About Teams
Microsoft Teams is a business communication platform developed by Microsoft that allows you to host audio, video, and web conferences with anyone inside or outside your organization or go big with live events.
You can install the Envoy app inside of Teams to complete the following actions in your Envoy account:
Visitors
Invite visitors and send invitations directly from Teams.
Receive automated Envoy notifications for when your visitor arrives.
Virtual Front Desk
Individuals and group chats can receive calls from the Visitors kiosk
Set up Steps
Prerequisites:
Microsoft Office 365 admin account with access to Teams.
In order to install the Teams for your entire organization, you will need to be a global admin.
After a global admin has granted permissions (see configuration steps below) a teams administrator will be able manage app setup policies.
Install Microsoft Teams v2 in Envoy
Note:
The Microsoft Teams Integration can be installed either globally to your organization or locally by a Teams admin.
Global: O365 Global Admin (and a global admin in Envoy) is required to install teams from the dashboard and click the permissions link provided by Envoy during the configuration of the app in the Envoy Dashboard. Clicking the provided link grants permissions on behalf of employees to receive Visitor notifications.
Local: A Teams Admin (and a global admin in Envoy) can install the app in the Envoy dashboard and authorize teams. In this case, the Employees must authorize the Envoy bot in Teams in order to receive Visitor notifications.
Navigate to the Envoy App store.
Locate Microsoft Teams under Communication or search to find the correct app.
Click Install.
Authorize the permissions.
Connect your Teams account to Envoy by logging in and accepting the permissions again.
Under Configure, there are two options. Choose the best option for your organization.
Individual Install: Each employee can install Envoy via the Apps section inside of their own instance of Microsoft Teams (Learn more) or you could set up a policy in the Microsoft Teams Admin Center that can pin or auto-install the Envoy app for each of your employees instead (Learn more).
Org-Wide Policy Install: Install the app for everyone at the org. This takes up to 24 hours to propagate and requires super-admin privileges.
Copy and paste the URL given to you in the Envoy app store during installation.
Sign into your account and accept the permissions.
Go to the Teams Admin dashboard
Select "Teams apps" -> "Permission Policies"
Edit or add a Global (Org-wide default) policy and make sure you allow for Third-party apps.
Once you have allowed for third-party apps, navigate to "Manage apps" and search for Envoy ( version 2 or v2.0.0 and make sure the status says "Allow."
Navigate to Setup policies > Select your Global Policy > Add apps > Add the Envoy App. Don't forget to press save at the bottom!
After the policy has been added, you will need to wait 24-36 hours per Microsoft's guidelines prior to all users receiving policy settings
After the 24-36 hour waiting period, when users sign into Teams, real-time events will be passed back into Envoy which will opt new users globally into the Envoy bot
Click Complete setup to finish the install.
IMPORTANT NOTE
You need to have a Microsoft Office 365 admin account with access to Teams. To install Teams across your entire organization, you need to be a global admin in order to grant app permissions org-wide.
To receive notifications from the Envoy bot, an employee must be listed with the same email address both in your employee directory and in Microsoft Teams.
We recommend testing the notification because a notification will be sent for each visitor to their host. On the Envoy Visitors app, sign yourself in as a test visitor, select yourself as the host, and review the notification you receive from the Envoy bot.
If you miss one of the steps above, you will see the error “user_not_found” next to the Microsoft Teams notification in the entry.
Once the Teams installation is complete, users will be sent a welcome message within Teams detailing how to use the system and some common commands they can use. More information on how employees will use Teams is listed below.
Envoy Notifications in Teams
Envoy will send Visitor, Delivery, and Check-in Reminder notifications through teams.
Visitors
Get notified when your visitor arrives.
Responses can be sent to the front desk admin if host replies are enabled. The host replies function can be enabled under Visitors > Settings > Notifications.
Virtual front desk
Receive notifications when someone initiates a call from the kiosk.
Navigating Teams + Envoy
Within the Envoy app inside of Teams, you can navigate between the Home, Chat and About tabs.
Home tab
From the Home tab you can:
Send visitor invites
Chat Tab
In the Chat tab you can type in commands to perform certain actions within Envoy.
Create an invite
Log in
Log out