Microsoft Teams Service Account
Discover how to set up and manage a Microsoft Teams Service Account for a different way to manage your reservations with Teams meetings.
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If you still have questions or prefer to get help directly, please reach out to your technical contact.
Table of Contents
Before you Start
- Please reach out to your Maptician technical contact before trying to configure your environment to use the Teams Service Account functionality.
- You will also need access to your Microsoft Entra ID (Azure) environment that allows you the ability to add users and assign licenses.
- You must have already completed the Microsoft Entra Calendar Sync setup.
Getting Started
Step 1: Log into your Microsoft Azure Portal
Log in to your organization's Microsoft Azure Portal. On the Microsoft Entra ID (Azure Active Directory) home screen, locate the "Users" option in the left-hand menu, which is accessible after expanding the "Manage" section. Click on "Users" and move on to the next step.
Step 2: Create a New User
If you haven't already created a user for your Service Account, you will need to do that by click on “New User” and then selecting to “Create a new user”.
Step 3: Setting a Username for your Service Account
The naming convention you choose should align with how you intend to configure the Service Account(s) in your Maptician environment.
If you plan to use a single email address for managing all room and/or seat reservations, we recommend using a generic user principal name, such as reservations@{YourCompanyDomain}.com.
Alternatively, if you prefer to separate reservations by resource type, you may opt for different email addresses, such as roomreservations@{YourCompanyDomain}.com for rooms and seatreservations@{YourCompanyDomain}.com for seats.
NOTE: The “Display Name” name can be whatever you desire.
Step 4: Review and Create your User
After completing the User Principle Name (UPN), the Display Name, and all other desired/required fields, you will want to click on the “Review + create” button at the bottom of the page.
This will take you to a screen where you can review all the information that you previously entered. After you have reviewed this information and confirmed everything is correct you will want to click the “Create” button at the bottom of the page.
NOTE: Microsoft states that newly created users can take up to several minutes until they are created and active.
Step 5: Add Microsoft 365 License
The necessary Microsoft 365 license can be configured for the new service account in either Entra ID or the Microsoft 365 Admin Center. Both configuration methods are shown below
IMPORTANT: More than likely your license options will look different then the examples provided, however, the required minimum is an Office 365 E1 license as well as a Microsoft Teams license.
via Microsoft Entra ID (Azure AD)
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Find your previously created user(s).
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Then locate the "Licenses" option in the left-hand menu, which is accessible after expanding the "Manage" section. Then you will want to click on the “Assignments” button.
- From there you will want to select the desired license for this user and then click on “Save”.
via Microsoft Admin Portal
- Navigate to the Microsoft Admin Portal and log in using your admin Microsoft account.
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Locate and select the "Active Users" option in the left-hand menu, which is accessible after expanding the "Users" section.
- Find your previously created user(s).
- A panel will show up on the right side of the screen, from there you will want to select the “Licenses and apps” tab.
- Then you will want to select the desired license for this user and then click on “Save changes”.
Step 6: Configure Service Account in Maptician
Please select the setup guide below based on the naming convention you chose in earlier steps.
Using only ONE email for ALL reservations
- Log in to Maptician.
- Go to Settings > Environment > Teams Configuration.
- Check the “Use a service email as a meeting organizer” option.
- Type in the Service Account email that you previously created.
- Click the “Save Changes” button.
NOTE: When selecting to save the changes, this will be checking to see if the Service Account is setup correctly with the correct licensing. If this fails for any reason please reach out to your Maptician technical contact.
Using MULTIPLE emails for MULTIPLE resources
- Log in to Maptician.
- Go to Locations > Manage Rooms/Seats.
- Find the resource you're wanting to configure, then click on the name.
- Navigate to Integrations > Teams Configurations.
- Check the “Use a service email as a meeting organizer” option.
- Type in the Service Account email that you previously created.
- Click the “Save Changes” button.
NOTE: When selecting to save the changes, this will be checking to see if the Service Account is setup correctly with the correct licensing. If this fails for any reason please reach out to your Maptician technical contact.
Configuring a Global Service Account and Using a Resource's External Calendar
Another configuration option is to have a globally configured Service Account email while allowing specific rooms and/or seats to use their already existing synced resource email.
To set this up, follow both setup guides provided above. However, when configuring the Teams setting for a room and/or seat instead of checking the “Use a service email as a meeting organizer” checkbox, you should check the “Use resource's external calendar email as email organizer” checkbox.
Step 7: Confirm Service Account is Being Used
The final step is to confirm that when a reservation is created with a Teams meeting, the correct Service Account email is set as the organizer. You can verify this by either logging into Outlook and checking the Service Account’s calendar or by clicking on the "Meeting Options" link within the body of the reservation email.
After clicking the link and signing in with your Microsoft account, the Service Account's display name should appear in the upper-left corner.
