Microsoft Teams Integration

Microsoft Teams Integration

What does this page cover?  

Learn how to integrate Microsoft Teams with Zoho Bookings to conduct virtual meetings.


Availability 

  • This integration can be accessed by Zoho Bookings users of all plans.

  • Super admin and admin can access this integration.

  • Manager and staff can integrate Microsoft Teams in the Calendar Connections section only after admin enables the integration.

Overview 

Integrating a video conferencing tool with a scheduling tool can streamline the process of arranging and conducting virtual meetings. This empowers teams to conduct consultations or provide services effortlessly, regardless of their physical locations.

Microsoft Teams integration in Zoho Bookings 

In Zoho Bookings, when Microsoft Teams is integrated, it will:

  • Automatically create an online meeting when an appointment is booked

  • Send meeting details to staff and customers

  • Update meeting details when the appointment is rescheduled/canceled

 

See How it Works 


Prerequisites

Microsoft 365/ Office 365 Business account

Setting up Microsoft Teams integration 

Microsoft Integration setup flow 



See How to Configure



Steps to Setup Microsoft Integration

Please note that only admins can set up the integration.
Staff members will only be able to integrate their Teams account after an admin has enabled integration.

I. Enable Microsoft Teams integration

Please note that if Office 365 Calendar is connected, it will automatically link Microsoft Teams. You only have to follow step 6 below. 
  1. Click Integration in the menu bar at the top and select Video Conferencing on the left side pane.

  1. Select Microsoft Teams under the Tools Available section.

  1. Click Connect Microsoft Teams. Click Configure Calendar in the following pop-up.

  1. This will redirect to Calendar integration page. Click +Add Calendar, log in to your Microsoft/Office 365 account, and grant permission by selecting Allow.

  1. Choose calendars from which availability needs to be checked in Check for Conflicts pop-up.

  1. Choose a calendar in the MS Team Calendar Setup pop-up (this setup pop-up can be accessed from Calendar Accounts > three dotted icon > Teams Calendar). This calendar will be used for creating a meeting invite. The integration is now enabled.

 

II. Map services

  1. Navigate to Integrations > Video Conferencing > Microsoft Teams.

  1. Click the Configure tab.

  1. Under the Map services to Microsoft Teams section, click Edit.

  1. Drag and drop the services to the box on the right for which the online meeting needs to be created. Click Save.

Once services are mapped to Microsoft Teams, all the staff members associated with those services will receive an email and in-product notification. Staff members can connect their Office 365 calendar account which will automatically link their Microsoft Teams.

 

After the above setup, a Microsoft Teams meeting will be created whenever an appointment is booked for the services chosen.


Things to Know 

 

How can staff members connect Microsoft Teams?  

All staff associated with a service that uses Microsoft Teams must add their Microsoft 365 Calendar. If Microsoft 365 Calendar is integrated, it will automatically link their Microsoft Teams.
Staff members need to:
    • Add their Microsoft 365/Office 365 Calendar under Calendar Connections. 




    • Choose a calendar in the MS Team Calendar Setup pop-up under Calendar Accounts. This calendar will be used for creating meeting invite.

 

By default, a meeting join link will be emailed to the staff and customer. You can also edit these details of the email message under Services > Service Notifications > For Staff/For Customers > Customize (next to Booked or any option of your choice).

Because Microsoft Teams only has a join link, only Meeting info and Meeting Joinlink variables returns a value in this case.



 

 

How do I change the calendar that creates Microsoft Teams meeting?

  1. Go to Calendar connections.

  1. Under the Calendar Accounts section, select the three dotted icon, and click MS Teams Calendar.

  1. In the pop-up window, select the calendar.


 

This could be due to any of the below reasons.
  • If the MS Teams is not integrated correctly.
    Solution: Please check if you have added Office 365 Business Calendar and selected the Teams Calendar.

  • If the service is not mapped.
    Solution: Map the services to create meeting link under Configure tab of Microsoft Teams integration.

  • If the assigned staff member has not added their Office 365 Calendar business account.
    Solution: All the staff members assigned for service that uses Microsoft Teams should add their Office 365 Calendar and choose Teams Calendar.

 

Why do I get a red visual cue/indicator? 

The red indicator is shown to intimate that some action has to be taken. Please check whether you have:
  • Added Office 365 Calendar under Calendar Accounts section
  • Chosen Teams Calendar.

Info

Limitations

  •  Only staff members assigned to Microsoft Teams services can integrate their Microsoft Teams.

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