Get notified in Teams when a guest arrives

This guide describes how to notify hosts of their guest’s arrival in Microsoft Teams.  

This is done using the webhook functionality in EVA Check-in together with Microsoft’s Power Automate. 

Power Automate does the job of receiving the check-in notification and converting it into a message posted to a user in Teams. 

Setting up a Power Automate Flow

Follow the steps below. This can be modified if required.

1. Login in to your Power Automate account - ie https://make.powerautomate.com (if Power Automate is not enabled, talk to your IT administrator). 

2. Set up a Teams connection. Go to Connections (might be under the '... More' menu item) and create a new Teams connection. Type Teams in the search box.
   Select 'Schedule a reply' 
   
   
   Click Create Flow
   
   

   Create Flow will send you a card in Teams to tell you it has worked.

   Now turn off the flow. 

3. Navigate to the “My Flows” menu 

4. Click “Import Package (Legacy)” and Upload the provided package (*.zip file). Wait for uploading to complete

5. In the Review Package Content section you should see two action items.
   
   
   Click on the top action item. Select the previously created Teams flow and click Save
   Click on the lower action item, select your own name in the list, then click Save
   
   

6. You will need to select the Teams connection you have just created in order to complete the import 

7. Once the import has completed, Select Edit. 

8. The first step in the flow is called “When an HTTP request is received”. Click on this to display the HTTP POST URL.  

9. Copy this URL. 

Next, set up EVA Check-in to send data to this web hook URL: 

1. Logon to EVA Check-in and go to Account->Integrations->webhooks 

2. Click “Create Webhook” 

3. Give it a name like “Microsoft Teams notifications” 

4. Paste the URL from above 

5. Clear out any default ‘Webhook Events’ and then type “Check in” 

6. Tick “Apply to all sites” (if you want this to work across all your sites) 

The final set up should look something like this (except with your own URL) :  

Test the set up 

To test this set up: 

• Make sure the visitor type you have is set up with ‘Meeting With’ (and the kiosk is also enabled for this) 

• Perform a check-in via Kiosk or a manual check-in and select yourself as the host 

• You should get an alert from “Power Automate” in your Teams app 

Extra for experts

• There are some fields sent to the web hook that are the same name for the visitor and for the host.  To make sure you are selecting the right variable, use the Peak Code function on the Flow editor. 

• The same pattern can be used to post to a channel instead of a person 

• You can also subscribe to other events like Check outs and Onsite form submissions.