TABLE OF CONTENTS

• Authorize d.vinci for Microsoft Teams
• Configuration in d.vinci
  • Create Application Status
  • Edit Status Transitions
  • Edit Correspondence Templates
• Invite to MS Teams Meeting
• Join MS Teams Meeting

You can use Microsoft Teams (MS Teams) to conduct online meetings with applicants.

All participants will receive a link to an MS Teams meeting room where they can communicate via camera and/or microphone. Applicants can join MS Teams as guests through the app or web browser version.

1. Authorize d.vinci for Microsoft Teams

Authorize d.vinci for Microsoft Teams. Only then can MS Teams be used with d.vinci.

2. Configuration in d.vinci

Create Application Status

Create an application status for online interviews with MS Teams.

Select the option Confirm appointment (with optional MS Teams meeting invitation) under Status change functionalities in the Appointment field.

Alternatively, you can also use an existing application status with the status change functionality Confirm appointment by changing the status change functionality to Confirm appointment (with optional MS Teams meeting invitation).

If you edit an existing application status with appointment confirmation, you should also edit the linked correspondence templates (see below).

Edit Status Transitions

Edit the status transitions of an existing workflow and add the new application status to the workflow.

Skip this step if you edited an existing application status that is already integrated into the workflow.

Edit Correspondence Templates

Edit the linked correspondence templates.

Add the placeholder New appointment - MS Teams meeting link. When sending the message as part of the status change, this placeholder will output the link to the MS Teams waiting room.

3. Invite to MS Teams Meeting

Proceed as follows:

1. Perform a status change to an application status with the status change functionality Confirm appointment (with optional MS Teams meeting invitation).
2. Fill in the data in the Appointment section.
3. Select MS Teams meeting: Yes. (d.vinci checks the authorization in MS Teams.)
   • Central authorization has previously been done by a Microsoft 365 administrator (see above)
     The user only needs to authenticate for using MS Teams.
     A small window will appear where the user can log in with their MS 365 credentials. Often, these are the same as their Windows login credentials. The login is valid only for a limited time and for the current browser session. If the user is already logged in, the window will close immediately after appearing.
   • No central authorization was done
     A window will appear where you can authenticate with your Windows login credentials and authorize the d.vinci app for use in Microsoft 365.
4. Select a correspondence template. Ensure that the correspondence template contains the placeholder {APPOINTMENT:ONLINE_MEETING_URL} or New appointment - MS Teams meeting link. This placeholder provides the URL path to the MS Teams waiting room.
5. Press   Execute status change.

4. Join MS Teams Meeting

• Via the icon   on the Overview page in the Appointments tab next to each MS Teams appointment
• Via the icon   in the Application in the Appointments tab next to each MS Teams appointment
• Via the URL in the email sent to the applicant. This can be viewed in the application history
• Via the URL in the email sent to all participating users (Participants) of the appointment

In the waiting room, MS Teams distinguishes between two groups of participants:

• Participants
  These are members of the Microsoft 365 tenant and all d.vinci users.
  They can enter the appointment without a waiting room and admit guests to the meeting.
• Guests
  These are external people, such as applicants and other non-d.vinci users.
  Guests can enter the waiting room but must be manually admitted by a participant to join the actual meeting. This prevents unauthorized or unwanted persons from gaining access to the meeting.