Contents

  1. Overview

  2. Getting Started

    1. Authorizing the Integration

    2. Connecting Your Contacts

  3. Troubleshooting

    1. Verify Your Microsoft Organization Role

    2. Verify Teams App Policies

    3. Verify Email Addresses Match

  4. Additional Help

Overview

Our Microsoft Teams integration can notify your account's contacts when their visitors or deliveries have arrived.

Clicking the details link in the notification will take you to the visit details page on our site where you can see responses to visitor fields filled out by the visitor, find any agreements they signed, and even have a chat with the visitor if Two-Way Chat is enabled for the button that was used.

Speaking of chat, if you have added Quick Replies to your account, the Microsoft Teams notification message will include buttons for each quick reply to send to your visitor without even needing to go to the details page.

And any responses a visitor sends from the iPad used to check-in will be delivered to their employee contact in Microsoft Teams.

If this is something you want to enable for your organization, follow the steps below.

Getting Started

For most organizations, setting up our Microsoft Teams integration is as easy as simply enabling it from your account's Integrations page with the Add button.

Authorizing the Integration

After clicking the Add button, you will be taken to Microsoft's consent page. To connect to your Microsoft organization, a Global Administrator of your Microsoft organization will need to sign in and click the Accept button.

Connecting your Contacts

Once you accept the authorization request, we will install our notification bot and set up a Teams notification preference for each contact we match to someone in your Microsoft organization. We send a welcome message when the app is installed to let your contacts know they will now receive notifications there when visitors and deliveries arrive for them.

Troubleshooting

In case you have trouble setting up the Microsoft Teams integration, please use the following steps to get the integration up and running. Please note any changes made to your Microsoft organization's environment (in Azure Portal or Microsoft Teams Admin Center) may take several hours to come into effect.

Verify Your Microsoft Organization Role

In order to authorize our integration a Global Administrator is needed. You can see if you are a global administrator by going to the "Roles and administrators" area of your Azure Portal. If your role shows up as "Global Administrator", then you will be able to correctly authorize our integration. If you cannot access this page, or are not a Global Administrator you will need to find someone else in your organization to perform the "authorize" step discussed below.

Verify Teams App Policies

To receive notifications from The Receptionist in Microsoft Teams, our app must be available for installation and uninstallation from your organization's Teams app store. Settings changed here may take several hours to take effect, so we recommend removing and re-adding the Microsoft Teams integration the day after any changes are saved. Please have your organization's Teams administrator visit the Microsoft Teams admin center to verify the following settings:

Allow Third-Party Apps in the Teams App Store

Go to Teams apps > Manage apps and click on the "Org-wide app settings" button in the upper right. Toggle the "Allow third-party apps" setting to "On" and then click "Save".

Allow The Receptionist App in the Teams App Store

From Teams apps > Manage apps, search for "The Receptionist" in the table at the bottom, click our app, and then click the "Allow" button.

Allow Teams Users to Install The Receptionist App

From Teams Apps > Permission policies, check each policy covering users who will be receiving notifications from The Receptionist in Microsoft Teams. Under "Third-party apps", ensure that "Allow all apps" is selected and then click "Save".

Alternatively, your Teams administrator may choose "Allow specific apps and block all others". If so, then make sure to click "Allow apps" and search for "The Receptionist" to allow it and then click "Save".

Regarding App Setup Policies

Please do not add The Receptionist app to any Teams app setup policy covering users who will be receiving notifications from The Receptionist in Microsoft Teams. Doing so will prevent our app from uninstalling itself, which is sometimes necessary in the process to set up receiving notifications from The Receptionist.

To ensure an app setup policy does not include The Receptionist, go to Teams apps > Setup policies. For each policy, make sure "The Receptionist" is not in the list of installed apps, and then click "Save".

Verify Email Addresses Match

This integration uses email addresses to match your account's contacts with users in your Microsoft organization. Note that we do not use your Teams users' "User Principal Name", which is the username used to sign into Teams, to match.

If the email address field between a Teams user and their corresponding contact do not match, they will not be able to receive notification from The Receptionist in Teams. You can check that these two fields are the same for any contact with the following process:

  1. Go to your account's Contacts page and edit one of your contacts. Note the email address entered.

  2. Go to the Users area of the Azure Portal, find the user corresponding to the contact you edited in Step 1, and verify that the "Email" field (in the "Contact info" section) matches the address from Step 1. Ignore the "User Principal Name" field.

  3. If these don't match, then either edit the contact on the Receptionist or the Microsoft user in the Azure Portal such that they do match.

  4. After making changes, remove and then re-add the Microsoft Teams integration to restart the synchronization process.

Do you have questions about setup, security, or additional troubleshooting?

We've put together a Frequently Asked Questions article that provides even more detail about this new integration!

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