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Teams Calls and Chat Notifications

How to Set Up Teams Calls via Kiosks and Teams Chat Notifications About Checked-in Visitors

The Microsoft Teams integration allows hosts, support teams, or other employees to receive:

  • Instant calls from visitors or colleagues via kiosks. This keeps everyone in the loop and eliminates wait times, resulting in smoother, more efficient communication.

  • Automatic chat notifications upon a visitor's check-in. This enables quick response and action from the host if needed. A message is displayed immediately on the PC and smartphone and can always be traced in the chat.

Connecting a Teams Account

This guide walks you through the necessary steps to configure the system.

1. Create a New User in Azure

Set up a dedicated user in Microsoft Azure with a valid Teams license.

  • Go to your Azure portal

  • Create a new user account

  • Assign a valid Microsoft Teams license to this account

2. Configure Login Credentials in your friendlyway Account

  1. Log in to your Company account on the Platform.

  2. Navigate to: Account → Settings → Credentials

  3. Click “Create”.

  1. Enter a Name for the entry (e.g., “Teams Integration”).

  2. Set Type to: MS Graph API.

  3. Depending on your purpose, set Category to: Teams callsor Teams messages.

  4. Click “Save”.

The UI should now list the new entry under Credentials with a gray status indicator (Draft) next to it.

3. Connect the Entry

To complete the connection securely:

  1. Go to the credential you just created.

  2. Click the three-dot menu (⋮) next to it.

  3. Select “Connect” from the drop-down options.

This will prompt you to authorize access through the previously created Azure user account.

Success: Once permissions have been granted, refresh the Credentials page. If the connection is successful, you will see a green status indicator (Active) and an expiration date next to the entry on the Credentials list.

Setting Up Teams Calls in the Visitor Workflow

To set up Teams calling on your kiosk screens playing visitor management content:

  • Navigate to: Check-in → Workflow

  • Select the relevant workflow.

  • Choose the Call screen on the flowchart.

  • In the screen’s settings:

    • Select Type (Video or Audio)

    • Set Communication Application to: Teams

    • Specify whether to show video feedback and the microphone by ticking the respective checkboxes

    • Choose which screens to add the Call option to

    • Specify whether the call should go to the visit organizer (if they are defined)

Setting Up Teams Chat Notifications

With friendlyway Visitor Management, you have a flexible choice of check-in notification types: Teams message, Teams call, audio/video call, email, or a combination of these options. Chat notifications are less likely to be overlooked than email, but unlike calls, they are less intrusive and do not disrupt the workflow.

For the feature to work, you should create a notification template and add it to a workflow.

1. Create a Notification Template

  • Navigate to: Check-in → Settings → Notifications

  • Expand the "Visitor registration onsite" type.

  • Two buttons are available for adding new templates: Email and MS Teams. Click on the latter.

  • Enter the notification’s name and choose “Use standard template” (English and German versions are available) or create your JSON template using the specified placeholders.

  • Click "Save".

2. Add the Template to a Workflow

  • Navigate to: Check-in → Workflow

  • Select the relevant workflow.

  • Pick the Check-in Result screen on the flowchart.

  • In the screen’s settings, find Notifications (Organizers) and use a toggle button to enable TEAMS.

  • Select your template from a drop-down list and specify recipients (organizer, deputy organizer, and/or reception).

Need Help?

If you encounter any issues during setup, reach out to our support team.

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