01
Efficiency Gains
- Reduced Administrative Work — meeting notes, Planner tasks, and Teams updates are completed automatically
- Improved Productivity — teams spend less time on post-meeting admin and more on strategic work
How a Custom Microsoft 365 Meeting Management Platform Helped a Pharmaceutical Company Automate Meetings with AI.
Pharmaceutical
London, United Kingdom
Custom Microsoft 365 Meeting Management Application
Microsoft Teams, Microsoft Planner, AI Integration, Multi-Tenant Microsoft 365
A well-established pharmaceutical company based in London, with more than 30 years of industry experience, wanted to modernise how internal meetings were planned, documented, and managed.
Although the organisation already relied on Microsoft 365 for collaboration, employees still spent considerable time switching between Microsoft Teams, Microsoft Planner, Outlook, and other Microsoft applications to organise meetings, record discussions, assign tasks, and communicate updates.
The company wanted a single intelligent platform that could simplify the entire meeting lifecycle while maintaining enterprise-grade security and supporting multiple Microsoft 365 tenants.
As meeting volumes increased across departments, administrative work continued to grow, reducing the time available for strategic activities.
Managing meetings involved several manual processes that reduced productivity and increased the risk of missed actions. The organisation faced challenges including:
The client wanted to create a single platform that would:
The organisation evaluated several commercial meeting management and AI transcription tools. While these platforms offered meeting recording and transcription capabilities, none could fully integrate with the organisation's Microsoft 365 environment or automate its complete meeting workflow. The client required a solution capable of:
Ultralink designed and developed a Custom Microsoft 365 Meeting Management Platform that brings together meeting scheduling, AI-powered transcription, task management, collaboration, and knowledge management within one secure application. Instead of moving between multiple Microsoft 365 applications, users now manage the complete meeting lifecycle through a single interface.
A secure, multi-tenant Microsoft 365 platform with AI meeting intelligence, automated task creation, and a searchable knowledge repository.
The platform securely supports multiple Microsoft 365 tenants from a single application, making it ideal for organisations managing separate business units or environments.
The platform captures live conversations and converts them into structured business information automatically.
Users can manage meetings without switching between Microsoft 365 applications. From one interface they can:
Every meeting becomes part of a searchable organisational knowledge base. The platform securely stores:
Security was a key requirement throughout the project. The platform includes:
Following implementation, the organisation transformed its meeting management process from a manual administrative activity into an intelligent automated workflow.
The Microsoft 365 and AI stack powering the platform.
Rather than implementing another standalone meeting assistant, Ultralink developed a solution fully aligned with the client's Microsoft 365 environment and business workflows.
By combining Microsoft Teams, Microsoft Planner, AI-powered meeting intelligence, and secure multi-tenant architecture into a single platform, the organisation gained a future-ready solution that simplifies collaboration, reduces manual administration, and supports continued business growth.
This project demonstrates how custom Microsoft 365 development combined with AI-powered meeting automation can significantly improve collaboration, reduce repetitive administrative work, and strengthen organisational knowledge management.
By replacing fragmented manual processes with one intelligent Microsoft 365 platform, the client now manages meetings, AI-generated summaries, task assignments, and Microsoft Teams collaboration from a single secure application.
The result is a more efficient, scalable, and secure meeting management process that supports better decision-making, improves productivity, and enables teams to focus on higher-value work instead of administration. Explore more of our Microsoft partner services.
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