Full Control in Every Meeting: Control the Tucan Bot Directly via Chat

Transparency and data privacy are the foundation of efficient, AI-powered meeting documentation. At Tucan, we are constantly working to give users maximum sovereignty over their data. While our recording bot for Microsoft Teams, Zoom, Google Meet, and Webex was already designed for transparency, we are now taking it a step further: from now on, you can control the bot directly via the chat window of your video conference.

Transparency from the Start: The Joining Process

Our bot never enters a meeting uninvited. It waits in the digital waiting room (lobby) until a participant actively admits it. This moment serves as the initial consent for the recording. Technically, the audio track is only temporarily cached during the session. Only after the meeting ends is the file uploaded to the Tucan cloud for final processing and transcription.

New: Interactive Control via Chat Commands

To make operation even more intuitive and to address privacy concerns in real-time, we have implemented new chat commands. These can be used by any participant – whether they are the organizer, an internal employee, or an external guest.

1. Immediate Cancellation and Data Deletion

If consent for recording is withdrawn during the meeting, the bot can be immediately instructed to leave the session.

• Command: @tucan recording no
• Effect: The bot posts a confirmation in the chat stating that no consent was given and leaves the meeting immediately.
• Privacy Factor: The temporary recording created up to that point is deleted before any upload to Tucan occurs. In your Tucan dashboard, only the status message appears: “No Consent for the processing”.

2. The “Off-the-Record” Pause

For confidential side discussions, the recording does not have to be cancelled entirely. It can now be easily paused.

• To Pause: @tucan recording stop – The bot confirms it is “stop listening” in the chat. For visual confirmation, the bot’s video feed turns black.
• To Resume: @tucan recording resume – Recording resumes, and the bot’s logo becomes visible again.

Why This Feature Makes a Difference

Direct integration into the chat eliminates the need to navigate through external menus or settings. This strengthens the principle of “Privacy by Design”: participants have full control over their spoken words at all times without interrupting the flow of conversation. Whether in Microsoft Teams, Zoom, Google Meet, or Webex – data security is now just one chat command away.

Outlook

Chat control is another building block of our vision for a seamless and secure meeting culture. We are already developing further commands to make interaction with our AI even more flexible. Stay tuned for upcoming updates!