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 the host to respond and take action quickly if needed. A message is displayed immediately on the PC or 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 Teams license to this account
2. Configure credentials in your friendlyway account
Log in to your company account on the Platform.
Navigate to Account → Settings → Credentials.
Click Create.
Enter a Name for the entry (e.g., “Teams video chat”).
Set Type to: Microsoft 365.
Select Permission type: Delegated.
Depending on your purpose, set Category to: Teams calls or Teams messages. Required Permissions will be displayed accordingly.
Optional: select Private if you do not want other users to view, edit, or delete this credential.
Click Save.
The UI should now list the new entry under Credentials with a gray status indicator (Draft) next to it.
3. Authorize access
To complete the connection securely:
Go to the credential you just created.
Click the three-dot menu (
⋮) next to it.Select Grant consent 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.
4. Enable the Teams integration
For Teams chat notifications, you also need to enable the integration.
Go to Account → Settings → Integrations.
Under MS Teams integration, use the dropdown to select your previously created and activated credential.
Click Save.
Setting up Teams calls
To set up Teams calling on your kiosk screens playing visitor management content, you need to:
Add and configure SIP periphery on each device
Configure the corresponding workflow
Periphery configuration
Go to Devices → select a device to open Device Details → Periphery tab → Create.
Periphery Type: SIP
Manufacturer / Model: FW / Teams
Periphery Name: enter your preferred name
Configuration: copy and paste the following config and replace the Credential ID parameter with your own previously created credential for Teams (Account → Settings → Credentials → Copy ID in the three-dot action menu)
Note: Make sure to replace the YOUR_CREDENTIAL_ID value with your actual Credential ID - an alphanumeric string in this format: AAAAAAAA-BBBB-CCCC-DDDD-EEEEEEEEEEEE
Click Save. The Teams periphery is now enabled on your device.
Workflow configuration
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/or the microphone, and/or enable automatic recording by ticking the respective checkboxes. If recording is enabled, select the desired mode: video and audio/audio only.
Choose which screens to add the Call widget to.
Specify whether the call should be routed to the visit organizer (if defined).
Click Save.
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 → Templates → Organizer tab.
Select the desired notification type, e.g., Visitor registration onsite or Visitor not checked out.
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, contact our support team.
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