Microsoft Graph Integration

This integration is available from version 26.2.3 and later

Starting from version 26.3.1 this integration replaces the Exchange Integration

The Exchange Integration menu item is removed during the update, and Microsoft Graph Integration must be configured for calendar features to keep working. If Exchange Integration was used before, complete Steps 1 and 2 below, ideally before the update.

Integration allows:

• View the interviewers’ availability when scheduling interviews

• View the trainers’ availability when scheduling classroom training events

• Check meeting room availability and book meeting rooms through Microsoft Exchange when scheduling interviews and training events

• Use the Scheduling Assistant to find a suitable time when scheduling interviews, training events and self-schedule time windows

• Create native MS Teams meetings for interviews (including self-schedule)

Step 1: Configure Microsoft Entra ID Permissions

Before enabling the integration in Lanteria, an administrator must create and configure an app in Microsoft Entra ID (formerly Azure AD) with the appropriate Microsoft Graph permissions.

Ensure your Entra ID application is granted the following API permissions on the Application level:

• Calendars.ReadWrite: Allows the system to read and write calendar events.  

• OnlineMeetings.ReadWrite.All: Required for creating the native Microsoft Teams meeting link and properties.  

• User.Read.All: Allows the application to read user profiles needed for meeting organization.  

Admin consent must be granted for your organization to approve the permissions.

Make sure to capture your Tenant Id, Client Id, and Client Secret after configuring the app, as you will need them for the next step.

Client secret expiration

Make sure to set a reminder before the client secret expires.

You’ll need to generate a new client secret and update it in Lanteria HR before it expires

Step 2: Enable the Integration in Lanteria HR

Once the Entra ID application is ready, you can configure the connection within the Lanteria HR settings.

1. Navigate to Settings → Settings and Configuration → Integrations.  

2. Select Microsoft Graph Integration.  

3. Enter the required credentials generated from your Entra ID setup (Tenant Id, Client Id, and Client Secret).  

4. Toggle the integration to Enabled.  

5. Click Save.  

Note on Validation: When you save the configuration, the system automatically validates the credentials to grab an access token. If validation is unsuccessful, the system will display an error notification and automatically disable the integration.

Step 3: Meeting Rooms (optional)

A list of meeting rooms can be offered for selection when scheduling interviews and classroom training events.

To set up the list:

1. Go to Settings → Settings and Configuration → Integrations → Microsoft Graph Integration → Meeting Rooms.

2. Click Edit.

3. For each room, specify the name that will be displayed when scheduling and the email address of the room calendar. The address must be set up as a meeting room in Outlook.

Meeting room availability is checked through Microsoft Graph on the Schedule Interview, Schedule Training and Job Opening Details > Interview Schedule (self-schedule time windows) forms.

When a meeting room is selected for an interview, the room’s calendar is checked for overlapping events. The interview cannot be created or updated if the room is already booked for that time. If the room is changed, the calendar event in the previous room is removed, and a new one is created only if another room from the meeting rooms list is selected. No event is created if the interview becomes online or a custom location is entered.

Step 4: Scheduling Native Teams Interviews

Once the integration is successfully enabled, HRs and recruiters can begin scheduling native Teams meetings.

Create Teams Meeting button on the Schedule Interview form

This button becomes unavailbe, link to the Teams meeting will be automatically generated by Microsoft.

How it Works

• When creating a new interview, simply check the Create Teams Meeting checkbox.  

• The system will automatically utilize three newly added email templates specifically designed for creating, updating, or canceling Teams interviews.  

• If the organizer cancels the event directly in Outlook, simply edit and update the interview form in Lanteria, and the system will automatically recreate the meeting.

  

  

Fallback Behavior

The system maintains backward compatibility. If the Microsoft Graph integration is disabled, or if the Create Teams Meeting checkbox is left unchecked, the standard letter templates will be used, and standard meetings will be generated just as they were previously. Additionally, on older edit forms, the new checkbox will be disabled for editing.

Customizing Teams Email Templates

When the Microsoft Graph integration is active and the Teams meeting option is utilized, Lanteria sends notifications using dedicated, fully editable email templates.

To view and modify these templates, navigate to: Settings → Settings and Configuration → General → Notifications and Reminders → Advanced → Email Templates

Three new templates manage the interview lifecycle. You can customize the body text for each template to fit your organization's voice while utilizing specific body markers to automatically populate interview details: