Teams notifications
In this article
Microsoft Teams notifications
With the Teams integration, a host gets a message in Microsoft Teams as soon as their visitor signs in at the reception. The message comes from the Vizito app in Teams and shows who arrived, and the visitor’s photo when the kiosk took one.
There are two ways to connect:
- With admin consent (recommended). A Microsoft 365 administrator approves Vizito once. Vizito then adds its Teams app for every host by itself, keeps that list up to date when you add or remove hosts, and shows per host whether they receive notifications.
- Without admin consent. For organisations that do not grant tenant-wide permissions to outside apps. You sign in with Microsoft only, and you roll the Vizito app out to your hosts in Teams yourself.
Before you start
- Who connects. For the recommended route, the person who clicks “Connect Microsoft Teams” signs in with a Microsoft 365 account that is allowed to grant admin consent, for example a Global Administrator. If you are not an administrator in Microsoft 365, forward this article to your IT department.
- Host email addresses. Vizito finds each host in Microsoft 365 by the email address in Manage hosts. It has to be the host’s Microsoft 365 email address or sign-in address.
- Teams licence. A host can only receive notifications if they have Microsoft Teams in their Microsoft 365 licence.
Connect with admin consent
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In the backoffice, go to Account settings > Integration and find the “MS Teams integration” section.
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Click Connect Microsoft Teams.
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Microsoft asks you to sign in and shows the permissions the Vizito Teams Integration app needs. Sign in with your administrator account and click Accept.
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You return to the backoffice, where the section now reads “Microsoft Teams is connected. Vizito adds its Teams app for your hosts automatically.”
That is the whole setup. You do not have to upload an app package or add Vizito to a team. Connecting also adds “Teams” to the notification channels of your location, so hosts get Teams messages from the next visitor on.
Vizito now adds its app to Teams for each of your hosts. Each host gets a short welcome message from Vizito in Teams, and from then on a message whenever a visitor arrives for them. Vizito does the same for hosts you add later, and removes the app again for hosts you delete.
See which hosts receive notifications
Once Teams is connected, the section shows “Hosts in Teams”: how many of your hosts receive Teams notifications, how many you switched off and how many Vizito could not reach, with the time of the last check.
- Manage hosts opens the list of hosts with their email address and status. Use “Search hosts” to find someone.
- Check now runs the check straight away instead of waiting for the next automatic one. Vizito also checks after every change to your hosts, and once a night.
- New hosts decides what happens to a host you add later: “Get Teams notifications automatically”, or “Only after being switched on”.
In the host list, each host has one of these statuses:
| Status | What it means |
|---|---|
| Receives notifications | The host has the Vizito app in Teams and gets a message for each visitor. |
| Waiting | Vizito is still adding the app for this host. |
| Switched off | Someone switched this host off, or the host removed the Vizito app from Teams themselves. |
| Not found in Microsoft 365 | No Microsoft 365 user has this email address. Check the address in Manage hosts. |
| No Teams licence | The user exists, but has no Teams in their licence. |
| Blocked by the Teams app policy | Your Teams admin center does not allow the Vizito app for this user. See Troubleshooting. |
| Not allowed to install the app (permission missing) | The consent does not cover installing the app for this user. Click Delete, then Connect Microsoft Teams again and accept the permissions as an administrator. |
| Vizito app not in their Teams | Only when connected without admin consent: the host does not have the Vizito app in Teams yet. Give it to them in one of the ways under Connect without admin consent. |
| Failed | Something else went wrong. Click “Check now” to try again. |
To stop Teams notifications for some hosts without disconnecting Teams, tick them and click Switch off selected, or use Switch off on one row. Switch on turns them back on. With admin consent, Vizito then removes or adds its app in Teams for that host. Without it, the host keeps the app but no longer gets messages from this location.
A person can be a host at more than one of your locations. If you switch them off or disconnect Teams at one location, they keep the Vizito app as long as another location still notifies them through Teams.
Connect without admin consent
Choose this route when nobody in your organisation will grant admin consent.
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In Account settings > Integration, under “MS Teams integration”, click Connect without admin consent.
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Sign in with your Microsoft 365 account. Vizito only reads who you are.
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Back in the backoffice, the section reads “Microsoft Teams is connected without admin consent.”
Hosts now receive notifications as soon as they have the Vizito app in Teams. There are three ways to give it to them:
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Your Teams admin installs it for them in the Teams admin center: under Teams apps > Manage apps, search for Vizito, select it and click Edit installs. This is the quickest way for a whole organisation.
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Hosts add it themselves: in Teams, go to Apps, search for Vizito and click Add.
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Add the Vizito app to a team that the hosts are members of.
On this route Vizito cannot install or remove the app, so the host list does not offer “Check now” or the “New hosts” setting. The section also shows “Upgrade the Teams integration”: once an administrator can give consent after all, click it to switch to the recommended route.
Already using the older Teams integration
If you connected Teams before Vizito 2.0.6, by adding the Vizito bot to a team, your notifications keep working. The section shows “Upgrade the Teams integration”. Click it and accept the permissions as an administrator, as in Connect with admin consent, and Vizito takes over adding the app for every host. Adding the bot to a team is no longer needed after that.
Test it
Sign in a test visitor on the kiosk, or with Visitor sign in in the backoffice, and choose yourself as the host. You should get a Teams message within a few seconds.
Troubleshooting
If a host’s status is “Blocked by the Teams app policy”, or hosts cannot add Vizito themselves, a Teams administrator checks the following in the Teams admin center:
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Teams apps > Manage apps, search for Vizito:
- App status must be “Unblocked”.
- Users and groups (only shown when app-centric management is active): choose “Everyone”, or add the users who need the app.
- Pending updates: if an update asks for new permissions, accept it.
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Teams apps > Manage apps > Actions > Org-wide app settings: check that Third-party apps is turned on.
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Teams apps > Permission policies: the policy that applies to your hosts must allow third-party apps, or Vizito in particular.
Labels can differ slightly depending on your language and the version of the Teams admin center, and policy changes can take a few hours to take effect. Microsoft describes these settings in Manage apps in the Teams admin center. After a fix, click Check now to update the host list.
A host who is “Not found in Microsoft 365” usually has a different email address in Vizito than in Microsoft 365. Correct it in Manage hosts, and Vizito tries again.
Remove the Teams integration
Go to Account settings > Integration, find “MS Teams integration” and click Delete. There is no confirmation step. Vizito stops sending Teams notifications from this location straight away, and removes its app for the hosts who no longer get notifications from any of your locations.
To also withdraw the consent you gave, a Microsoft 365 administrator opens the Microsoft Entra admin center, goes to Enterprise applications, searches for Vizito, opens it and deletes it under Properties. Wait a few minutes before connecting again.
