Integrating with Microsoft 365 Outlook

Using Microsoft's Graph API, Workable integrates your Microsoft 365 email and/or calendar to unlock tools to sync and customize candidate communication and events.

✅ Compatible with: the full on-cloud version

❌ Not compatible with: on-premises or a hybrid version

 

Benefits of the Microsoft 365 Outlook integration

Email integration

• Customize the subject line for all your emails
• CC your co-workers in emails to candidates (even if your co-worker isn’t signed up to Workable)
• Reply to emails from candidates via your Outlook inbox. There’s no need to sign in to Workable; the conversation will still be synced into the candidate’s profile.
• Workable emails will be sent through your Outlook account, appearing under 'sent items' in your inbox
• Import all your existing communication into Workable:
  • You can manually import conversations with candidates started in Outlook into the candidate’s profile so that all the information you need is gathered in one place. After importing the conversation once, new messages in the same conversation will be automatically imported.

Calendar integration

• Check availability of co-workers and rooms - seeing the same details you would as if scheduling directly in Outlook
• Include Microsoft Teams meeting room links on events
• Invite Workable users who are not on the hiring team to events
• Add co-workers who are not Workable users to events
• Customize the event title
• After scheduling events in Workable, you can update them directly in Outlook and the changes will sync back to Workable
• Use self-scheduling

 

Setting up the integration

1. As an Admin user in Workable, navigate to Settings > Integrations > Apps page
2. Locate the ‘Email and calendar integration’ section
3. Activate the switches for email and calendar and click Connect
   
   
4. A pop-up window will appear, prompting you to sign in to MS365
5. Review the permissions and select the checkbox "Consent on behalf of your organization"
6. Confirm the connection
7. Repeat the connection steps for the calendar so that they are both activated

In case admin approval is needed, you will see the following screen:

At this point, you can either create an approval link and share it with your Microsoft 365 admin or ask your IT team to configure how users consent to applications like Workable. 

Create an approval link

1. On the Settings > Integrations page in Workable, an option will appear under the 365 integration that prompts you to generate an approval link
   
2. This link should be sent to the administrator of your Microsoft 365 account (usually an IT person at your company)
3. When the 365 admin accesses this link, they will be prompted to review the permissions that Workable has requested and approve the connection

You'll now be able to complete the setup steps above successfully.

 

Configure user consent settings

Alternatively, your IT team could configure how users consent to applications. They can check the instructions in this guide. In short:

1. Sign in to the Azure portal as a Global Administrator
2. Select Azure Active Directory > Enterprise applications > Consent and permissions > User consent settings
3. Under User consent for applications, select which consent setting you want to configure for all users. Essentially, the second (depending on your account configuration) and the third option will ensure user consent without the need for an admin's approval. 
4. Select Save to save your settings.

Switching integrations from Google to Microsoft 365 Outlook? Check the guide here. 

 

Setting up rooms in Microsoft 365 Outlook

Rooms must be part of a "room list" in your Microsoft 365 Outlook account in order for them to be retrieved and displayed in Workable. 

Workable refreshes rooms every 24 hours, so adding a new room won't immediately be reflected.

 

Connecting individuals' accounts

With the account connection enabled, each user must connect their individual account to use emails and events, and this is a one-time process.

Option 1: Via the email/calendar icon

When Workable users (all permissions except Reviewers) try to email or schedule with a candidate for the first time, they’ll be prompted to authenticate their own 365 accounts.

Option 2: Via a direct link

It's also possible to prompt users to connect their accounts without them trying to send an email or event in Workable. This will also enable reviewers (who cannot access the email/event functionality) to authenticate their calendars. An Admin user could share with them a link in this format:

https://[subdomain].workable.com/auth/microsoft?
pdr=microsoft&pdr_connect=true&prompt=consent&permit=basic,email,calendar

Replace the [subdomain] with your Workable subdomain. This link will automatically redirect users to the permissions window to connect their 365 accounts.

 

Disabling the integration

To disable the integration for your entire account:

1. Navigate to the Integrations > Apps section
2. Flip both Outlook switches to OFF
3. Save the changes, and Workable will revert to the basic email option. 

You can reenable the switch at any time without needing an Office 365 admin to log in.