ActivTrak’s Outlook Calendar integration enables a more comprehensive picture of employees’ workdays, filling in the “blank spaces” in users’ digital activity with meeting data from their calendars.
Many employees—especially those working in an office or frequently in the field—do not spend their entire workday in front of a computer. Much of their time is spent in in-person or phone meetings that can’t be detected by the ActivTrak Agent. During periods of digital inactivity, the Outlook Calendar integration provides an additional data source, enabling ActivTrak to fill in the gaps with time spent in Offline Meetings.
Setting up the Outlook Calendar integration involves creating a service account with the necessary permissions. Once that is complete, the integration can be configured within the ActivTrak app.
Contents
- Requirements
- Setup instructions
- View Offline Meeting data in Insights Dashboards
- Update the Outlook Calendar Integration configuration
- Learn more
Requirements
- An Admin user role in ActivTrak
- A current paid ActivTrak subscription or an active trial
- At least one deployed ActivTrak Agent starting to collect activity data
- An active Entra ID instance
- An M365 Azure Cloud setup
- The ability to create app registrations within Microsoft Azure
Setup Instructions
Create a new Azure service account
- Visit https://portal.azure.com/ and sign in.
- From the Azure portal homepage, click on App Registrations or search for it in the search bar at the top of the page, as shown below.
- Click New Registration.
- Navigate to API Permissions, then click + Add a permission.
- Select Microsoft Graph.
- Select Application Permissions.
- Grant admin consent (NOTE: The example below shows "for ActivTrak Dev," but the name of your Azure instance will appear here instead).
- Add the following scopes to the permissions list:
- Calendars.ReadBasic.All
- User.ReadBasic.All
- Navigate to Overview and copy the values of the following two fields:
- Application (Client) ID
- Directory (Tenant) ID
- Navigate to Certificates & secrets, then click the Client Secrets tab. Create a new client secret, with a name and an expiration date.
- Regarding the expiration date: ActivTrak’s Outlook integration authentication will expire when the secret expires. ActivTrak recommends setting the expiration date to the maximum option, which is 2 years.
Copy the Secret Value (NOT the Secret ID):
Configure the Outlook Calendar Integration in ActivTrak
- Log in to the ActivTrak application.
- Navigate to API & Integrations > Integrate.
- Locate the Outlook Calendar Meeting Insights card and click the green “Integrate” button within it, as shown below.
- A modal window will appear, as below. In the pop-up configuration window, enter the Tenant ID, Client ID and Client Secret Value.
- Click Finish.
- Once finished, it may take up to 24 hours to complete the initial data retrieval. The integration card will temporarily display the message: “Your data is being processed. This may take up to 24 hours to complete.” Once the process is complete, the card will display the message: “✓ Enabled.”
- If you still see the “Your data is being processed” message after 24 hours, please email support@activtrak.com for assistance.
View Offline Meeting data in Insights Dashboards
After enabling the Outlook Calendar Integration, Admins will get access to a set of dashboards that display Offline Meeting data. Learn more here.
Update the Outlook Calendar Integration configuration
To update your Outlook Calendar integration configuration (i.e. to use a different Outlook credential), the integration must be deleted and re-enabled to accept the update.
To delete the Outlook Calendar integration, click the three-dot settings icon in the top right corner and select Delete, as shown below. After deleting, please follow the previous steps in this guide to reconfigure the integration.