User Presence: User Guide

Introduction

This guide provides information on the configuration, prerequisites, and proper use of the User Presence feature. This feature allows administrators to enable a presence indicator next to a user’s profile icon. This indicator can be managed directly within Appspace or synced externally with Microsoft Graph.

Key Benefits

The User Presence feature provides several key benefits:

• Real-Time Availability: See colleagues' availability status easily within Appspace.
• Enhanced Collaboration: Increase transparency around a colleague’s availability and expected response times.
• Seamless Microsoft Integration: Enable bi-directional synchronization with Microsoft Teams, ensuring presence is aligned across both platforms.

What This Guide Covers

This guide will cover the following topics:

• Setting up a Microsoft 365 Passport.
• Enabling User Presence in Appspace.
• Adding an Availability Status in the Employee View.

Prerequisites

Before configuring User Presence, you need to meet the following requirements:

• Platform license.
• Location Admin or Account Owner role.
• Presence enabled in Microsoft 365.

Configuration and Management

Step One: Setting up a Microsoft 365 Passport

If you plan to synchronize User Presence with Microsoft Teams, a Microsoft 365 Presence passport is required.

1. To configure the passport, open the navigation in the Admin View and go to Integrations.
2. Under the Passports tab, click +Add.
3. In the Create a passport window that appears, select the People category.
4. Choose Microsoft 365 Presence and then click Connect.
5. Enter your Microsoft credentials to generate the passport.

Step Two: Enabling User Presence in Appspace

Once the passport is configured (if needed), you can enable the User Presence functionality across the platform.

1. Open the navigation in the Admin View and go to Settings > Configuration > Employee Experience > Presence.
2. Toggle on the Enable Presence button.
3. Select a Presence Provider, choosing either Appspace or an External Provider.
4. If selecting External Provider, choose the existing passport from the dropdown menu that appears.
5. When finished, click Save.
   • Note: When enabled, User Presence is activated across all locations.

Step Three: Adding an Availability Status in the Employee View

With User Presence enabled, employees can display their status next to their profile picture in Appspace.

1. To update your status, click your User Profile at the top-right corner of the Employee View.
2. Select the status option to view the default availability options, which include:
   • Available
   • Do Not Disturb
   • Appear Away
3. You can also reset the status to the default setting.
4. To set a custom status, click Status message and type in your custom details.