Teramind's integration with Microsoft Outlook Calendar syncs your employees' calendar events from Microsoft 365 into Teramind, closing one of the oldest blind spots in activity monitoring: the time employees spend in meetings away from their computers. Without it, an employee in a two-hour client meeting looks idle; with it, that time is recognized as work.

The integration does two things:

You connect Teramind to your Microsoft 365 tenant with tenant-wide admin consent, then scope the sync to the members of one or more Microsoft Entra groups you manage. Teramind reads calendar event metadata for those employees only, on a recurring schedule, and exposes it as the Offline Meetings data source in the dashboard widget editor. You can combine it with the work-time data sources you already use to build custom widgets and productivity metrics (see examples under the Viewing Calendar Activities section).

You can check role assignments from the Microsoft Entra admin center → Entra ID > Users > All users → select a user → Assigned roles.

The groups are yours: you create and manage them in your Microsoft Entra tenant, and Teramind only reads their membership. For security and performance reasons, Teramind accesses only the members of the group(s) you designate, and only to read calendar events: nothing else in your directory, and nothing is ever written back.

1. Sign in to the Microsoft Entra admin center (entra.microsoft.com) as a Groups Administrator or higher.

2. Browse to Groups > All groups or Groups > Overview.

3. Select New group.

4. Create the group, for example a Security group named “Teramind Calendar Sync”, and add the employees (members) whose calendars should be synced. Any Entra group type works: security, Microsoft 365, mail-enabled security, or distribution. Dynamic membership groups are supported (Microsoft evaluates the membership rules; Teramind reads the result). Click the Create button when done.

5. Open the group and copy its Object ID (a GUID) from the group's Overview page. You need one Object ID per group in Step 3 below.

For more information, see Microsoft's guide: Manage Microsoft Entra groups and group membership.

1. Navigate to the System > Integrations menu and select Microsoft Outlook Calendar from the Explore integrations cards.

2. On the Connect to Microsoft 365 step, click the Connect button. Microsoft's sign-in page opens in a new browser tab.

3. Pick an account (or sign in) and complete any 2FA. Note: If authentication fails, it is likely due to insufficient permissions. Check the Prerequisites (Assigned Roles) section above.

4. On, the Permissions requested screen, review the permissions and click Accept.

5. A confirmation page appears: Outlook Calendar connected.

6. Go back to your Teramind Dashboard. Wait until the Status changes to Connected. Waiting launch then click Continue to proceed to the rules step.

Configure the detection rules and mailbox scope below, then launch the integration:

Configure how calendar events qualify as offline meeting time. All rules apply together; an event must pass every rule to count:

1. Minimum participants: the minimum number of participants, counting everyone who has not declined; the organizer always counts as one (default: 2; whole number, 1 or more).

2. Maximum meeting duration: meetings longer than this are ignored (default: 8 hours; the UI accepts 1-24 hours).

3. Private events: when on (default), private calendar events count as offline meeting time if they meet the rules above.

4. Under Entra Groups, paste the Object ID from Step 1 and press Enter; repeat for each group. Calendars of members of these groups are synced. At least one group is required.

5. Click Save & Launch.

After setup, the integration appears under System > Integrations screen. Here you can see its Status, Last sync*, and Created time (your Microsoft tenant is shown under the integration name).

Under the Actions column, you will see some icons:

Once the integration is running, synced calendar events become available as reporting data in the Teramind Dashboard. You can build your own widgets and dashboards with the new Offline Meetings data source. Its measures, dimensions, and filters combine freely with other data sources you already track. A pre-built dashboard is planned for a later release.

Setting up the integration adds a new data source, Offline Meetings, to the dashboard widget editor (alongside the existing Online Meetings data source). Nothing in your existing dashboards changes: the meeting data becomes available when you add this data source to a widget.

A widget can use multiple data sources at once; select them together in the widget's Data Source field. This lets you build measures and charts that put meeting time in context, as the examples below show.

A line chart widget comparing daily computer activity with offline meeting time per employee:

Here are the widget settings you can use to recreate the chart:

The result plots three daily series together (active time, productive time, and offline meeting time), so you can see whether meeting-heavy days coincide with dips in computer activity, or track how meeting load trends week over week.

A per-employee grid widget that puts offline meeting data with app & web and worktime data sources to give a complete breakdown of offline meeting time, productive/unproductive time, work time, etc.:

Here are the widget settings you can use to recreate the grid:

Once the grid widget is created, you can add filters, configure the rows and columns, and create groups to suit your needs. In the example above, rows are grouped by the Employee column. For more information, see Editing/Managing Widgets in the User Guide.

Note that Offline Meetings: Time is a separate measure; it is not included in Total work time or any productivity column. An employee who spent a day entirely in off-site meetings will legitimately show 00:00:00 for the computer-based columns next to their meeting hours, as in the example above.

Click the Trash Can icon under the Actions column on the System > Integrations page. A confirmation dialog appears; on confirm, the integration is removed from Teramind.

1. Sign in to the Microsoft Entra admin center (entra.microsoft.com).

2. Go to Entra ID > Enterprise applications.

3. Find the Teramind Outlook Calendar application and open it.

4. Select Manage > Properties from the left panel.

5. Click the Delete button to remove the app.

This revokes Teramind's access to your tenant's calendars. You can achieve the same from Enterprise applications > Teramind app > Permissions > Revoke if you prefer to keep the app registration.

For more information, see Microsoft guide: Delete an enterprise application.

It's shown on the Microsoft sign-in / consent page during Step 2. To fix it, you must sign in as a Global Administrator or Privileged Role Administrator; Application Administrator and Cloud Application Administrator roles cannot consent Microsoft Graph application permissions.

It's shown on the System > Integrations page when connecting. It means the integration service isn't enabled on your instance. Contact Teramind Support.

It's shown on the Microsoft Outlook Calendar settings page when you click Save & Launch in Step 3. Mailbox Scope is mandatory; paste at least one valid Entra group Object ID (GUID format).

No events appear for them on the Offline Meeting widgets. Confirm they are a member (directly or through a nested group) of one of the configured Entra groups, and remember membership changes apply on the next sync. Only Exchange Online / hybrid mailboxes are reachable.

Changes to a synced event (for example, a meeting is declined or cancelled) are picked up on the next sync for events up to 3 days in the past. Also check the detection rules in Step 3. Meetings under 15 minutes, all-day events, and cancelled events never count.

Dashboard widgets don't show the latest meetings. Calendar sync runs every 4 hours, but received data only appears in dashboards after the next BI processing cycle, so new events can take longer than 4 hours to show up. Check the Last sync column under System > Integrations to confirm data is being received.