Meeting Planner Panel
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This article applies to:

  • Product: HighQ
  • Subject: Dashboards

Meeting Planner Configuration

To use the Meeting Planner Data Visualisation panel, you must configure one or more Office 365 email accounts to act as the Meeting Planner invite user/meeting user. These users can be existing HighQ users or any other user.
If you want to manage calendars from Outlook, ensure that the configured Office 365 email accounts have shared mailbox access. For more information, see Shared Mailbox Access.

Configure Tenant ID and Grant Admin consent

To configure Meeting Planner, we must first configure the
Client Tenant ID
. The same Tenant ID is used when granting administrator consent.
You can find your Microsoft Entra ID (formerly Azure AD) through the Azure portal or the Microsoft Entra ID Admin center.
To configure the Client Tenant ID via the Azure portal:
  1. Sign in to the Azure Portal.
  2. Use the top search bar to search for and select
    Microsoft Entra ID
    .
  3. On the
    Overview
     page, locate the
    Basic Information
     section.
  4. Find your
    Tenant ID
     (a GUID string) and click the
    Copy to clipboard
     icon next to it.
  5. Alternatively, in the left-hand menu, select
    Properties
    , and locate the
    Tenant ID
     there.
Grant Admin Consent
For the Meeting Planner panel to function correctly, it needs access to the relevant mailboxes. To enable this access, you must grant admin consent when configuring the Panel.
  1. Select
    Grant Admin Consent
    . This uses the configured tenant ID.
  2. A Microsoft Entra ID administrator must complete the consent process by signing in.

Configure and Assign Meeting Assistant users

To add a user to Automated Meeting Assistants, Click the user picklist to choose from a list of active HighQ users when configuring the panel. The selected user's email address will be used as the shared calendar.
To configure a non-HighQ user account, click
Add new assistant
 and provide a full name and email address.
note
  • The configured user must be a standard Office 365 user with access to a mailbox, Teams, and a calendar to enable full functionality.
  • Email groups or distribution lists cannot be used.

Configure Meeting Planner panel

Next, to configure the Meeting Planner (as a System Admin):
  1. Navigate to
    System admin
     >
    System settings
     >
    Enhanced Interactive Data Visualisation
     >
    Meeting Planner
    .
  2. Clear
    Configure
     to enable editing of the Power BI configuration settings.
    note
    When
    Configure
     is selected, the Power BI configuration fields are read-only. Clear
    Configure
     to make the fields editable.
  3. Enter the required information and select
    Save
     to confirm the configuration. Below is an example of how the configuration window looks like.

Assign a user to a Meeting Planner panel

When adding a new Meeting Planner to a site, you can select from the list of configured user accounts. Each Meeting Planner panel can be connected to one user account.
You can create multiple user accounts (for example, per matter or per client) and assign different accounts to different Meeting Planner panels as needed.

Outlook Calendar Sharing

The Meeting Planner panel visualises the Outlook calendar of the Office 365 user configured in the Meeting Planner. To manage events directly from Outlook, ensure that the configured user account has a shared calendar (set up by your Office 365 admin). You can then subscribe to that calendar directly in Outlook.

Authentication and security overview

Authentication uses the OAuth2 client credentials grant flow to access the Microsoft Graph API. A registered Microsoft Entra ID application (service principal) authenticates using a Client ID, Tenant ID, and Client Secret to obtain an access token scoped to https://graph.microsoft.com/.default. This is an application-level (non-interactive) flow, meaning no individual end-user credentials are used or stored by HighQ.
The service principal accesses a designated exchange mailbox (bot email) to manage calendar events on behalf of HighQ sites. Meeting Planner configuration is deployment-wide (a single service principal and bot mailbox), with per-instance settings for individual panels.
For more information, see the Enhanced Panel Security Overview.

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