Set up Microsoft Teams integration
Learn how to connect Microsoft Teams and create meeting links for telehealth appointments.
Overview
To use Microsoft Teams in Caspen, you must first connect Microsoft Outlook Calendar. When your calendar is connected, Caspen can create Microsoft Teams meeting links for appointments.
Once connected, you can:
Automatically create Microsoft Teams links when a service is booked
Create a Microsoft Teams link from an appointment when needed
Join or copy the meeting link from the appointment
Before you start
Microsoft Teams in Caspen relies on your Microsoft Calendar integration. You must connect the Microsoft calendar integration before you can create Microsoft Teams links.
To use Microsoft Teams in Caspen, you need a Microsoft account that supports scheduled Teams meetings. If your account does not support this, you may see Teams is not enabled in Caspen after connecting. This is common with free accounts or certain organization accounts.
Each practitioner must connect their own Microsoft integration to create Microsoft Teams meetings.
How to connect Outlook Calendar
In Caspen, click your profile name (bottom-left), then click My account.
Open the Integrations tab.
Find Microsoft and toggle it on.
Choose how far back you want to sync existing events:
From now onwards (only sync future events)
From 7 days ago (sync the past week and future events)
From 30 days ago (sync the past month and future events)
Click Connect.
Microsoft will open. Sign in, or choose the Microsoft account you want to connect.
Click Accept to allow access.
You will be redirected back to Caspen. The Microsoft integration will show Connected and Microsoft Teams integration will be enabled automatically.
Important note:
When you connect, Caspen creates a calendar called Caspen in your Outlook Calendar. We recommend you do not rename this calendar to keep your Microsoft integration running smoothly.
Automatically create a Microsoft Teams link for a service
Turn this on when you want Caspen to automatically create a Microsoft Teams meeting link whenever that service is booked.
Go to Catalog → Services.
Create or edit a service.
Under Telehealth, turn on Create Microsoft Teams meeting, then click Save.
What happens next
When an appointment is booked using that service, Caspen will automatically create a Microsoft Teams link for the appointment.
Important note:
Caspen creates the meeting link, but you still need to share it with your client. To send the link, click Copy invite link and paste it into an email or SMS.
Create a Microsoft Teams link from an appointment
If you have not turned on automatic Microsoft Teams links for the service, you can still create a Microsoft Teams meeting from an existing appointment.
In the calendar, click an appointment to open the appointment details panel.
Scroll to the Telehealth section.
Click Create Microsoft Teams meeting.
After the meeting is created, you will see:
Join meeting – Opens the meeting straight from the appointment.
Copy invite link – Copies the link so you can share it with your client.
Important note:
Caspen creates the meeting link, but you still need to share it with your client. To send the link, click Copy invite link and paste it into an email or SMS.
Troubleshooting
I connected, but Caspen says Teams is not enabled
Your calendar will still sync, but Caspen cannot create Teams meeting links for this Microsoft account.
This usually happens when the Microsoft account cannot create scheduled Teams meetings, for example some free accounts or certain organization accounts.
If you need Teams meeting links, connect a Microsoft account that supports scheduled Teams meetings.
FAQs
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