How do I configure MS Teams appointments?

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You can use Microsoft Teams (MS Teams) to conduct online meetings with applicants.

All participants will receive a link to an MS Teams meeting room, where they can communicate using a camera and/or microphone. Applicants can join MS Teams as guests via the app or the web browser version.

Attention
Using this feature may require authorization at the company level for data exchange between d.vinci and Microsoft. Please check with your data protection officer and Microsoft 365 administrators whether the feature can be activated.

Difference from calendar integration
The MS Teams meeting feature is not identical to the calendar integration via Cronofy.
MS Teams meetings create online meetings with video and audio functionality.
The calendar integration is a feature for connecting external calendars with d.vinci. This means you can link third-party calendars to your d.vinci account to transfer scheduled appointments to your calendars or read your availability from your calendars to offer suitable appointments for all participants in d.vinci.

1. Authorize d.vinci for Microsoft Teams

Authorize d.vinci for Microsoft Teams. Only then can MS Teams be used with d.vinci.

2. Configuration in d.vinci

Create application status

Create an application status for online interviews with MS Teams.

Select the option Confirm appointment (with optional MS Teams meeting invitation) under Status change functionalities in the field Appointment.

Alternatively, you can use an existing application status with the status change functionality Confirm appointment by changing its status change functionality to Confirm appointment (with optional MS Teams meeting invitation).

If you edit an existing application status with appointment confirmation, you may also need to edit the linked correspondence templates (see below).

Edit status transitions

Edit the status transitions of an existing workflow and add the new application status to the workflow.
Skip this step if you edited an existing application status already included in the workflow.

Edit correspondence templates

Edit the linked correspondence templates.
Add the placeholder New appointment - MS Teams meeting link. When sending the message during the status change, this placeholder will output the link to the MS Teams waiting room.

3. Invite to MS Teams meeting

Follow these steps:

1. Perform a status change to an application status with the status change functionality Confirm appointment (with optional MS Teams meeting invitation).
2. Fill in the data in the Appointment section.
3. Select MS Teams meeting: Yes. (d.vinci checks the authorization in MS Teams.)
   • Central authorization has already been performed by a Microsoft 365 administrator
     The user only needs to authenticate for using MS Teams.
     A small window will appear where the user can log in with their MS 365 credentials. These are often their Windows login credentials. The login is valid only for a limited time and the current browser session. If the user is already logged in, the window will close immediately after appearing.
   • No central authorization has been performed
     A window will appear where you can authenticate with your Windows login credentials and authorize the d.vinci app for use in Microsoft 365.
4. Select a correspondence template. Ensure the correspondence template contains the placeholder {APPOINTMENT:ONLINE_MEETING_URL} or New appointment - MS Teams meeting link. This placeholder provides the URL path to the MS Teams waiting room.
5. Click on Perform status change.

4. Join the MS Teams meeting

• In the Applications menu under the Appointments tab next to each MS Teams appointment via the tile icon
• In the Application under the Appointments tab next to each MS Teams appointment via the tile icon
• Via the URL in the email sent to the applicants. This can be viewed in the Application under the History tab.
• Via the URL in the email sent to all participating users (Participants) of the appointment.

In the waiting room, MS Teams distinguishes between two groups of participants:

• Participants
  These are members of the Microsoft 365 tenant and all d.vinci users.
  They can join the appointment without a waiting room and admit guests to the meeting.
• Guests
  These are external persons, such as applicants and other non-d.vinci users.
  Guests can enter the waiting room but must be manually admitted by a participant to join the actual meeting. This prevents unauthorized or unwanted persons from accessing the meeting.

Warning
Which participants can admit guests to the meeting depends on the settings in your Microsoft Teams environment. These settings can be configured in the Teams Admin Center by your Microsoft 365 administrators. The default setting allows all participants to admit guests, but this may be configured differently in your company. If you have questions, please contact your IT department or Microsoft 365 administrators.