Setup Teams Meeting and Live Events Connector

Microsoft Teams Meeting and Live Events are cloud-based enterprise event management platforms that offers software solutions to event planners for online event management. After setting up the connector, the information from the Teams Meetings and Live Events and participants will automatically flow into Dynamics as Events, Event Participations, and new or updated contacts or leads. For details on what information is pulled into Dynamics by this connector, please see our article here.

Register Teams Graph API app

In order for the Teams Connector to work properly, you will need to configure an application in Microsoft Entra ID. First, you will need to navigate to portal.azure.com and access the Microsoft Entra ID section.

Next, navigate to Manage > App registrations and select Add > App registration:

Enter a name for your application on the next screen:

Once your application is created, you will need to open it and navigate to Manage > API permissions.

The Tenants admin will need to grant three Microsoft Graph Application permissions and one Microsoft Graph Delegated permission. When choosing a Microsoft Graph permission you will be prompted to select Application or Delegated. 

Application permissions

• Calendars.Read
• OnlineMeetings.Read.All
• Users.Read.All

Delegated permissions

• Users.Read

The section highlighted in red below shows how it will look if the permissions are added but Admin Consent has not been granted. If you see this, your admin will need to grant consent for the permissions.

Finally, you will need to navigate to Certificates & secrets and select New client secret.

Save the secret in a text file, in a secure location, so that you can access it later. This will be used later when setting up the Teams Meetings connector.

Navigate to the Teams Meetings connector

To start, navigate to Settings and Support > ClickDimensions Settings > Connector Configuration

A new screen will pop up to show you all of your current Event connectors with their status, settings, and dates of creation/updating. Click Add New to add the connector here.

Then select the Teams Meetings connector.

This will open up the Teams Meetings connector setup:

Connector Name: The name that will be displayed for this connector.

Reminder Email Address: This is the email address that will be notified when the connector’s authorization is about to expire.

Time Range: The Time Range is the time period used for syncing future event data. It is setup by default to 90 days. You can extend the time range to 6, 9, 12 or 18 months.

Default Action for Automatic Lead/Contact creation: This will determine the default behavior for newly synchronized events and event participations.

• No Action: Only the event and event participation records will be created and leads/contacts will not be generated automatically.
• Create Contact: New registrants will be created as contacts if their email address is not already present in CRM.
• Create Lead: New registrants will be created as leads if their email address is not already present in CRM.

The default action can be overridden by the 'Action for Lead/Contact Creation' field on the Event records after they are created.

This field provides the same 3 options and if it is updated on an Event record, then it will be applied to all future syncs for the event and will not be applied retroactively to event participations created before the update.

User Email: This is the email address for the Teams Meetings user whose events will be synced by the connector.

Tenant Id: This can be obtained from the Overview section of Azure Active Directory. You will need the Tenant ID as shown below.

Client Id: This can be obtained from the App registrations section. You will need the Application (client) ID from the GraphAPI application that you set up earlier.

Client Secret: This can be obtained by selecting the GraphAPI application that you set up and selecting the Certificates & secrets option. You will then need the Value from the secret that you created earlier in the process, or you will need to create a new secret if you have not made one for this application yet.

Once the connector is setup, it will run an initial synchronization to capture all meetings, live events and invitees for the past 90 days and for the future 90 days. After this initial sync, the connector will attempt to update every 60 minutes.

License Requirements

Creating a Teams Meeting requires Users to have one of the following Office 365 and Microsoft 365 licenses:

• F3
• E1
• E3
• E5

Creating a Teams Live Event require Users to have one of the following Office 365 and Microsoft 365 licenses:

• E1
• E3
• E5

The System admin for Teams has to enable Live Event for all or selected users via the ‘Live events policies’ in the Teams Admin Center.

Meeting Types

For Teams Meetings, we capture:

• Single session
• Recurring/Multi-sessions
• Break out meetings

For Live Events, we capture:

• Single session

Limitations

• We cannot differentiate between Teams Meetings and Live Events
• We can identify producer/organizer, but not the presenter and attendees
• We can capture meeting required attendees/invitees, not which attendees joined
• We cannot capture the actual Meeting and Live event time
• We cannot capture the actual join and leave time for Meetings and Live Event attendees

Issues after Initial Setup

After completing the initial setup of your connector, you should begin to see Event records being created within CRM. If these records are not syncing, then you can check the Error Log on the ClickDimensions Settings page to confirm if there may be any issues or errors occurring during the syncing process. If errors start occurring shortly after the initial setup of your connector, then you can try the following checks:

1. Are the errors indicating an issue with accessing your account? If so, then please check if you are still able to log in to your account to ensure that the credentials are correct and to confirm that you are not using a trial account. Trial accounts have restrictions that may prevent our service from being able to properly connect.
2. Delete and re-add the connector and then wait for an hour. Sometimes an issue can occur during the initial syncing process and deleting and re-adding the connector will allow us to retry the process. The hour wait time will help ensure that any cached details are cleared and will not affect the connection and also gives the Event records time to try syncing again.