Setting up speaker labels across your organisation (for admins)

Speaker labels can be made available without each member of staff setting them up individually. These are the steps for IT. They cover distributing the browser extension in bulk, pre-granting macOS accessibility permission, and the internal announcement that goes with the rollout. To set this up for your own account only, see the per-tool steps in Speaker labels.

Enterprise plan

#The rollout at a glance

What you need to distribute depends on the combination of meeting tool and operating system.

Once distribution is complete, ask each member of staff to open Settings > Preferences > Speaker labels in the desktop app and confirm that the row for the meeting tool they use shows enabled. Wording for that request is under “What to ask staff to do afterwards”.

#Decisions to make before you start

For a company-wide rollout in a Japanese IT department, the announcement and the support arrangements usually take more time than the distribution work itself. We recommend settling at least these four points before you begin.

1. Scope: distribute to everyone, or only to particular departments or sites? If limiting it, decide whether to divide by organisational unit or by Google group.
2. Timing and channel of the announcement: how many working days before the rollout, and through which channel (company-wide email, intranet, a general chat channel)?
3. Support contact: will the IT help desk take first-line enquiries, or will you point people at Pulse support? If you set up an internal contact, share “Likely questions and answers” with them in advance.
4. Consistency with internal rules on meeting records: enabling speaker labels means who said what is kept on record. If you have internal rules on meeting records, check this does not contradict them.

The name recorded as a speaker label is the participant's display name in the meeting tool. Where a real name is used, that name may constitute personal information linked to what was said; the point, and what the Act on the Protection of Personal Information requires in that case, are set out under “Speaker labels and personal information” in Speaker labels. Notifying staff of the purpose of use, the notice given at the start of meetings with external attendees, and draft wording for internal rules are covered in How far you can rely on AI meeting notes (a guide for teams), so read that before drafting your announcement.

#Google Meet: distributing the browser extension

Speaker labels in Google Meet work through the Pulse browser extension. The extension has to be installed in the browser profile each member of staff uses for Google Meet.

You can distribute it automatically to the whole organisation from the Google Admin console, or narrow the audience using organisational units (OUs) or Google groups.

#Adding the extension

1. 1

   Sign in to the Google Admin console

   Google Admin console with an administrator account.

2. 2

   Open the apps and extensions settings

   Devices > Chrome > Apps & extensions > Users & browsers.

3. 3

   Add from the Chrome Web Store

   Choose the + (plus) button at the bottom right, then Add from Chrome Web Store.

4. 4

   Search by extension ID

   Choose Search by ID at the top right and paste the Pulse extension ID.

5. 5

   Add the extension

   Select to add the extension.

6. 6

   Set the installation policy

   Force install, or Force install + pin to browser toolbar. Pinning it to the toolbar makes it easier for staff to see that the extension is present.

FigureScreenshot: the “Apps & extensions” screen in the Google Admin console

Showing the “Add from Chrome Web Store” button and the search-by-ID field.

#Narrowing who receives it

By default the setting applies to the whole organisation. To distribute only to particular departments, sites or teams, use one of the following.

The setup steps for each member of staff after distribution are in Using speaker labels in Google Meet.

#Zoom: pre-granting accessibility permission

Speaker labels in Zoom use the Zoom Workplace desktop app together with macOS accessibility permission. No browser extension is involved. Support differs by operating system.

What the permission covers — that Pulse uses it to read the participant names and speaking indicator shown on Zoom's screen, and not to record the screen or audio or to access the camera or microphone — is explained under “About the accessibility permission” in Using speaker labels in Zoom. This comes up often when explaining the rollout internally, so a sentence about it in your announcement will reduce enquiries.

#Pre-granting through MDM

Accessibility permission can be pre-granted on managed devices by distributing a PPPC (Privacy Preferences Policy Control) configuration profile. The profile identifies the Pulse app by its signing details (team ID and bundle ID) and grants it access to the accessibility service.

Below is an example .mobileconfig you can use as-is or adapt to your environment.

<?xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE plist PUBLIC "-//Apple//DTD PLIST 1.0//EN" "http://www.apple.com/DTDs/PropertyList-1.0.dtd">
<plist version="1.0">
<dict>
    <key>PayloadContent</key>
    <array>
        <dict>
            <key>PayloadDescription</key>
            <string>Grants the macOS accessibility permission used to read speaker information from Zoom for speaker labels.</string>
            <key>PayloadDisplayName</key>
            <string>Privacy Preferences Policy Control</string>
            <key>PayloadIdentifier</key>
            <string>〔reverse-domain identifier〕.allow-accessibility.pppc</string>
            <key>PayloadOrganization</key>
            <string>UNCHAIN, Inc.</string>
            <key>PayloadType</key>
            <string>com.apple.TCC.configuration-profile-policy</string>
            <key>PayloadUUID</key>
            <string>〔generated UUID〕</string>
            <key>PayloadVersion</key>
            <integer>1</integer>
            <key>Services</key>
            <dict>
                <key>Accessibility</key>
                <array>
                    <dict>
                        <key>Allowed</key>
                        <integer>1</integer>
                        <key>CodeRequirement</key>
                        <string>identifier "〔bundle ID〕" and anchor apple generic and certificate 1[field.1.2.840.113635.100.6.2.6] /* exists */ and certificate leaf[field.1.2.840.113635.100.6.1.13] /* exists */ and certificate leaf[subject.OU] = 〔team ID〕</string>
                        <key>Comment</key>
                        <string></string>
                        <key>Identifier</key>
                        <string>〔bundle ID〕</string>
                        <key>IdentifierType</key>
                        <string>bundleID</string>
                        <key>StaticCode</key>
                        <integer>0</integer>
                    </dict>
                </array>
            </dict>
        </dict>
    </array>
    <key>PayloadDescription</key>
    <string>Grants the macOS accessibility permission used to read speaker information from Zoom for speaker labels.</string>
    <key>PayloadDisplayName</key>
    <string>Allow accessibility permission (speaker labels)</string>
    <key>PayloadIdentifier</key>
    <string>〔reverse-domain identifier〕.allow-accessibility</string>
    <key>PayloadOrganization</key>
    <string>UNCHAIN, Inc.</string>
    <key>PayloadScope</key>
    <string>System</string>
    <key>PayloadType</key>
    <string>Configuration</string>
    <key>PayloadUUID</key>
    <string>〔generated UUID〕</string>
    <key>PayloadVersion</key>
    <integer>1</integer>
</dict>
</plist>

The setup steps for each member of staff after distribution are in Using speaker labels in Zoom.

#What to ask staff to do afterwards

Once you have distributed the extension or the accessibility permission, ask staff to check the following.

1. Open the desktop app (and confirm it has updated to the latest version).
2. Settings > Preferences > Speaker labels.
3. Confirm the row for the meeting tool they use shows enabled. - Google Meet: connects automatically once the extension is installed in the browser profile. - Zoom: even with accessibility permission pre-granted through MDM, choosing Set up on the Zoom row may still be required the first time.

If a row will not connect, point people to the troubleshooting in Using speaker labels in Google Meet and Using speaker labels in Zoom.

#Sample internal announcements

A company-wide notice to send a few working days before the rollout, and a short chat post for the day itself. Fill in 〔date〕 with the rollout date, 〔help desk contact〕 with your internal support contact, 〔meeting recording and transcription policy〕 with the name of the relevant internal policy, and 〔intranet URL〕 with the URL of your guidance page.

#Company-wide email (three working days before rollout)

Subject: [Notice] Speaker names in meeting notes will be enabled from 〔date〕 (IT Department)

To all staff

Hello, this is the IT Department.

From 〔date〕, we are enabling “speaker labels” company-wide in the meeting notes tool 〔Pulse〕, which show the name of the person speaking in the transcript. We will also distribute the browser extension and device permission required, automatically, from our side.

■ What changes In meeting transcripts, passages that until now showed only “me” and “them” will show the display name from the meeting tool. This makes it easier to see who said what when reading minutes later.

■ What we ask you to do From 〔date〕, open “Settings > Preferences > Speaker labels” in the app and check that the row for the meeting tool you use shows “enabled”. If nothing changes, update the app to the latest version and check again.

■ What we are distributing - If you use Google Meet: the browser extension (installed into Chrome automatically) - If you use Zoom on a Mac: accessibility permission (configured automatically through device management) * This permission is used to read the participant names shown on Zoom's screen. It is not used to record the screen or audio, or to access the camera or microphone.

■ About how records are handled Please follow 〔meeting recording and transcription policy〕 on the extent to which meetings may be recorded and transcribed. In meetings with external attendees, please continue to say at the start that the meeting is being recorded.

If you have any questions, please contact 〔help desk contact〕.

IT Department

#Chat post (on the day)

“Speaker labels” are now enabled in meeting notes, so the name of the person speaking appears in transcripts. Please check under “Settings > Preferences > Speaker labels” that the meeting tool you use shows “enabled”. If it does not display correctly, contact 〔help desk contact〕. Full details are at 〔intranet URL〕.

#Likely questions and answers

Suggested answers for a help desk taking first-line enquiries.

#Frequently asked questions

#Related articles