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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

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Core Operator Commands

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Validate the config snapshot

Use this first after any config change.

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Inspect token health

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

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Inspect subscriptions

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Renew near-expiry subscriptions

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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: Mibyan 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 ~/.mibyan/scripts/. First create the script:
Then register a script-only cron job that runs every 12 hours (gives 6x headroom against the 72h expiry window):
Verify it was registered and inspect the next run time:
Create /etc/systemd/system/mibyan-teams-pipeline-maintain.service:
And /etc/systemd/system/mibyan-teams-pipeline-maintain.timer:
Enable:

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Option 3: Plain crontab

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

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Verifying renewal is working

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

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Inspect recent jobs

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Replay a stored job

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Dry-run meeting artifact fetches

Pass --organizer-user-id (the organizer’s Microsoft Entra user ID) to resolve through the organizer-scoped /users/{id}/onlineMeetings Graph path. This is required for Teams /meet/ short URLs, which Graph rejects on the /communications/onlineMeetings endpoint. Webhook-driven jobs derive the organizer automatically from the notification’s @odata.id.

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Routine Runbook

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After first setup

Run these in order:
Then trigger or wait for a real meeting event and confirm:

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Daily or periodic checks

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

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Before changing webhook URLs or delivery targets

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

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Failure Triage

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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

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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

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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

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Duplicate or unexpected replays

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

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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
  • mibyan teams-pipeline validate returns an OK snapshot
  • mibyan teams-pipeline token-health --force-refresh succeeds
  • maintain-subscriptions is scheduled (Mibyan 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

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Delivery-Mode Decision Guide

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Operator Worksheet

Fill this out before rollout:

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Change Review Worksheet

Use this before changing the deployment: