Connecting to Microsoft 365

Connecting your Microsoft 365 tenant (Microsoft Entra ID) to Kinabase lets your team sign in with their existing Microsoft credentials, saves you re-entering user details by hand, and can use SharePoint as your file storage.

Kinabase supports two sign-in methods: Password and Microsoft 365. There's no Google sign-in option.

What you can do with Microsoft 365

1. Enable Microsoft 365 sign-in

1. Go to Settings → System → Identity & Provisioning.
2. Under Allowed sign-in methods, turn on Microsoft 365.
3. You'll be redirected to Microsoft to grant permission - a Microsoft 365 administrator must approve the connection.
4. Once approved, you'll return to Kinabase with a confirmation message.

Once enabled, users can sign in by selecting Microsoft 365 on the sign-in page and using their Microsoft 365 credentials.

2. Sync users from Microsoft 365

1. Go to Settings → System → Identity & Provisioning.
2. In the Microsoft 365 section, you'll see your connection status and Tenant ID.
3. Click Sync now to open Select users to add from Microsoft 365.

4. The dialog shows every Microsoft 365 user not yet in Kinabase. Use the filter to show users from a specific security group, or view everyone.
5. Tick the users you want to add.
6. For each user, click User type & roles to set their User type (Standard user, System admin or Billing admin) and any roles for collection permissions.
7. Click Add {n} user(s) to import the selected users, or Sync to update existing users without adding new ones.

Synced users appear in both Users and the Colleagues list. Each one counts towards your Kinabase licence allocation - see Invite Users & Licences.

What data is synced from Microsoft 365?

• Name, first name and last name.
• Email address (user principal name).
• Profile photo, if available.
• Job title.
• Manager, if configured in Microsoft 365.
• Security group memberships.

Profile photos are also fetched automatically the first time a user signs in with their Microsoft account, if they don't already have one set in Kinabase. Users can still upload a different photo via Settings → Account → Profile.

3. Sync job titles and manager hierarchies

If your Microsoft 365 directory stores job titles and manager relationships, you can sync this into your Colleagues list.

1. Make sure your Colleagues list has fields for job title and manager. See Configure the Colleagues List.
2. In Settings → System → Identity & Provisioning, find Sync colleague information.
3. Map your job title field to receive the Microsoft 365 job title, and your manager field to receive the reporting structure.
4. Click Sync now to import or update the information.

Manager hierarchies are useful for workflows and approvals where a record needs to be reviewed by a user's manager.

4. Use SharePoint for file storage

With Microsoft 365 connected, you can store files in SharePoint instead of Kinabase's built-in storage.

1. Go to Settings → Integrations → File Storage.
2. Change the storage provider from Kinabase (built-in) to SharePoint.
3. If prompted, grant Kinabase permission to access SharePoint.
4. Select the SharePoint document library to use - we recommend an empty or dedicated library.
5. Click Update to save.

5. The Outlook add-in

The Outlook add-in needs Microsoft 365 integration enabled. It lets users view matching contacts from emails, add new contacts to Kinabase, and log emails as activities against records.

For setup instructions, see Outlook Add-in.

6. Troubleshooting

Need more help? Ask your System admin, or contact our support team via Help & Support.