Last updated

18th June 2025

Introduction

This guide will walk you through the steps required to get SmartFlo up and running in your organisation.

We’re excited to introduce version 1.6.5, which includes a range of new tools and services designed to enhance your experience and productivity.

Thank you for your continued support — we hope you find SmartFlo both valuable and enjoyable to use. If you encounter any issues or need assistance, please don’t hesitate to contact us at help@ithink365.co.uk. A member of our team will be happy to assist you.

Pre-requisites

Before proceeding with the installation of SmartFlo, please ensure the following requirements are met:

• Your organisation must be actively using Microsoft Teams.

Additionally, at least one user must have the following Microsoft Entra ID roles assigned:

• SharePoint Administrator – Required to upload the iThink365-smartnote.sppkg package to the SharePoint App Catalogue.
• Teams Administrator – Required to add the iThink365 SmartNote application to the Microsoft Teams App Catalogue.
• Global Administrator – Required to grant the necessary permissions and consent to the SmartFlo API application within your Microsoft 365 tenant.

Sign in to SmartFlo

To begin, you’ll need to sign in to SmartNote. Ideally, this step should be completed by a user with Global Administrator permissions.

1. Navigate to: https://app.smartnote.ithink365.co.uk

Click the Sign In link and log in with your Microsoft 365 credentials if prompted.

2. When prompted, please grant consent for the application to sign in on your behalf.

Note: This consent allows SmartNote to access your name and email address for configuration purposes.

3. Tick the box labelled “Consent on behalf of your organisation”, then click Accept to continue.
   

1. If you are the first person from your organisation to sign in to SmartNote, you will be guided through the First Run Experience. At this stage, you should see the following screen:
2. Follow the on-screen prompts and verify that your login name, display name, and organisation name are correct.

1. If the information is correct, click Next to continue. If not, or if you’ve signed in with the wrong account, click Cancel to exit the setup.

1. Tick the option to Enable Automated User Onboarding to allow users from your organisation to automatically gain access to SmartNote. Then, provide the email address that should be used for general administrative notifications. Then click Save.

Note: Users will still require a licence and the appropriate permissions before they can begin using SmartFlo.

1. Next, you’ll need to select the appropriate licence plan(s) for your organisation. Each user must be assigned a plan in order to use SmartFlo.

Each plan type includes a set capacity for processing meetings, with higher-tier plans offering increased capacity. Unlike many other providers, SmartFlo uses pooled capacity—meaning meeting capacity is shared across all users in your organisation, rather than being limited to individuals.

Select your preferred plans and quantities, then click Next when you’re ready.

Note: You must purchase at least one licence to proceed. However, you will not be invoiced immediately. We’ll contact you towards the end of your trial period to confirm whether you wish to continue using SmartFlo. If you choose to continue, an invoice will then be issued to your organisation.

1. To complete the setup, select a licence plan for your user account, review and accept the Terms of Service, and then click Finish

Enable SmartFlo to access Microsoft Teams Meetings

SmartFlo requires permission to access your Microsoft 365 data to function correctly.

To allow SmartFlo to access your Microsoft Teams meetings and connect on your behalf, please follow these steps:

1. Navigate to https://app.smartnote.ithink365.co.uk
2. Click on Settings in the navigation menu.
3. Select Advanced from the options available.

1. On the Advanced Settings screen, under the Microsoft 365 Connection section, click Connect.

1. You will be prompted to grant permissions for SmartNote to access your chat, online meetings, transcripts, and read your profile. If you are happy to proceed, select Accept.

1. You will be redirected to the iThink365 website, confirming that the process of granting SmartFlo access to Teams meetings is complete.

Importing Default SmartFlo Templates

1. Navigate to https://app.smartnote.ithink365.co.uk/, click on Home, then Settings, and select Templates.
   
2. When prompted, click Next and then Review the second set of application permissions, tick Consent on behalf of your organisation, and click Accept to complete the process.
   

1. You’ll be returned to the Templates screen, which will initially be empty—this is expected. You can now proceed to import the Default Templates.

1. Download the starter templates using this link
   1. https://i365smprdsmartnote.blob.core.windows.net/downloads/smartnote-starter-templates.zip 
2. Click on Advanced, then select Import Templates.

1. Click Browse, locate the smartnote-starter-templates.zip file from where you saved it, then click Open.

1. Wait for the import to complete and show a success status, then click OK to close the dialog.

1. To verify the templates have been uploaded, click on Templates.

Download the SmartFlo SharePoint App and Teams Application

1. Browse to https://app.smartnote.ithink365.co.uk.
2. Click on Settings, then Advanced, and under the Application Deployment section, click Download.

1. Download the zip file to your local Downloads folder, then extract the contents.

Installation of the SmartFlo SharePoint Package.

The following steps will guide you through installing the SmartFlo SharePoint package:

1. Open the file you downloaded in the previous step.
2. Navigate to https://www.microsoft365.com and sign in if prompted.
3. Click the App Launcher icon in the top-left corner and select Admin.

1. In the Admin Portal, click Show All from the menu on the left-hand side, then select SharePoint.

1. In the SharePoint Admin Centre, click on More features.

1. Click Open under the Apps section.

If you get an access denied message when you click[S31]  Open, you will need to click Active sites in the main SharePoint admin center menu, then click App Catalog (sometimes this shows as just Apps).

Once in App Catalog or Apps, you can click the Membership tab and Add site admins to give yourself (and others) admin rights. Once this is done, you will be able to manage apps in the following section.

1. Click the Upload button.

1. Select ithink365-smartnote.sppkg from your Downloads folder and wait for the SharePoint app to upload.
2. Uncheck the Add to Teams checkbox, then click Enable App.

1. Please grant the application access to an API by clicking Go to API access page as the Global Administrator.

Note: If you need to return later, navigate to Advanced Settings → API Access.

1. Review the pending requests, select SmartNote Api – iThink Connect Smart Note, and click Approve.

1. Click Approve again to confirm.

Note: You may need to repeat step 11 for each of the iThink Connect Smart Flo and Microsoft Graph permissions.

The SharePoint Web Part is now installed. Next, proceed to install the SmartFlo Teams App.

Installation of the SmartFlo Microsoft Teams App

 Please ensure you are signed in as a Microsoft Teams Administrator with the Microsoft Teams Administrator role in Microsoft Entra ID.

1. Browse to the Microsoft Teams Admin Centre at https://admin.teams.microsoft.com.
2. Click on Teams apps, then select Manage apps.

1. In Manage apps, click Actions and select Upload new app.

10. Click Upload, select the TeamsSPFXAPP.zip file from your downloads folder, and wait for the upload to complete.

Configure SmartFlo Teams App

Once the SmartFlo Teams App has been uploaded, it will not be available to users immediately.
There are several deployment options for rolling out the SmartFlo Teams App. For more details, please refer to the official Microsoft documentation on managing Teams apps:
Managing Microsoft Teams Apps

For the purpose of this installation, we will make the application available to select users only.

1. Go to the Microsoft Teams Admin Centre at https://admin.teams.microsoft.com
2. Click on Teams apps followed by Manage apps.
3. Find and select SmartNote.

1. To specify which users can access SmartNote, click on Users and groups

1. Click Edit availability.
2. In the right-hand pane, select No one, then choose Specific users or groups.

10. Select the users who should have access to the SmartNote app by typing their names and choosing them.

1. Alternatively, create a Microsoft Entra ID security group named SmartNote Users, add the relevant users to this group, and select it here.
2. Once you have chosen all users and groups, click Apply.

Note: Microsoft Teams apps can take some time to become available within the Teams client. Restarting the Microsoft Teams application may speed up this process, but it can still take several hours for the app to appear for all users.

Adding SmartFlo to Microsoft Teams

To add the SmartFlo to Microsoft Teams do the following:

1. Open Microsoft Teams App or browse to https://teams.microsoft.com
2. In the left-hand navigation pane, select Apps.

1. Click on Built for your organisation
    
2. SmartNote should now be visible. Click Add.
   Note: If you don’t see SmartNote yet, please allow up to an hour for it to appear.
3. Choose Add once again.
   
4. SmartNote will now begin installing automatically.

1. Once added, click Open from the Added successfully confirmation message.

1. You’ll then be taken into SmartNote. Once it loads, it will attempt to find a meeting. However, since the app isn’t currently part of a meeting, you’ll see the message: “Meeting ID is unavailable.”

This is expected behaviour for the beta version of the app.

(Please note: loading may take a couple of minutes.)

Automatically adding SmartFlo to Microsoft Teams

Microsoft Teams can be configured to automatically install the SmartFlo Teams application for specific users using Teams Setup Policies.

For detailed guidance, please refer to the Microsoft Learn article:
https://learn.microsoft.com/en-us/microsoftteams/teams-app-setup-policies

Adding Additional users

For Users

1. Ask the user to browse to https://app.smartnote.ithink365.co.uk
2. Instruct them to sign in using their Microsoft 365 / Entra ID account.
3. After signing in, the user will be automatically added to your SmartFlo tenant.

For Administrators

1. As an administrator, log in to SmartFlo.
2. Navigate to Settings > Users.

1. Locate the newly added user and click View.

1. Select the appropriate application role and licence plan to assign to the user. If you cannot select a role, you will need to add an additional licence in the Licences section. Once that is done, you will be able to assign a plan to the user.

1. Click Save.
2. Ask the user to sign out and sign back into SmartFlo to activate their access.
3. Ask the user to log back into SmartFlo and they will now be able to use SmartFlo.