How the CauceOS virtual bot works

The CauceOS virtual bot is the core of the product. It is a digital participant that joins your video call, listens to the conversation, and streams what happens in real time to your co-pilot panel. This guide explains exactly what it does, when, and how.

Table of contents

• How the bot joins your session
• What happens at the start of the session
• What the bot does during the session
• How the bot leaves when the session ends
• Common questions

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How the bot joins your session

When you create a new session in CauceOS and paste the URL of your meeting (Meet, Teams, or Zoom), the system sends an automatic access request to that room. The bot appears as another participant in the video call, usually named "CauceOS Copilot" (you can customize the name from your account settings).

The process takes seconds. You will see the bot appear in your meeting platform's participant list before the session begins.

Prerequisites:

• The meeting URL must be valid and the room must be active.
• If the meeting has a waiting room enabled, the bot will appear there until the organizer admits it.
• You need to be the meeting organizer or have permission to admit participants.

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What happens at the start of the session

The moment the bot is admitted to the room — or when the meeting starts if there is no waiting room — three things happen in order:

1. Presence announcement

The bot sends a text message to the meeting chat with the following notice:

"This session is being assisted by CauceOS. Continuing implies consent."

If the session is configured in Spanish, the notice reads:

"Esta sesión está siendo asistida por CauceOS. Continuar implica consentimiento."

This announcement is automatic, not optional, and is part of informed consent compliance.

2. Transcription begins

The bot starts processing the meeting audio immediately. The transcription appears in your CauceOS panel with a 1 to 3 second delay. If you activated bilingual mode, you will see two columns: original language and translation.

3. Rules engine and alerts activated

The rules you configured previously (from Settings → Rules & copilot) become active. The system begins monitoring the conversation according to those rules and fires alerts when conditions are met.

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What the bot does during the session

The bot remains a silent participant throughout. It does not speak, does not interrupt, and does not send additional messages to the chat. Its only function is to listen and stream the audio to the CauceOS processing engine.

What you see in your co-pilot panel comes from that processing:

• Real-time transcription — what is being said, with speaker attribution when the system can identify two distinct voices.
• Alerts — notifications that appear when a rule is triggered. They can be Info (blue), Warning (amber), or Crisis (red).
• Suggestions — contextual questions generated by the system based on the modality you chose (Gottman, CBT, STAR, GROW, etc.).

Your client cannot see the co-pilot panel. Only you have access to that interface.

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How the bot leaves when the session ends

The bot leaves the meeting automatically when:

1. You end the session from the "End session" button in your CauceOS panel.
2. The meeting ends — if the organizer closes the room, the bot leaves along with all other participants.
3. The bot is manually removed — the organizer can remove the bot from the participant controls of their meeting platform.

When the bot leaves, audio processing stops immediately. Within the next 60 seconds, the system generates the post-session report that you will find in the Reports section of your panel.

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Common questions

Does the bot record the meeting? The bot processes audio in real time to generate the transcription. The default transcription retention policy is 90 days. You can set a shorter period or request deletion from Settings → Data. No video recording is stored.

Can my clients see the bot? Yes, the bot appears as a participant in the meeting. It is visible in the participant list of Meet, Teams, or Zoom. That is why the automatic announcement exists at the start.

What happens if the bot disconnects during the session? If the connection is interrupted, the bot will attempt to reconnect. You will receive a notification in your panel. During that period, the transcription pauses. See also: Troubleshooting: bot won't join my session.

Can I change the name that appears in the meeting? Yes. Go to Settings → Account → Copilot name and enter your preferred name. The change applies to future sessions.

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Related articles

• Your first session step by step
• Client consent: best practices
• Troubleshooting: bot won't join my session

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Still have questions? Write to us at support@cauceos.com.