What am I agreeing to when I turn on this integration?

To enable the integration, our application first needs permission from your Microsoft organization administrator to perform specific tasks. We request only the minimum data and permissions necessary to allow your contacts to receive notifications from The Receptionist in Microsoft Teams. These permissions enable our application to do the following:

  1. Read users' profiles: This permission allows our application to retrieve the Microsoft user IDs for your account’s contacts.

  2. Manage Teams apps for all users: This permission allows our application to install itself for your account’s contacts, allowing them to receive visitor and delivery notifications from our notification bot.

  3. Sign in and read user profiles: This permission allows our app to ensure only an administrator for your Microsoft organization is consenting to the previous two permissions and not an unauthorized user.

What happens during a sync?

After enabling the integration, your contacts will begin to sync. The sync process takes place in three steps:

  1. We send Microsoft a list of your account’s contacts’ email addresses.

  2. Microsoft returns a special identifier for each of the users who have those email addresses.

  3. Our server stores the special identifier with our contact record, creates a Teams Notification Preference, and installs our Microsoft Teams Notification Bot.

This sync process runs each hour, but only for contacts created or updated since the last sync.

Does the Microsoft Teams integration work for newly-created and updated contacts?

Yes, if you create or update a contact in your account, the Microsoft Teams integration will attempt to set up a Microsoft Teams messaging rule for each of them when the sync process runs (hourly). To immediately create a Microsoft Teams messaging rule for new or updated contacts, you can disable and re-enable the Microsoft Teams integration.

What information will this integration collect?

We collect your Microsoft organization's unique identifier (known as the Tenant ID), the unique identifiers of users (known as the AAD Object ID) matching your account's contacts (matched based on email address), and the unique conversation identifier that is created between our notification bot and the user.

Is my data secure with this integration?

We collect only the minimum data required for our notification bot to send messages to your contacts in Microsoft Teams and are not able to read any messages sent outside of the one-on-one chat thread between our notification bot and your contact. The Receptionist is SOC-2 certified, so you can rest assured that this data is in safe hands.

Will all of my account’s contacts have a Microsoft Teams messaging rule created for them?

Yes, the Microsoft Teams messaging rule will be set up for all contacts with an email address corresponding to a user in your Microsoft organization.

I signed in with my Microsoft account, but I see a message saying I need to be an administrator. What does that mean?

A Global administrator of your Microsoft organization must consent to the permissions requested by our application. Please check in with your IT department to find out who in your organization has administrator privileges.

Why does the notification preview in my Microsoft Teams client say "The Receptionist sent a card" instead of the actual message?

A bug was recently introduced to the Microsoft Graph API which prevents the notification preview from rendering correctly. Once this is fixed, notification previews will show a preview of the message from our notification bot.

Do Quick Replies work in Microsoft Teams?

Yes, contacts can send Quick Replies from within Microsoft Teams to your visitors.

Can I chat with The Receptionist bot in Microsoft Teams?

No, the bot is configured for notifications only. Except for Quick Replies, any messages sent to it will not be processed. If you click the "details" link in the notification you will be taken to the Visit's Details page where you can send messages back to the Visitor if you have Chat enabled and the chat is still active.

Help! I entered the wrong email address for a contact, and now Microsoft Teams notifications are going to the wrong person.

Delete the contact, and re-create it with the correct email address.

I found The Receptionist app in the Teams store. Do I need to install it?

No, The Receptionist app in the Teams store is the chatbot that handles delivering visitor and delivery notifications and is automatically installed for your contacts.

Are you reading my messages?

No. Our one-on-one conversation bot cannot access any messages or files outside of the thread between a contact and the bot.

What do we need to do if our Microsoft environment prevents users from installing Teams apps?

Depending on your organization's security settings, a global administrator may need to create a security group for users Azure Active Directory and then assign The Receptionist app to the group. In addition, they may need to enable access to our Microsoft Teams application in the Microsoft Teams Admin Center. From that page, search for and select "The Receptionist" and then click "Allow" to grant access.

Our Microsoft organization's users each have a User Principal Name (UPN) and no email address, or their email address differs from their UPN. Which is used to synchronize contacts?

Our integration uses Azure Active Directory's email address field to match your contacts in The Receptionist to users in your Microsoft organization. Please check that your organization's users in the Azure Portal each have an email address entered in the Contact Info section.

Do you have a question that we didn't answer?

Please begin a chat with us by clicking on the chat bubble below. We will be more than happy to help!

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