Linking your Microsoft 365 tenant (including Azure Active Directory, Microsoft Entra ID, and SharePoint) to Kinabase lets enable single sign-on (SSO), automatic user provisioning, and file sharing across platforms.

Open Settings
- Click on your name in the bottom-left corner of Kinabase.
- Select Settings from the menu.
Go to 'Identity & Provisioning'
- In the Organisation section, choose Identity & Provisioning.
Activate Microsoft 365
- Toggle Microsoft 365 to On for allowed sign-in methods.
Approval & Redirect
- Be aware that your Microsoft 365 admin must grant permission.
  After approving, you return to Kinabase with confirmation.

With Microsoft 365 SSO enabled, users can log in to Kinabase using their existing Microsoft credentials for simplified access.

2. Syncing Users from Microsoft 365

Once you have Microsoft 365 set up as a sign-in method:

Open 'Identity & Provisioning'
- Still in Settings, make sure you're under the Organisation tab.
Click 'Sync Now' under Microsoft 365
- Select the users you want to import
  Import
  The process of bringing external data into Kinabase, typically from CSV or spreadsheet files.
  from your Microsoft 365 directory.
- Click Continue to add them to Kinabase.

Assign Roles
Role
A grouping of permissions you assign to Colleagues to control their access in Kinabase.
- In Settings → Users, assign roles to new users (e.g., 'Manager', 'Technician') to define their permissions
  Permission
  A specific right to view, edit, delete, or administer parts of Kinabase, granted via Roles.
  .

Once synced, these users appear in your Colleagues
Colleague
A team member who has full access to a Kinabase workspace and its settings.
list. They also count toward your Kinabase billing plan.

3. Importing Roles & Hierarchies

If Microsoft 365 stores job titles and manager info (like organisation charts

Chart

A visual graph (bar, line, pie, etc.) that displays data from a Collection.

), you can map them to the Colleagues collection

Collection

A list of records in Kinabase, similar to a table in a spreadsheet or database.

in Kinabase:

Create corresponding Fields
Field
A column in a Collection that stores a specific type of information for each Record, such as text, number, or date.
- In your Colleagues list, make sure you have fields such as 'Job Title' and 'Manager'.

To understand more on how to configure the colleagues list, see our Colleagues List guide.

Map fields in Identity & Provisioning
- Under Sync Microsoft 365 colleague information, map your Colleagues fields (e.g., 'Manager') to the corresponding Microsoft 365 data.
Sync Hierarchies
- Click Sync now.
- Select which staff to import or update.
- This ensures the correct manager hierarchy appears in Kinabase, useful for permissions and approvals.

Larger organisations can also use Microsoft security groups. They appear during syncing, making it easier to add groups of users at once.

4. SharePoint Integration

Alongside user syncing, you can also link Kinabase to SharePoint for unified file storage

File Storage

Where Kinabase stores files and attachments you upload to Records, such as images or documents.

Enable SharePoint Storage
- Go to Settings → File Storage.
- Switch from Kinabase to SharePoint.
Select a Document Library
- Pick the SharePoint library you want to sync with Kinabase (preferably an empty or dedicated one).
Save & Sync
- Files uploaded in Kinabase appear in the corresponding SharePoint folders, and vice versa - ensuring a single source of truth.

Why use SharePoint with Kinabase?

Co-editing: Open Word/Excel files directly in desktop clients from Kinabase.
Structured Folders: Let Kinabase manage your file structure - no more hunting for the correct documents.
Version Control: Files remain consistent, whether accessed in Kinabase or SharePoint.

For more on integrating and using SharePoint with Kinabase,
see our SharePoint Integration guide.

How it Works

Users log in to Kinabase via Microsoft 365 credentials.
New employees in Microsoft 365 appear in Kinabase upon syncing, reducing admin time.
Managers and job titles come from your Azure AD directory, enabling direct mapping for tasks
Task
Something that needs to be done. Create and assign tasks to yourself or others, often linked to a specific Record.
or workflows
Workflow
A defined sequence of stages and actions that a Record passes through, often representing a business process.
.
Files in Kinabase are mirrored to SharePoint, so your existing IT security policies remain intact.

Troubleshooting

A Microsoft 365 global admin must approve the initial connection for data sync.
If you rename job title fields in Kinabase, revisit Identity & Provisioning to update the field mapping.
Combine your newly synced manager roles with Workflows & Automations
Automation
A process that triggers actions automatically when specified conditions are met, reducing manual work.
for streamlined approvals.
Each new user synced from Microsoft 365 counts toward your active Kinabase users.

Connecting Kinabase to Microsoft 365 centralises sign-ins, user management, and file storage - while maintaining a secure and consistent environment.

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