003JAPANESE TEXTILE COMPANY · SINCE 2025
1,235
TEAMS MEETINGS CAPTURED SINCE 2025
AI meeting minutes straight out of Teams, with names spelled right
TEAMS TRANSCRIPT → CHECK AND KANJI → MINUTES
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AI AGENT
皆様、本日はお忙しい中お集まりいただきありがとうございます。本日の議題は品質管理の最新状況についてです。まず、先月の生産実績をご報告いたします。タイ工場の稼働率は前月比で改善しております。皆様、本日はお忙しい中お集まりいただきありがとうございます。本日の議題は品質管理の最新状況についてです。まず、先月の生産実績をご報告いたします。タイ工場の稼働率は前月比で改善しております。
A textile company in Osaka with two plants in Thailand holds most of its meetings in Microsoft Teams, in Japanese, in Thai, sometimes in English. In 2025 Kuroko Labs built a dashboard that turns every Teams transcript into minutes in the meeting's own language, checks kanji names against a glossary and the staff directory, pulls out the action items and shows each meeting only to the people the org chart says may see it. As of 14 September 2026 it holds 1,235 meetings, 1,126 of them with a transcript. A meeting without a usable recording gets a note, never invented minutes.
1,235
meetings captured
as of 14 September 2026
1,126
with a transcript
the rest too quiet or hosted elsewhere
964
in the last 120 days
about eight per working day
3
languages
Japanese, Thai, English
3
companies in one calendar
Osaka and two plants in Thailand
01 — THE CHALLENGE
How do you take minutes for 80 Teams meetings a month?
Osaka negotiates with customers, the plants in Thailand plan the sewing lines, and between them lie a six-hour flight and two languages. More than 80 meetings a month run in Microsoft Teams. The managing director sits in perhaps a third of them.
Teams takes notes. The transcript is rarely usable. Japanese names arrive as kanji by ear: 旭化成 becomes 朝日課税, a colleague becomes a string of characters. Anyone who was not in the room cannot read the text. Anyone who was does not read it.
Decisions drifted into chat, tasks into mail, the rest stayed in the speaker's head. And nobody could say who was allowed to see which meeting in the first place. A plant manager in Thailand has no business in the pricing talks in Osaka. The reverse holds too.
What the company wanted: minutes on the table a few minutes after a meeting ends, with the right names, in the language that was spoken, visible only to the people it concerns.
80+
meetings a month
customers, line planning, quality, suppliers
漢
names in the wrong kanji
Teams hears 朝日課税, the company is 旭化成
?
who does what by when
in chats, in mail, in heads
3
languages, one calendar
if you cannot read Thai, you do not read the minutes
02 — THE SOLUTION
From Teams transcript to minutes in four stages
No bot to invite. Teams transcribes anyway. The dashboard fetches the transcript through Microsoft Graph as soon as the meeting ends and works through four stages: check, re-transcribe if needed, summarise, extract the tasks.
Stage one asks whether a meeting happened at all. Teams records silence, and a language model will happily turn silence into a plausible discussion. The system measures characters per audible second. Below the threshold, the meeting is marked as having too little record, and gets no minutes.
Stage two is language. Osaka speaks Japanese, the plants speak Thai, and Teams sometimes settles on English regardless. A transcript that comes back as phonetic nonsense is re-transcribed from the recording: with faster-whisper on the company's own server, or in the cloud by a switch when the local worker is not installed.
Stage three writes the minutes. Claude Sonnet 4.6 summarises in the meeting's own language, and trade terms such as MOQ or AQL stay as they are. Before that, every name passes through a kanji glossary, the staff directory and the corrections colleagues made in earlier minutes. Kanji correctness is not negotiable in this project. Stage four reads out who does what by when and creates one card per commitment.
03 — ARCHITECTURE
What the dashboard does today
01TRANSCRIPT INTAKE
Teams takes notes, Graph delivers
Every meeting on the company's own Teams tenant arrives with its calendar entry, attendees and transcript. Matching runs on the transcript ID, so a second run never creates a duplicate. Since May 2026 the dashboard also accepts transcripts from Notta when a plant prefers to record with it.
1,126
meetings with a transcript
02LANGUAGE AND SILENCE
Wrong language, empty room: both are caught
A transcript in the wrong language, or 32 characters for 45 minutes, is discarded and rebuilt from the recording. Locally with faster-whisper, or in the cloud, depending on a switch. A meeting in which hardly anyone spoke gets no minutes. It gets a note.
2
routes to re-transcription
03KANJI
Names that are right
A glossary, the staff directory and the corrections from earlier minutes. A correction a colleague makes once applies to every meeting after it. 旭化成 stays 旭化成.
3
sources behind every name
04TASKS
Who does what by when
The extractor reads commitments out of the minutes and creates a card for each: text, due date, suggested owner, source meeting. About 3,500 assignments came from the model, about 24 from people. The assignment is a suggestion, not a decision.
5,900
cards since 2025
05VISIBILITY
The org chart decides
Who may see a meeting is written in the dashboard's HR org chart, not in a list. Everyone sees the meetings they sat in; managers see their teams'. Attendance comes from Microsoft Graph plus the speakers in the transcript.
3
companies in one tree
06BRIEFING AND OPERATIONS
Before the meeting, after the meeting
Before a meeting, the dashboard assembles a briefing from earlier ones. Raw recordings expire once a transcript exists. The whole database is one SQLite file; it is backed up daily, and the restore has been tested.
1
file as the database, backed up daily
The task board deserves an honest paragraph. 5,900 cards have been created since 2025, 1,988 with a due date. On 14 September 2026, 5,820 of them still sat in todo. The cards are correct; nobody works from the board. Today they serve as a search trail: which meeting mentioned the delivery date, who committed to it. Whether the board becomes part of how people work, or stops generating cards, is a question for management, not for the software.
One principle runs through everything: a question the system cannot answer must never be answered in the direction of everything is fine. An empty meeting says too little record. A file that would not open shows red, never a green run of zero rows. Three states: ok, not ok, cannot tell.
What the dashboard cannot do: meetings a customer hosts on their own tenant never arrive. Either the partner joins on the company's tenant, or the gap stays. The gap is known and written in the operations guide.
LIVE PREVIEW
Calendar Dashboard — Meeting Overview
MonTueWedThuFri
● Click on a day to see the details
04 — RESULTS
What can be measured, and what cannot
1,235
meetings captured, as of 14 September 2026
964
meetings in the last 120 days
3,500
tasks assigned by the model, 24 by hand
3
states: ok, not ok, cannot tell
METRICBEFOREAFTER
MinutesWhoever took notes, wrote themMinutes after the end, in the meeting's language
NamesKanji by earGlossary, directory, learned corrections
Empty meetingMinutes made of silenceMarked as too little record
VisibilityWhoever had the linkThe org chart decides
TasksIn chat, in mail, in headsA card with due date, source and a suggested owner
The calendar shows each day with its meetings, in Japanese, Thai or English depending on the user. One click opens minutes, attendees and tasks. In the evening the managing director reads the meetings of the day he did not sit in.
In 2025 visibility was still a list in a configuration file. Since 2026 the HR org chart inside the dashboard decides. That had a side effect nobody had planned: someone who changes department sees the right meetings the next day, and nobody touches a list.
Two numbers are deliberately not on this page. How much time the minutes save, nobody has measured. How many minutes contain mistakes, we know only from the corrections colleagues enter. Both would make the page look better. Both would be a guess.
“
I can now be in every meeting without physically attending. That has fundamentally changed the way I run our company.CEO, JAPANESE TEXTILE COMPANY
TECH STACK
Microsoft Teams
transcripts and recordings
Microsoft Graph
calendar, attendance, fetch
faster-whisper
re-transcription on the company's own server
OpenAI transcription
cloud fallback, by switch
Claude Sonnet 4.6
minutes in the meeting's language
Claude Haiku 4.5
tasks out of the minutes
Node.js, Express, PM2
backend, one worker per CPU
SQLite (WAL)
one file, backed up daily
PostgreSQL
sessions, kept apart from the data
Redis
rate limits across all workers
OUTLOOK
The dashboard has outgrown the minutes. On the same database now run a process map the departments draw together, a tracker for the GOTS certification and a delivery monitor for the largest customer. Three decisions stay open, and none of them is a software decision: whether the task board becomes part of the work, whether partners host their meetings on the company's tenant, and where the daily backup goes off site.
NEXT STEP
A similar project?
GET IN TOUCH ALL CASE STUDIESFrequently asked questions about this case study: AI meeting minutes
How do the minutes come out of Microsoft Teams?+
Teams transcribes the meeting itself. As soon as it ends, the dashboard fetches transcript, attendees and calendar entry through Microsoft Graph and writes minutes in the language that was spoken. There is no bot that would have to be invited.
What happens when Teams picks the wrong language?+
The transcript is discarded and rebuilt from the recording, locally with faster-whisper on the company's own server or in the cloud, depending on the setting. A transcript with 32 characters for 45 minutes takes the same route.
How do Japanese names end up in the right kanji?+
Three sources work together: a glossary, the staff directory and the corrections colleagues made in earlier minutes. A correction applies to every meeting after it.
Who sees which meeting?+
The HR org chart inside the dashboard decides. Everyone sees the meetings they sat in, managers see their teams'. Attendance comes from Microsoft Graph plus the speakers in the transcript.
Are tasks assigned automatically?+
The dashboard creates a card per commitment and suggests a person. About 3,500 assignments came from the model, about 24 from people. The suggestion does not trigger a notification, and that is a deliberate choice.
What does the dashboard not capture?+
Meetings a customer or partner hosts on their own Microsoft tenant. And meetings in which hardly anyone spoke: those are marked as too little record instead of getting invented minutes.
Does Kuroko Labs build this for other companies?+
Yes. Teams transcripts, a calendar through Microsoft Graph and an org chart that sets visibility exist in many companies. The first call and the assessment are free of charge.
Technology used
Processing uses the transcripts from Microsoft Teams, Microsoft Graph for calendar and attendance, and faster-whisper for re-transcription on the company's own server. Recordings leave the building only when the cloud fallback is switched on.
The links lead to the documentation of each component.