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Microsoft Teams

This article explains how to integrate Microsoft (MS) Teams with Personio. Once connected, you can:

  • Receive Personio-related updates in MS Teams. Updates include time off, birthdays, company anniversaries, and new employees.
  • Request time off in MS Teams.

Available functionalities

MS Teams is a Microsoft collaboration tool for companies and their employees. Integrate MS Teams with Personio to share information in Teams channels for departments, teams, and offices. With this integration, MS Teams publishes daily updates on:

  • Employee time off and return dates
  • Birthdays
  • Company anniversaries
  • New employees

An employee can also request time off in MS Teams, specifying the following:

  • Type of time off
  • Scope of the first and last day (full or half-day)
  • Substitute during their time off
  • Duration of the time off

The integration calculates time off return dates by considering working schedules and public holidays. This helps MS Teams show accurate return dates.

Note:
This integration doesn't support hourly time off.

Pre-requisites for a successful integration

Before integrating MS Teams, ensure the following is in place:

  • You have an Administrator role or editing rights for the Marketplace in Personio:

    1. Go to Settings.

    2. In the People section, click Employee Roles.

    3. Select Access rights.

    4. Go to Account configuration and Marketplace integration.

  • You have a Microsoft Global Administrator role. The MS Teams Administrator role is not enough. 

  • You select the Tray.io, Inc. checkbox in the Data Protection Information tab of your account.

Connect and authenticate MS Teams

Set up the MS Teams integration in Personio's Marketplace with the Configuration Wizard. This requires you to grant Personio permission to access your MS Teams workspace. Follow these steps:

  1. Go to Marketplace in Personio and search for the MS Teams integration.
  2. Click Connect to open the Configuration Wizard.
  3. Click Authenticate MS Teams.
  4. Return to the Configuration Wizard in Personio and continue to the next step.

Authenticate Personio

Step two requires you to grant MS Teams access to the necessary Personio data. Follow these steps:

  1. Review the permissions that MS Teams requires.
  2. Click Next to continue.

Personio allows the MS Teams integration to read the following system attributes:

  • First name
  • Last name
  • Email
  • Termination date
  • Hire date
  • Position
  • Status
  • Office
  • Department
  • Team

Manage teams

Step three requires you to select which teams need channels mapped.

  1. Select the teams you want to map channels for.
  2. Optional: add a new attribute.
  3. Continue to the next step.

Manage channel updates

The last step requires you to define the channel update settings. Follow these steps:

  1. Under Language of updates, select the language of the channel updates.
  2. Under Time of update, select the time of the channel updates. Events that take place on a weekend are not transmitted to MS Teams. 
  3. Choose the events you want to include in your daily update message.
  4. Under MS Teams channel, select the relevant channel in MS Teams. To add a new attribute, click Add new attribute.
  5. Under Personio, select the relevant organizational unit (for example, the department or team). When mapping attributes, you can select either a public or a private team in MS Teams. Daily channel updates can only go to a public MS Teams channel.
  6. To activate the MS Teams integration, click Finish.

Tip:
You can edit mapped attributes or deactivate the integration from the Marketplace. To check for issues sending messages, use the monitoring tab.

 

Time off workflows with MS Teams

Daily update from Personio in MS Teams channel

Read the previously created automatic daily update from Personio in an MS Teams channel. Under each subject (for example, Out Today), you can read the summarized employee data at a glance.

msteams_daily_update_en-us.png

 

Request a time off using the Personio app in MS Teams

An employee can request daily time off using the Personio application in MS Teams. The feature only supports daily time off. Hourly time off requests are unavailable. To request a daily time off:

  1. Click the Personio application in MS Teams. 
  2. Type request time off.
  3. Fill in the form, adding the type of time off and duration.
  4. Click Next step.
  5. Choose a substitute if required.

msteams_absence_request_en-us.png

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