Integrating Microsoft Teams with Wellconnect Calendars

Purpose

To enable automatic generation of dynamic Microsoft Teams meeting links for appointments booked through Wellconnect calendars.

Scope

For Wellconnect users who use Microsoft Teams for virtual meetings within their Business Suite account.

TABLE OF CONTENTS

• Overview
• Preconditions
• How to Connect Microsoft Teams
• Option 1: Connect from “My Profile”
  • Steps
• Option 2: Connect from “Calendars”
  • Steps
• How to Add Microsoft Teams Links to a Calendar
  • Steps
• Important Notes
• Limitations of Microsoft Teams Integration
• Using One Microsoft Teams Account Across Multiple Users
  • Across Users
  • Restriction
• Dynamic Link Requirement
• Connection Path (Quick Reference)
• Removing or Switching the Connected Teams Account
  • Steps
  • Important Behaviour
• Supported Calendar Types
• Using Microsoft Teams with Event Calendars
  • Steps
• Verification
• Troubleshooting
  • No Meeting Link Generated
  • Authorisation Issues

Overview

By connecting your Microsoft Teams account to Wellconnect, you can automatically generate dynamic meeting links, reducing manual steps.

When Microsoft Teams is selected as the meeting location in a calendar:

• A unique Teams meeting link is generated for each new booking.

• The link is included in the calendar invitation.

• The link is included in confirmation and reminder communications (if configured).

Preconditions

• You have access to the Microsoft Teams account you want to connect.

• You have login access to your Wellconnect Business Suite account.

• You have permission to manage calendar and integration settings.

How to Connect Microsoft Teams

There are two ways to connect your Microsoft Teams account:

1. From Settings → My Profile

2. From Settings → Calendars → Connections

Option 1: Connect from “My Profile”

Steps

1. Navigate to Settings → My Profile.

2. Under Video Conferencing Connections, click Add New.

3. Select Microsoft Teams and click Connect.

4. Sign in using your Microsoft Teams credentials.

5. Once authorised, your Microsoft Teams account will show as connected.

Option 2: Connect from “Calendars”

Steps

1. Navigate to Calendars → Calendar Settings → Connections.

2. Open the Video Conferencing tab.

3. Click Add New, then click Connect next to Microsoft Teams.

4. Sign in using your Microsoft Teams credentials.

5. Once authorised, your Microsoft Teams account will show as connected.

How to Add Microsoft Teams Links to a Calendar

After connecting your Teams account, you must configure the calendar to use it.

Steps

1. Confirm that Microsoft Teams is successfully connected.

2. Navigate to Calendar Settings.

3. Edit the calendar you wish to modify.

4. Open the Meeting Details tab.

5. Scroll to the Team Members section.

6. Select the relevant team member.

7. Ensure they have successfully integrated Microsoft Teams.

8. Select Microsoft Teams as the meeting location.

9. Click Save.

Dynamic Teams links will now be generated for new bookings on this calendar.

Important Notes

• Connecting an Outlook calendar does not automatically connect Microsoft Teams.
  To connect Teams separately, go to:
  Calendars → Settings → Connections → Video Conferencing

• To view appointments in Outlook, ensure your desired Outlook calendar is:

  • Connected

  • Selected as the linked calendar
    This can be configured under:
    Calendars → Settings → Connections → Calendars

Limitations of Microsoft Teams Integration

• Only Microsoft Teams accounts for Work and School (Organisation and Education) are eligible for integration.

• Each user can connect one Microsoft Teams account per Business Suite account.

Using One Microsoft Teams Account Across Multiple Users

Across Users

• Multiple users can connect and use the same Microsoft Teams account.

Restriction

• A single user can connect only one Microsoft Teams account per Business Suite account.

Dynamic Link Requirement

Dynamic Teams links are only generated when:

• Microsoft Teams is connected under Video Conferencing, and

• Microsoft Teams is selected as the meeting location in the calendar settings.

If Teams is not selected as the meeting location, no dynamic link will be created.

Connection Path (Quick Reference)

Calendars → Settings → Connections → Video Conferencing → Add New → Microsoft Teams

Removing or Switching the Connected Teams Account

You can remove or change the connected Microsoft Teams account at any time.

Steps

1. Navigate to Calendars → Settings → Connections → Video Conferencing.

2. Remove the existing Microsoft Teams connection or connect a different Teams account.

3. Review all relevant calendars.

4. Confirm Microsoft Teams is selected as the meeting location where dynamic links are required.

Important Behaviour

If Microsoft Teams is disconnected and later reconnected, Wellconnect will automatically generate Teams links for upcoming appointments that:

• Were created while the integration was disconnected, and

• Did not previously contain a meeting link.

Supported Calendar Types

The following calendar types support automatic dynamic Microsoft Teams link generation:

• Personal Booking

• Round Robin

• Collective

• Service Calendars

Class Booking Calendars do not currently support dynamic Teams link generation.

Using Microsoft Teams with Event Calendars

Event Calendars do not support dynamic Teams links. However, you can manually add a static Teams link.

Steps

1. Generate a meeting link directly in Microsoft Teams.

2. Open the calendar settings in Wellconnect.

3. Select Custom as the meeting location.

4. Paste the generated Teams link.

5. Save changes.

Note: This creates a static link, meaning the same Teams link will be used for all future bookings.

Verification

To confirm the integration is working:

1. Book a test appointment using the calendar booking link.

2. Open the appointment inside Wellconnect.

3. Confirm a Microsoft Teams meeting link has been generated.

4. Verify the same link appears in confirmation communications.

5. Test the link to ensure it opens correctly.

Troubleshooting

No Meeting Link Generated

• Confirm Microsoft Teams is connected under Video Conferencing.

• Ensure Microsoft Teams is selected as the meeting location in the calendar.

• Verify the correct team member is selected and properly integrated.

Authorisation Issues

• Confirm you are signing in with a Work or School Microsoft account.

• Ensure your organisation allows third-party application access.

If issues persist, contact Wellconnect Support and provide:

• Your Business Suite account name

• Screenshot of Video Conferencing connections

• Screenshot of affected calendar settings

• Example appointment date and time