Microsoft Entra ID - Users & Calendar

Activating the integration

1.1 Go to Settings > Integrations > click on ‘Activate’ at the Microsoft Entra ID integration:

1.2 Next a pop-up window will open, where you click on “Connect”:

1.3 This will further open a pop-up window where you need to sign in with your Microsoft account:

Here you need to make sure you log in as a Global Administrator.

1.4 Once you have logged in, a box will appear with the permissions you grant Emply by clicking ‘Accept’:

1.5 Once the system has finished loading, you will be taken back to the integration setup:

Synchronize calendars
Enabling this will synchronize the Outlook calendar with Emply, and give you the opportunity to add meetings rooms. The 'Always share dates and titles with team members' tick will only appear when enabling this functionality.

Always share dates and titles with team members
Enabling this will turn on the option on for all calendars currently in Emply, and have it on as standard for new calendars.

Setting up the integration

2.1 The first step in setting up the integration is adding your Microsoft Entra ID groups:

2.2 When adding a group, some default settings need to be defined:

Default role: Role to be given to all users existing in this group when they are created in Emply. This option also update current users if ‘Synchronize roles’ is enabled.

Default department: Department that the user should have when they are created in Emply.

Language: Language for the user.

Time zone: Time zone for the user.

Currency: Currency for the user.

Please note that if multiple groups are created with different roles and departments, and a user exists in more than one group, this user will be given all departments and roles defined on the groups.

Enable ‘Synchronize roles’:

By enabling this function, all roles of the current user will be updated. This applies if the roles are present in the groups added in the integration.

Finish by pressing Save.

The one-way synchronization from Microsoft Entra ID to Emply is now enabled, and users are now automatically created in Emply from the connected groups in Microsoft Entra ID.

2.3 You are now ready to choose if you want to synchronize calendar. Open the integration setup again by clicking ‘Activated’.

Enable ‘Synchronize calendar’:

By enabling this function, users' Outlook calendar will be synchronized with Emply. When this function is enabled, ‘Always share dates and titles with team members’ will appear.

Enable ‘Always share dates and titles with team members’:

Enabling this function will activate the setting for all calendars in Emply and will be enabled by default for new calendars.

Finish by pressing Save.

2.4 Next, you go to your user settings in Emply:

2.5 And go to ‘Calendar settings’ and press ‘+ Outlook calendar’:

2.6 Log in with your Global Administrator account:

2.7 You will then see the permissions you give Emply. Remember to enable ‘Consent on behalf of your organization’:

Finish by pressing ‘Accept’.

2.8 Next, you select the calendar you want to sync and tap ‘Synchronize now’:

2.9 When the system has finished synchronizing, it will automatically add all calendars for all users:

Here you can enable the following features:

• Share dates and titles with your team
• Synchronize events with this calendar

The 'Share dates and titles with your team' has to manually be enabled by the user, in order to allow other users in the Emply system to have access to see your calendar.

Below is an example of synchronizing a user’s Outlook calendar with both of the above features enabled. The example below is how the calendar will look on your own personal user or for your team members.

In this example, a user outside of your team is looking at your calendar, which is why titles and information are not displayed and it simply says ‘Busy’.

Please note Emply is not able to update absences, but only able to create them in the calendar.

2.10 Add meeting room

Go to Settings > Integrations > click ‘Activated’ at the Microsoft Entra ID integration to edit the setup.

When adding a meeting room, please note that it must be created as ‘User’ types in Microsoft Entra ID in order for it to be added. If the meeting rooms are created as ‘Resource’ type in Microsoft Entra ID, it cannot be added.

2.11 Enable two-way synchronization from Emply to Microsoft Entra ID
 

With two-way synchronization from Emply to Microsoft Entra ID, you have the following three option upon activation:

Create: Will create users from Emply to Microsoft Entra ID.

Update: Will update users in Microsoft Entra ID with changes from Emply.

Delete: Will delete users in Microsoft Entra ID when they are deleted in Emply.

If ‘Create’ or ‘Update’ is activated, a ‘Map fields’ button will appear, where you can map elements from Emply to be connected to a specific element in Microsoft Entra ID:

None of the fields are mandatory, but they must be mapped if the element is to be part of the ‘Update’ function.

NB: If an element isn't mapped it will be updated with 'Null'.

15 extension attributes can be mapped. These attributes do not send data directly to Microsoft Entra ID, but allow you to create code that adds these attributes to a specific property in Microsoft Entra ID. Emply does not support.

Once the mapping is done, finish by clicking Save.

2.12 Synchronize profile picture

By activating the ‘Create’ and/or ‘Update’ function, it is possible to synchronize the profile picture from Emply to Microsoft Entra ID.

It is only possible to synchronize profile pictures from Emply to Microsoft Entra ID. If you want to synchronize profile picture from Microsoft Entra ID to Emply, read more in our FAQ.

Overview of synchronized data

When a user is synchronized with an employee, updating an existing user from Microsoft Entra ID to Emply will only update:

• First name
• Last name
• Job title
• Mobile phone number

If you want other information than the above to be updated, you must have 'Update' enabled in the integration setup and make sure the information is mapped. 

Below you have an overview of the data that is being synchronized: