How each user connects their Microsoft 365 account to Ricavi: Outlook calendar and email, OneDrive and Microsoft Teams recording, plus what Ricavi reads, what it sends, and who controls what.
Who sets this up: each individual user. Unlike the CRM integration, which a Company Admin configures once for the whole organisation, Microsoft 365 / Outlook is connected at the user level. Every Seller and Manager connects their own account.
How long it takes: a few minutes per service, plus the Chrome Extension install.
What gets connected
Ricavi connects to four Microsoft 365 services. Each uses a standard OAuth 2.0 authorisation flow with your work account.
Service | What Ricavi uses it for | Where to set it up |
Microsoft Outlook Calendar | Meeting schedule access, pre-call preparation triggers, dashboard calendar view, morning briefing meeting list | Onboarding or Profile Settings |
Microsoft Outlook Email | Follow-up email sending, reply detection for stalled deal revival, morning briefing delivery, pre-call preparation emails, post-call summary emails | Onboarding or Profile Settings |
OneDrive | Cloud storage connection for document access and sharing | Onboarding or Profile Settings |
Microsoft Teams (via Chrome Extension) | Meeting auto-detection for bot-free recording, live coaching sidebar, real-time transcription | Chrome Extension install |
Microsoft single sign-on
Microsoft is also supported as a login method for Ricavi itself. If your Super Admin has enabled it and your Company Admin has enforced it, you sign in with "Sign in with Microsoft" rather than a Ricavi password. This is separate from the integrations below.
1. Connect your calendar
During onboarding, reach the Connect Calendar step. (Already onboarded? Go to Profile Settings instead; the flow is the same.)
Select Microsoft Outlook Calendar.
Complete the OAuth authorisation prompt using your work account.
Confirm. The calendar shows as connected.
2. Connect your cloud storage
Reach the Connect Cloud Storage step in onboarding, or open Profile Settings.
Select OneDrive.
Complete OAuth with your work account.
Confirm. OneDrive shows as connected.
You can skip cloud storage during onboarding and connect it later. Every connected integration is manageable from Profile Settings at any time, including disconnecting and reconnecting.
3. Install the Chrome Extension for meeting recording
Download the Ricavi Chrome Extension. The link is in Profile Settings.
Install it in Chrome.
Start or join a Microsoft Teams meeting. The extension auto-detects the session, whether Microsoft Teams is running in the browser or as a desktop application.
The recording control appears, visible to you only.
Recording begins bot-free.
Bot-free by default
No bot joins the call and the recording is invisible to other participants.
If your Company Admin has enabled compliance bot presence, a bot joins the call with a display name your admin configures.
4. What Ricavi reads from Microsoft 365
4.1 Calendar data
Data point | What it powers | Required |
Meeting title | Dashboard calendar view, meeting card display, morning briefing meeting list | Yes |
Start / end time | Chronological meeting ordering, pre-call email timing (30 minutes before), dashboard display | Yes |
Attendees (name, email) | Pre-call preparation (attendee context, CRM contact matching), stakeholder identification, post-call summary recipients | Yes |
Meeting link / location | Chrome Extension auto-detection of the Teams meeting URL, meeting type identification | Yes |
Recurring meeting pattern | Meeting series identification, context continuity across recurring calls | Recommended |
4.2 Email data
Data point | What it powers | Required |
Reply detection (thread status) | Stalled deal revival: a reply to the revival email (Step 1) is detected through the connected email integration, which determines whether Step 2 (LinkedIn) and Step 3 (Call Script) are surfaced | Yes |
Email thread context | Pre-call preparation: the meeting agenda is drawn from previous call notes, email context and CRM data | Recommended |
Sent email confirmation | Action Hub: logging follow-up email status (Sent) in the action log and in the CRM | Yes |
4.3 OneDrive data
Data point | What it powers | Required |
Document access | Cloud storage integration for document access and sharing within Ricavi | Optional |
5. Emails Ricavi sends through Outlook
Ricavi sends several types of email through your connected Outlook account. Every outbound email to an external recipient requires your explicit approval before it is sent. System notifications go to you directly.
5.1 System-generated emails (to you)
Email type | Trigger | Content |
Morning Briefing | A time you configure, each morning | Pending action count, today’s meetings, deals needing attention, and a link to the Action Hub. Suppressed when nothing needs attention (configurable). |
Pre-Call Preparation | 30 minutes before each scheduled meeting | A "Prepare with Ricavi" email with a link to open the pre-call preparation view. |
5.2 Emails you approve (to contacts and prospects)
Email type | Where it comes from | Approval flow |
Follow-Up Email | Action Hub. AI-drafted with subject line, recipient and body. | You can edit subject, body and recipient. Save your edits, then explicitly Approve. On approval the email sends via Outlook and is logged in the CRM. |
Stalled Deal Revival Email | Action Hub. Step 1 of the three-step revival plan for deals with no activity for 14+ days. | Review, edit and approve before sending. Reply detection via Outlook determines whether Steps 2 and 3 surface. |
Post-Call Summary Email | End of Call Sync. Optional toggle, off by default. | Turn the toggle on, then approve. A Ricavi-branded summary email is sent to all meeting attendees. |
Key safeguard
No email reaches an external recipient without your explicit approval, and you can edit every field (subject, body and recipient) before approving.
The "Send Follow-Up Email" action type can be switched on or off by your Company Admin, per user or per team.
6. Meeting recording via Microsoft Teams
Capability | Details |
Meeting detection | Auto-detects active Microsoft Teams meetings in the browser or the desktop app |
Recording mode | Bot-free by default and invisible to other participants. Compliance bot mode is available with a configurable display name. |
Real-time transcription | Full transcript available within 2 minutes of the call ending, with speaker labels |
Live coaching sidebar | Methodology tracker, call vitals, objection handling, key moment capture |
Post-call outputs | AI summary, coaching scorecard, suggested CRM updates and follow-up actions, all pushed to the Action Hub for approval |
Recording controls | You can stop recording at any time, or tag a call as "do not analyse" |
Recording policies are set by your Company Admin: recording by meeting type (all calls, external only, internal only), domain exclusions, data retention period, bot presence, and per-user or per-team recording access.
7. Your settings (Profile Settings)
Setting | What you can change |
Calendar connection | Connect, disconnect or switch your Microsoft Outlook Calendar |
Cloud storage connection | Connect, disconnect or switch OneDrive |
Morning Briefing timing | The time your briefing email arrives each day |
Notification preferences | Event types, delivery method and timing |
Communication style | Warm & Conversational, Professional & Direct, or Concise & Action-Oriented. This controls the tone of AI-generated emails |
Chrome Extension | Download link |
8. Company Admin controls
These sit above your personal settings and are configured by your Company Admin.
Area | What the admin controls |
Recording policies | Enable or disable by meeting type, exclude specific domains, set the data retention period, configure bot presence (visible with a custom name, or silent), and set per-user or per-team recording access |
Agentic action settings | Enable or disable the "Send Follow-Up Email" action type per user or team |
Morning Briefing config | Delivery time, frequency (daily or selected days), content per team, urgent updates, and enable or disable per team or across the organisation |
Authentication | Enable or enforce Microsoft SSO for platform login |
9. Troubleshooting
Symptom | What to check |
Meetings are not appearing in Ricavi | Check the calendar connection in Profile Settings. Reconnect if it is showing as disconnected. |
Recording does not start on Microsoft Teams calls | Confirm the Chrome Extension is installed, and check with your admin that recording is enabled for this meeting type and that the domain is not excluded. |
No Morning Briefing arriving | Briefings are suppressed when no actions or deals need attention. Check the timing in Profile Settings, and confirm your admin has briefings enabled for your team. |
Stalled deal revival stops after Step 1 | That is expected when a reply is detected. Reply detection decides whether Steps 2 and 3 surface. |
Cannot see the "Send Follow-Up Email" action | Your Company Admin can disable this action type per user or team. |
Emails sound wrong in tone | Change your Communication style in Profile Settings. |
Need to disconnect | All connected integrations are manageable from Profile Settings, including disconnecting and reconnecting. |
Common questions
Question | Answer |
Does everyone need to connect their own account? | Yes. Microsoft 365 / Outlook is connected at the user level. Each Seller and Manager connects their own account. |
Will Ricavi email my prospects without me? | No. No external email is sent without your explicit approval, and you can edit subject, body and recipient first. |
Will other people on the call know I am recording? | Not by default. Recording is bot-free and invisible. If your admin has enabled compliance bot presence, a bot joins with a display name they configure. |
Can I stop a recording mid-call? | Yes. You can stop at any time, or tag the call as "do not analyse". |
Can I skip cloud storage? | Yes. Skip it during onboarding and connect later from Profile Settings. |
How soon is the transcript ready? | Within 2 minutes of the call ending, with speaker labels. |