SoftTech AI Registry
Microsoft · Microsoft 365

Facilitator

Microsoft 365 Copilot agent that participates in scheduled Microsoft Teams meetings, writing real-time AI-generated collaborative notes stored as a Loop file in the initiating user's OneDrive, posting agenda, timer and alert messages in meeting chat, answering @mentioned questions for all participants, capturing follow-up tasks that can sync to Planner, and generating Word documents uploaded to OneDrive.

Recorded characteristics

Function
Microsoft documents Facilitator as a task-tailored agent that works within Teams meetings and behaves differently from Copilot in Teams: a user's prompts to Copilot in Teams are private to that user, whereas Facilitator acts like an assistant sitting in the meeting and its prompts and responses are visible to all participants. Documented functions: generates real-time AI notes during the meeting that everyone can co-author; summarises key decisions and open questions; checks the meeting invite and meeting notes Loop component for an agenda and posts the agenda in meeting chat; prompts participants to define goals when no agenda is detected; shows an agenda timer with time allocations and countdown; alerts participants when the meeting runs over the scheduled end time; @mentions absent participants who have been mentioned repeatedly; answers open-ended questions posted in meeting chat, including summaries and web search when @mentioned; automatically captures tasks accessible in Notes, which sync to Planner when a user selects "Accept to sync", and can be asked in meeting chat to create, edit and assign tasks that sync to Planner (Planner task-tracking integration is documented as public preview); and can be asked with @Facilitator to create a Word document on a meeting topic, which it generates and uploads to the user's OneDrive. After a meeting, content generated by Facilitator is accessible in meeting chat and in meeting notes in Recap, and an AI summary tab provides a full-transcript summary. Turning Facilitator off stops automated notetaking but does not remove notes already taken. Facilitator is distinct from ordinary post-meeting recap because it maintains shared meeting state while the meeting is in progress.
Data access
Documented inputs: meeting speech in the selected meeting language (transcription must be on before or during the meeting for Facilitator to be prompted after the meeting ends; if Copilot is set to start without transcription, Facilitator starts without transcription as well), meeting chat prompts, the meeting invite agenda (Microsoft states Facilitator cannot read the organiser's copy of the invite for privacy reasons and the agenda becomes available after at least one non-organiser participant joins), the meeting notes Loop component, and web search when explicitly asked in chat. Facilitator data in meetings is stored as a .loop file in a OneDrive folder titled Meetings belonging to the user who initiated Facilitator, and Microsoft states this data is treated as meeting transcript data. Broader Microsoft Graph or organisational data grounding is not established for Facilitator specifically.
Actions
Can take actions
External actions
Unknown
Human confirmation
Conditional
Permission basis
Not established
Administrative control
Facilitator is managed as an app in the Teams admin center (Teams apps > Manage apps > Facilitator > Allow or Block), and can be targeted to user groups through app-centric management and app permission policies. Loop experiences in Teams must be turned on for Facilitator to be used in meetings; Microsoft names the tenant-wide PowerShell setting IsCollabMeetingNotesFluidEnabled, which cannot be configured at user level. A meeting option "Allow Copilot and Facilitator" offers "During and after the meeting" or "Only during the meeting", governed by organisational policy, sensitivity label and meeting template settings. Transcription settings affect post-meeting prompting. During a live meeting, only organisers or presenters using Teams on web or desktop can turn Facilitator on or off.
Default state
Conditional
Availability
Microsoft states that some Facilitator capabilities are generally available and certain capabilities are in public preview. Documented as generally available: collaborative real-time notes, AI question answering, timeline markers, Word document creation, an enhanced Teams Rooms experience, mobile capture and @mention interaction. Documented as public preview: task tracking integration with Planner. Microsoft also documents a back-end migration under which Loop file generation is no longer supported after 31 July 2026, with no impact stated on Facilitator live notes. Microsoft's end-user support page still carries public-preview phrasing for some task and document behaviour, which conflicts with the admin documentation; this conflict is recorded rather than resolved.
Licensing
A Microsoft Copilot licence is required to add Facilitator to a meeting or turn it on during a meeting. Microsoft states that only licensed users can initiate Facilitator and that unlicensed users cannot prompt it but can see others' prompts, Facilitator's responses and its notes in meetings, so not every participant requires a licence. For the initiating user Microsoft lists an eligible Microsoft 365 base licence, an eligible Microsoft Teams licence and a Microsoft Copilot licence; preview features additionally require Teams Public Preview participation and Loop experiences for Facilitator in meetings to be turned on. Pricing is not inferred.
External model or provider
Not established. No current Microsoft page reviewed identifies an underlying model, model version or provider specifically for Facilitator.
Limitations and uncertainty
Facilitator can only be added to scheduled meetings and cannot be added to channel meetings, instant meetings or Teams calls; it is not supported in 1:1 chats, group chats, or external chats and meetings. External participants are excluded from seeing real-time updates in chat and notes, and Facilitator-based offline note taking is not available for federated or external users. Support for webinars and town halls is not documented either way. Only the languages listed for Microsoft Copilot are supported, and AI-generated notes support single-language meetings only; if the wrong spoken language is selected, notes are not generated. Turning Facilitator on or off during a meeting is limited to organisers or presenters on Teams web or desktop. Prevent copy and paste and watermark meeting settings are not applied to Facilitator's responses or notes; notes do not inherit the meeting sensitivity label, retention labels are not supported for cloud attachments in AI-generated notes, and Facilitator's notes are not currently collected automatically as cloud attachments in Microsoft Purview eDiscovery. The runtime identity under which Facilitator writes notes, tasks and documents is not documented, so permission basis is recorded as not established. No Facilitator-specific audit event or modification-history feature is documented. No third-party or non-Microsoft action surface is documented, so external action is recorded as unknown rather than no.

Evidence