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Operate the Teams Meeting Pipeline

Use this guide after you have already enabled the feature from Teams Meetings.

This page covers:

  • operator CLI flows
  • routine subscription maintenance
  • failure triage
  • go-live checks
  • rollout worksheet

Core Operator Commands​

Validate the config snapshot​

vibeos teams-pipeline validate

Use this first after any config change.

Inspect token health​

vibeos teams-pipeline token-health
vibeos teams-pipeline token-health --force-refresh

Use --force-refresh when you suspect stale auth state.

Inspect subscriptions​

vibeos teams-pipeline subscriptions

Renew near-expiry subscriptions​

vibeos teams-pipeline maintain-subscriptions
vibeos teams-pipeline maintain-subscriptions --dry-run

Automating subscription renewal (REQUIRED for production)​

Microsoft Graph subscriptions expire in at most 72 hours. If nothing renews them, meeting notifications silently stop after 3 days and the pipeline looks "broken." This is the #1 operational failure mode for any Graph-backed integration.

You MUST run maintain-subscriptions on a schedule. Pick one of these three options:

VibeOS ships a built-in cron scheduler. The --no-agent mode runs a script as the job (rather than using an LLM), and --script must point at a file under ~/.vibeos/scripts/. First create the script:

mkdir -p ~/.vibeos/scripts
cat > ~/.vibeos/scripts/maintain-teams-subscriptions.sh <<'EOF'
#!/usr/bin/env bash
exec vibeos teams-pipeline maintain-subscriptions
EOF
chmod +x ~/.vibeos/scripts/maintain-teams-subscriptions.sh

Then register a script-only cron job that runs every 12 hours (gives 6x headroom against the 72h expiry window):

vibeos cron create "0 */12 * * *" \
  --name "teams-pipeline-maintain-subscriptions" \
  --no-agent \
  --script maintain-teams-subscriptions.sh \
  --deliver local

Verify it was registered and inspect the next run time:

vibeos cron list
vibeos cron status        # scheduler status

Create /etc/systemd/system/vibeos-teams-pipeline-maintain.service:

[Unit]
Description=VibeOS Teams pipeline subscription maintenance
After=network-online.target

[Service]
Type=oneshot
User=vibeos
EnvironmentFile=/etc/vibeos/env
ExecStart=/usr/local/bin/vibeos teams-pipeline maintain-subscriptions

And /etc/systemd/system/vibeos-teams-pipeline-maintain.timer:

[Unit]
Description=Run VibeOS Teams pipeline subscription maintenance every 12 hours

[Timer]
OnBootSec=5min
OnUnitActiveSec=12h
Persistent=true

[Install]
WantedBy=timers.target

Enable:

sudo systemctl daemon-reload
sudo systemctl enable --now vibeos-teams-pipeline-maintain.timer
systemctl list-timers vibeos-teams-pipeline-maintain.timer

Option 3: Plain crontab​

0 */12 * * * /usr/local/bin/vibeos teams-pipeline maintain-subscriptions >> /var/log/vibeos/teams-pipeline-maintain.log 2>&1

Make sure the cron environment has the MSGRAPH_* credentials. Simplest fix: source ~/.vibeos/.env at the top of a wrapper script that crontab calls.

Verifying renewal is working​

After you've set up the schedule, check renewal activity after the first scheduled run:

vibeos teams-pipeline subscriptions   # should show expirationDateTime advanced
vibeos teams-pipeline maintain-subscriptions --dry-run   # should show "0 expiring soon" most of the time

If you ever see your Graph webhook mysteriously "stop working" after exactly ~72 hours, this is the first thing to check: did the renewal job actually run?

Inspect recent jobs​

vibeos teams-pipeline list
vibeos teams-pipeline list --status failed
vibeos teams-pipeline show <job-id>

Replay a stored job​

vibeos teams-pipeline run <job-id>

Dry-run meeting artifact fetches​

vibeos teams-pipeline fetch --meeting-id <meeting-id>
vibeos teams-pipeline fetch --join-web-url "<join-url>"

Routine Runbook​

After first setup​

Run these in order:

vibeos teams-pipeline validate
vibeos teams-pipeline token-health --force-refresh
vibeos teams-pipeline subscriptions

Then trigger or wait for a real meeting event and confirm:

vibeos teams-pipeline list
vibeos teams-pipeline show <job-id>

Daily or periodic checks​

  • run vibeos teams-pipeline maintain-subscriptions --dry-run
  • inspect vibeos teams-pipeline list --status failed
  • verify the Teams delivery target is still the correct chat or channel

Before changing webhook URLs or delivery targets​

  • update the public notification URL or Teams target config
  • run vibeos teams-pipeline validate
  • renew or recreate affected subscriptions
  • confirm new events land in the expected sink

Failure Triage​

No jobs are being created​

Check:

  • msgraph_webhook is enabled
  • the public notification URL points to /msgraph/webhook
  • the client state in the subscription matches MSGRAPH_WEBHOOK_CLIENT_STATE
  • subscriptions still exist remotely and are not expired

Jobs stay in retry or fail before summarization​

Check:

  • transcript permissions and availability
  • recording permissions and artifact availability
  • ffmpeg availability if recording fallback is enabled
  • Graph token health

Summaries are produced but not delivered to Teams​

Check:

  • platforms.teams.enabled: true
  • delivery_mode
  • incoming_webhook_url for webhook mode
  • chat_id or team_id plus channel_id for Graph mode
  • Teams auth config if Graph posting is used

Duplicate or unexpected replays​

Check:

  • whether you manually replayed a job with vibeos teams-pipeline run
  • whether the sink record already exists for that meeting
  • whether you intentionally enabled a resend path in your local config

Go-Live Checklist​

  • Graph credentials are present and correct
  • msgraph_webhook is enabled and reachable from the public internet
  • MSGRAPH_WEBHOOK_CLIENT_STATE is set and matches subscriptions
  • transcript subscription is created
  • recording subscription is created if STT fallback is required
  • ffmpeg is installed if recording fallback is enabled
  • Teams outbound delivery target is configured and verified
  • Notion and Linear sinks are configured only if actually needed
  • vibeos teams-pipeline validate returns an OK snapshot
  • vibeos teams-pipeline token-health --force-refresh succeeds
  • maintain-subscriptions is scheduled (VibeOS cron, systemd timer, or crontab — see Automating subscription renewal). Without this, Graph subscriptions silently expire within 72 hours.
  • a real end-to-end meeting event has produced a stored job
  • at least one summary has reached the intended delivery sink

Delivery-Mode Decision Guide​

ModeUse whenTradeoff
incoming_webhookyou only need simple posting into Teamssimplest setup, less control
graphyou need channel or chat posting through Graphmore control, more auth and target config

Operator Worksheet​

Fill this out before rollout:

ItemValue
Public notification URL
Graph tenant ID
Graph client ID
Webhook client state
Transcript resource subscription
Recording resource subscription
Teams delivery mode
Teams chat ID or team/channel
Notion database ID
Linear team ID
Store path override, if any
Owner for daily checks

Change Review Worksheet​

Use this before changing the deployment:

QuestionAnswer
Are we changing the public webhook URL?
Are we rotating Graph credentials?
Are we changing Teams delivery mode?
Are we moving to a new Teams chat or channel?
Do subscriptions need to be recreated or renewed?
Do we need a fresh end-to-end verification run?