Enable closed captions

I have a hearing-impaired parent joining the conference tomorrow. Enable live captions for the meeting, verify language is set to English US, and confirm captions display for attendees by testing with a sample sentence. Turn captions on for the recording as well. Do this before the 4pm parent meeting.

Before I invite the therapy group, make it easy for someone to accept captions: show how to turn live captions on in the meeting header, surface the language and accuracy caveats, highlight who will see captions and whether the recording will include them, and flag when captions require host permission so reviewers don't get surprised mid-session.

I'm five minutes into a family meeting and a parent with hearing loss just asked if captions can be turned on. I have host control but I'm not sure whether auto-captions will appear for everyone or if attendees need to enable them individually. What's the simplest immediate action I should take so captions appear for that parent now?

Several attendees across therapy groups and staff meetings ask for captions at the last minute and I scramble to enable them. This interrupts flow and frustrates families. Where am I losing accessibility credibility and what three planning steps should I adopt so captions are available reliably without on-the-fly changes?