of the existing Microsoft Teams functionality will be affected by our integration.

    What should I do if I go back to the Floor on the language selector and I suddenly can’t hear
    anything?

    Try to click away from the KUDO icon (for example click on the chat button) and go back to the KUDO button to display the KUDO panel.

    What happens if I add a language on KUDO while the meeting on Microsoft Teams is running?

    Any added languages will be propagated dynamically to Microsoft Teams, you (as a participant) will simply need to move away from KUDO (for example click on the chat button) and click on the KUDO button to display the KUDO panel. The changes (new languages) will appear. However, it’s generally bad practice and we cannot ensure we are able to find an interpreter for an additional language there and then.

    What happens if I run into the grace period?

    You can expect the same behavior as in a KUDO meeting. The KUDO meeting will be Live during the grace period but, once the grace period is over, the KUDO meeting and the interpretation will abruptly stop and the participants in Microsoft Teams meeting will not have the interpretation. The Microsoft Teams meeting will continue as usual.

    If I end my Microsoft Teams meeting, will that also end my KUDO meeting?

    It will not happen automatically, please finish the KUDO meeting from the KUDO tab first before ending your Microsoft Teams meeting.

    Can I add the same use Bot for multiple Microsoft Teams meetings?

    Each Bot has a unique ID that corresponds to the Microsoft Teams meeting ID. Once you connect KUDO
    meeting and Microsoft Teams meeting, the Bot will assume the Microsoft Teams’ meeting ID and will join only that meeting, thus ensuring the proper correspondence between the KUDO meeting and Microsoft Teams meeting.

    Will Interpretation work on the web browser?

    No, Microsoft Teams does not support meeting apps (as well as many of their other features) on their web browser.

    Will interpretation end when in-app chat is opened?

    If any of the sidebars are opened, the interpretation will stop. This applies to chat, participant list and breakout rooms.

    Will Interpretation work in breakout rooms?

    No, interpretation will not work during breakout rooms since meeting apps are not supported in breakout
    rooms by Microsoft Teams.

    Will Interpretation work for MS Live events & Webinars?

    The integration will not work for Live Events. KUDO will be supported on Microsoft Teams Webinars.

    How many participants can tune into KUDO interpretation simultaneously on a Microsoft Teams meeting?

    KUDO participant limitations still apply for those tuned into KUDO audio channels. Specifically, if it’s a small meeting – 3000 total, if it’s a large meeting – 3000 per language channel. However, please keep in mind that Microsoft Teams has a participant limit of 1000 so KUDO’s limit will never be reached.

    Can the KUDO bot be added to multiple simultaneous Microsoft Teams meetings?

    Yes, the KUDO bot can support multiple simultaneous meetings at the same time. For every Microsoft
    Teams meeting, KUDO will have a unique bot.

    Will Microsoft Teams be available on all servers? (eu, gov, china, us) Are there any unique restrictions by server?

    Yes, this will be available on all servers. There are no unique restrictions introduced by Microsoft Teams
    integration.

    Will recording be available on multiple audio channels?

    Microsoft Teams does not support recording audio on multiple channels. If you record the Microsoft Teams with the KUDO integration, the recording will be performed on Microsoft Teams level and will be of the original audio and video. If you wish to record the interpretation, the recording must be done on KUDO Meeting (please reach out to us regarding “how to record on KUDO Meeting” if needed).

    How are we sending the stream from Microsoft Teams to KUDO? Do the same security protocols apply?

    We are utilizing the Bot which is built using Microsoft’s SDK and hosted on Azure cloud. The Data, in a travel state, is encrypted by Microsoft.

    How do operators and interpreters communicate with one another? What is the suggested protocol here?

    Operators and interpreters are still operating within KUDO Meeting and are expected to communicate/collaborate in a same fashion as in case of regular KUDO meeting happening on KUDO Meeting.

    If a client locks apps for security reasons, will they need to unlock access for just organizers or all
    participants?

    If the client’s Microsoft Teams tenant admin locks the app, the organizer will not be able to schedule an
    Microsoft Teams meeting with the KUDO Interpretation. If the reasons for locking are deemed obsolete and the tenant admin chooses to unlock the KUDO app, the organizer will be able to schedule a meeting with the Microsoft Teams <> KUDO integration and all participants will be able to enjoy the experience. There is no locking/unlocking that happens on participant or organizer level, the app is locked/unlocked for the entire organization’s Microsoft Teams.

    Is there an encryption? Who owns the encryption keys?

    Data Transit State: Interpreters receive the original meeting A/V from Microsoft Teams via
    Bot in transit state, while bytes are coming from Microsoft Teams to the Bot, the bytes are encrypted
    using Microsoft’s encryption. When Bot gets the bytes and pushes to TokBox, the bytes are encrypted
    using TokBox’s encryption. When sending interpretation A/V to Microsoft Teams from KUDO, in the transit state, the bytes are encrypted using TokBox’s encryption.
    Data Rest State: KUDO Bot does not save or retain any data; no data exists in a rest state.
    Encryption Keys: The Bot does not store encryption credentials. KUDO does not have access to encryption
    key, it’s owned and managed by the customer on customer’s tenant level.

    What tech is the bot built on? Where is it hosted?

    The Bot is built using Microsoft’s SDK, it’s hosted on Azure cloud, and can join the meeting only if the tenant admin grants permission.

    What is the data point that KUDO receives from Microsoft Teams?

    KUDO application receives user’s email ID (via Microsoft Teams' SDK for the authorization purposes.

    Will the integration work in Hybrid settings?

    Interpreters can work in a hybrid setting, some of them can use their PCs to join, others can be in a physical interpreter booth. The integration will work. Participants can work in a hybrid setting too, some of them can use their PCs to join, others can be joining from a conference room in their offices. The integration will work for any participant who is joining from their PC using the desktop app, it will not work for the participants joining from the Meeting Rooms using Microsoft Teams web solution.

    Will clients still be able to set up the meeting in Outlook?

    The client can set an outlook meeting and choose to have Microsoft Teams as a video provider. However, the clients will need to go to Microsoft Teams, add the KUDO app to the Microsoft Teams meeting, and select languages.

    Can clients bring their own interpreters/operators or the client must use KUDO’s marketplace?

    Yes, clients can bring their own interpreters/operators, in this case KUDO is a technology provider and does not provide interpreters. Clients can also share preparation materials and the interpreter/operator URLs with their in-house interpreter/operators.
    Clients can also use KUDO’s marketplace to book interpreters, in this case KUDO is not just a technology (RSI) provider but also provides interpreters.

    Note: We do not support mixed use cases when the client wants to bring its own interpreters but also use KUDO marketplace for the missing languages.

    What are the formats of interpreter documents?

    We allow the following document types:
    • PDF
    • .doc and .docx
    • .xls and .xlsx
    • .ppt and .pptx
    • .pptm
    • .png
    • .jpeg
    • .jpg
    • .gif

    Note: Single document should be <10MB.

    What exactly does the “sync meeting” button do? When does it need to be used?

    Microsoft Teams does not provide webhook functionality, thus KUDO app cannot detect the changes to
    original meeting. Thus, if the client made changes to scheduled Microsoft Teams meeting, there will be a need to click on sync meeting. Upon clicking, KUDO will update its meeting and account for latest Microsoft Teams changes.

    Where do I go back to drop interpreter materials? KUDO account?

    All of it can be done within KUDO’s Microsoft Teams app. You can share materials (Question 32 highlights the required format and size) within Microsoft Teams app and interpreters will receive the preparation
    documents.

    Note: We do encourage the clients to share the documents with interpreters since it does contribute to higher quality interpretation. There are often abbreviations and terms that are not easy to interpret on the stop, thus adding the preparation materials prior to the actual meeting is practice we do want to encourage. In this spirit, if the customer booked interpreters from KUDO Marketplace without sharing any materials, they will see a red exclamation mark indicating that adding preparation materials is advised.

    What is required to do if there are any changes to the meeting (date, time, languages)?

    If you need to change the date/time/duration/languages/title of the meeting, you can change it on Microsoft Teams itself and sync Microsoft Teams meeting with the KUDO meeting by using the “sync” functionality. Please see Question 33 for details and reasoning.

    If you are looking to add/remove languages, then you can click “Edit Languages” within KUDO’s Microsoft
    Teams interface and modify the languages required.

    Please notify KUDO DRI as soon as you make changes to the already scheduled meeting.

    What would it be the characteristics of the recording files occurring on KUDO? Where will those be stored?

    Assuming you have opted in for the recording feature, you will be able to access recordings within KUDO’s Microsoft Teams app, under the Recordings tab. The format of the recording is MP4 and can be downloaded by the meeting scheduler.

    Please note:
    • When accessing recordings, the video of the recording will be the speaker view (interpreter POV),
    audio will be the interpreter audio.
    • Currently, recordings require manual start from KUDO Meeting (see Question 22 for reference)
    • Currently, recordings stop after 4 hours and must be started again (see Question 22 for reference)

    If upon syncing the Microsoft Teams meeting with the KUDO meeting, the Microsoft Teams meeting
    is canceled, does it happen the same on the KUDO Meeting? Do the interpreters receive a cancellation
    notice?

    Teams does not provide any callback functionality to KUDO app; thus, the KUDO app cannot automatically know whether the Microsoft Teams app has been canceled. It is important to highlight that if you are about to cancel the Microsoft Teams event, you should cancel the KUDO meeting first since otherwise, KUDO will not know whether the Microsoft Teams meeting has been canceled. If you do not cancel the KUDO meeting, the KUDO meeting will last for the predefined time + grace period and then get automatically cancelled.