Microsoft Teams Webinars is a cloud-based enterprise event management platforms that offers software solutions to event planners for online event management.
Microsoft Teams webinars provide the tools to schedule webinar events, manage attendee registration, run an interactive presentation, and analyze attendee data for effective follow-up.
After setting up Teams Webinar connector, the information from the Teams Webinar and participants will automatically flow into CRM as Events, Event Participations, and new or updated contacts. For details on what information is pulled into CRM by this connector, please see our article here.
How to create and register an Application to Teams in Microsoft Entra admin center.
In order for the Teams Webinar Connector to work properly, you will need to configure an application in Microsoft Entra admin center. First, you will need to navigate to admin.microsoft.com and sign in.
- Open the Microsoft Entra admin center (entra.microsoft.com)
- Go to Applications > App registration
- Click New Registration from the top ribbon
- Select one of the options: Who can use this application or access this API?
The selection will depend on your company tenant organization, if it is setup as a single tenant or multitenant. - Provide a name for the application.
- Click Register
The application will be created and the Application (client) ID and Directory (tenant) ID will be displayed. You will need these values later, so be sure to copy them now:
Next, you will need to navigate to the API permissions section of your app and use the + Add a Permission button to add the following required Microsoft Graph permissions:
Application permissions
- Calendars.Read
- OnlineMeetings.Read.All
- OnlineMeetingArtifact.Read.All
- User.Read.All
- VirtualEvent.Read.All
Delegated permissions
- User.Read
Please note that, as shown above, there are two types of Microsoft Graph permissions needed here: Application Permissions and Delegated Permissions. When adding a new permission and selecting Microsoft Graph, you will be given the option to select which type:
When the six required permissions have been added, your app's Configured Permissions section will look this this:
Next, the Tenant's admin will need to grant the permissions shown in the API/Permissions name column in the screenshot above. Click the "Grant admin consent" button and click "Yes" in the confirmation window:
When the permissions have been successfully granted admin consent, the Status column will update to reflect this:
Finally, you will need to navigate to your app's Certificates & Secrets section, select +New client secret, and create a new secret. When the secret is created, its value will be displayed - be sure to copy the secret value now, as it will be used later.
Again - the Secret value will be used later when setting up the Teams Webinar connector. Copy it now.
Next, install the Microsoft Teams PowerShell Module.
Lastly, you will need to Configure Access Policy
Create an application access policy containing a list of app IDs.
New-CsApplicationAccessPolicy
-Identity
ClickDimensions-Teams-Webinar
-AppIds
"2ab3e4c4-7d85-4213-a12f-718bc348f7b8"
-Description "Enables ClickDimensions Access to Teams Webinars for Application ID 2ab3e4c4-7d85-4213-a12f-718bc348f7b8"
Option 1: Grant the policy to the user to allow the app IDs contained in the policy to access
1) online meetings on behalf of the granted user, and
2) virtual events created by the granted user.
Identity value should be the User Object ID found in AAD
Grant-CsApplicationAccessPolicy
-PolicyName
ClickDimensions-Teams-Webinar
-Identity "f587e267-057b-43e5-a764-e47915d24f6c"
For any new Marketing Users brought on board, this script will need to be run against their account.
Option 2: Grant the policy to the whole tenant. This will apply to users who do not have an application access policy assigned. For details, see the cmdlet links in the Related content section.
Grant-CsApplicationAccessPolicy
-PolicyName
ClickDimensions-Teams-Webinar
-Global
For details on how to Configure application access to online meetings or virtual events see this Microsoft article.
Setting up the Teams Webinar Connector
To get started, each User who will be using the Teams Webinar Connector must individually navigate to Settings and Support > ClickDimensions Settings > ClickDimensions Integration Settings > Event and Meeting Connectors.
The Event and Meeting Connectors page will display all of your current Event connectors with their status, settings, and dates of creation/updating. Click Add New to add the connector here:
Then select the Teams Webinar connector.
This will open up the Teams Webinar Connector page.
You will need to populate the fields to create a connector - this is where you will input the Application (client) ID, Directory (tenant) ID, and Secret Value that you recorded earlier in this process:
Here is a detailed description of the Teams Webinar Connector setup fields:
Connector Name: The name that will be displayed for this connector.
Reminder Email Address: This is the email address that will be notified when the connector’s authorization is about to expire.
Time Range: The Time Range is the time period used for syncing future event data. It is setup by default to 90 days. You can extend the time range to 6, 9, 12 or 18 months.
Default Action for Automatic Contact creation: This will determine the default behavior for newly synchronized events and event participations.
-
No Action: Only the event and event participation records will be created and contacts will not be generated automatically.
- Create Contact: New registrants will be created as contacts if their email address is not already present in Dynamics.
The default action can be overridden by the Action for Contact Creation field on the Event records in Dynamics - just set it to the desired value and it will be applied to all future syncs for the Event. The change will not be applied retroactively to Event Participations created before the record was updated.
User Email: This is the User Email associated with the Teams Webinar Connector.
Tenant ID: The Teams Webinar connector will sync all virtual webinars created by users under the specified tenant. This is the Directory (tenant) ID you recorded earlier, which can be obtained from the Overview section of your app in the Microsoft Entra admin center.
Client ID: This is the Application (client) ID you recorded earlier, which can be obtained from the App Registrations section of your app in the Microsoft Entra admin center.
Client Secret: This is the Secret Value you created and recorded earlier, which can be obtained from the Certificates & Secrets section of your app in the Microsoft Entra admin center.
Once the connector is setup, it will run an initial synchronization to capture all meetings, live events and invitees for the past 90 days and for the future 90 days. After this initial sync, the connector will attempt to update every 60 minutes.
License Requirements
To use Microsoft Teams Webinar, the meeting organizer needs a license for Office 365 or Microsoft 365 E3, E5, A3, A5, Business Standard, or Business Premium. These licenses allow the organizer to create a registration page, send email confirmations to registrants, and run reports.
Teams Webinar supports single session
To learn more about Teams Webinar, see this Microsoft article.
Issues after Initial Setup
After completing the initial setup of your connector, you should begin to see Event records being created within CRM. If these records are not syncing, then you can check the Error Log on the ClickDimensions Settings page to confirm if there may be any issues or errors occurring during the syncing process. If errors start occurring shortly after the initial setup of your connector, then you can try the following checks:
- Are the errors indicating an issue with accessing your account? If so, then please check if you are still able to log in to your account to ensure that the credentials are correct and to confirm that you are not using a trial account. Trial accounts have restrictions that may prevent our service from being able to properly connect.
- Delete and re-add the connector and then wait for an hour. Sometimes an issue can occur during the initial syncing process and deleting and re-adding the connector will allow us to retry the process. The hour wait time will help ensure that any cached details are cleared and will not affect the connection and also gives the Event records time to try syncing again.