Introduction
By default, eSuite invites training participants via email. Would you prefer that they receive a real Outlook meeting request—with automatic calendar entry, reminders, and, if desired, a Teams link? If so, you can enable the Microsoft Graph integration. This article walks you through the process step by step.
Prerequisites
To invite participants via Outlook Meeting Requests, the following items should be present:
- An Office 365 mailbox that acts as the sender, for example, training@company.com.
- A valid email address for each participant you want to invite.
Step 1 — Link the mailbox to eSuite
Add the mailbox you want to use as an “External account” using Microsoft Graph. You can find the complete procedure for this in Microsoft Entra ID Integration for Microsoft Graph.
Step 2 — Enable the integration
Go to Settings under the Training section (visible only to administrators) and adjust two settings:
- Set “Training Invitation Type” to “MicrosoftGraph.”
- Under “Exchange Invitation Synchronization,” link the external account you created in Step 1.
Click Save — you’re ready to send invitations.
Step 3 — Invite your participants
Open the training session you want to invite participants to and check two things: Is at least one session date entered, and do the participants have the status “Subscribed”? If so, go to the “Invite” tab and click “Send Invitation.”
eSuite will now automatically send one Outlook meeting request per session date to each enrolled participant. eSuite copies the subject and text of that request directly from the “Invitation” tab.
Two handy additional options
On the same “Invitation” tab, you’ll find:
- Online session — if you check this box, eSuite automatically adds a Microsoft Teams link to the meeting request.
- Send invitation automatically — useful if you don’t want to click the button yourself every time. Any changes to the session, participants, or dates will then be automatically updated. Ask your administrator to schedule the Service Task “Sends or resends session invitations (via Microsoft Graph)” at the desired frequency.
Scenario's
There are a couple of situations in which the application will need to create/update Outlook Meeting Requests. Most scenarios require the user to press the link "Send invitation" or will be triggered with the service task if you have activated the option "Resend invitation automatically" on the session. This allows the user to take multiple actions before triggering the Outlook Meeting Requests.
| Nr | Scenario | Trigger | Result |
| 1 | Participant(s) with the status "Subscribed", at least one session date | User presses "Send invitation" | Meeting Request(s) are created/updated |
| 2 | Participant(s) with the status "Subscribed" but NO session date | User presses "Send invitation" | Meeting Request(s) are cancelled and removed |
| 3 | Scenario 1 but an extra session date is added | User presses "Send invitation" | Meeting Request for an extra date is created |
| 4 | Scenario 3 where you remove a session date | Immediate | Meeting Request for that day is cancelled |
| 5 | Add extra participant to a training session | User presses "Send invitation" | Meeting Request is sent to that participant |
| 6 | Change the start or end hour of a session date | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants |
| 7 | Change a session date | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants |
| 8 | Change or add a room to a session date | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants |
| 9 | Remove a room on a session date | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants |
| 10 | Activate checkbox "Online session" | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants and includes a Microsoft Teams link |
| 11 | Deactivate checkbox "Online session" | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants and Microsoft Teams link is removed |
| 12 | Change the name of the training | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants, but only if the tag #TRAINING_NAME# is included in the subject/body of the invitation |
| 13 | Add or change the training supplier | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants, but only if the tag #TRAINING_SUPPLIER_NAME# and/or #TRAINING_SUPPLIER_ADDRESS# are included in the subject/body of the invitation |
| 14 | Change subject/body of the invitation | User presses "Send invitation" | Meeting Request update is sent to all subscribed participants |
| 15 | Change status of a participant to "cancelled" or delete participant | User presses "Send invitation" | Meeting Request(s) are cancelled and removed for that participant |
A message will be displayed above the "Invitation" tab in case a (re)send is required due to modifications that are made to dates, participants, location, supplier or training.
Reserving Meeting Rooms
Optionally, you can also reserve a meeting room in Outlook.
Creating the List of Meeting Rooms
You must first configure the list of rooms that can be used. This can be done via Admin > General > Drop-down Lists > Room.
Each “Meeting Room” has a unique email address that will be used in Outlook Meeting Requests.
When adding the “Meeting Room” to the list, it is important to specify the correct email address. The Code and Name are included only as references for later use.
Under the “Invitation” tab, you’ll see the rooms (with an email address), and these will also be invited when the invitation is sent.
If no participants have been added yet, but rooms have, you can reserve that room or those rooms in advance by sending the invitation.
Good to Know
- If a participant responds to the meeting request—whether they decline or leave a comment—only those with access to the linked mailbox will be able to see it. eSuite itself does not process these responses.
- A participant can also simply remove an invitation from their calendar without notifying you. This is standard Outlook behavior, not something controlled by eSuite.