Skip to main content

🔐 IT Admin Guide: Email & Calendar Permissions intergration (Admin Only)

A technical manual for IT administrators to approve the required permissions and API access for Robin at the organizational level. #admin #it-admin #security #integration #microsoft #google

Updated today

💡 What & Why

To enable recruiters to send emails and schedule interviews directly from the platform, Robin requires specific API permissions. As an administrator, you ensure this connection is established securely through a one-time approval (Admin Consent).

⚙️ What permissions does Robin request?

Based on the integration with Microsoft Graph and Google API, Robin requests the following rights:

  • Email Functionality:

    • Mail.Send: to send emails from the user's professional email address.

    • Mail.ReadWrite: to make sent Robin emails visible in 'Sent Items', without accessing other mailbox content.

    • Read user email: to sync candidate replies with the corresponding files in Robin.

  • Calendar & Meetings:

    • Full access to calendars: to retrieve free time slots and schedule interviews directly.

    • Read and create user's online meetings: to automatically generate Teams or Google Meet links for appointments.

  • General:

    • offline_access: to stay connected so users do not have to re-authenticate daily.

    • Sign in and read user profile: for a secure Single Sign-On (SSO) experience.

🛠️ Configuration (Steps for Microsoft/Azure)

For organizations using Microsoft 365, grant access centrally via the Microsoft Entra admin center (Azure Portal):

  1. Inloggen: Log in als Global Admin in de Azure Portal.

  2. Navigeren: Ga naar Enterprise applications.

  3. Applicatie: Zoek en selecteer de applicatie Recruit Robin.

  4. Machtigingen: Klik onder het menu Security op Permissions.

  5. Status controleren:

    • Zie je al een lijst met permissies, maar is de knop bovenin nog blauw? Dan zijn de rechten aangevraagd, maar nog niet actief voor de organisatie.

    • Zolang de kolom "Granted through" niet op Admin consent staat, zullen gebruikers alsnog om handmatige goedkeuring gevraagd worden (en vaak geblokkeerd worden).

  6. Toestemming verlenen: Klik op de blauwe knop Grant admin consent voor [Organisatienaam]. Er opent een pop-up; log in en klik op Accept. De status in de lijst verspringt nu naar "Admin consent".

🚀 What if the organization does not use Microsoft/Azure?

If your organization uses Google Workspace or another provider, the approval process is as follows:

  • Google Workspace: The admin may need to authorize the Robin app (or our integration partner Nylas) in the Google Admin Console under Security > API Controls > Manage Third-Party App Access. Add the app's Client ID as 'Trusted'.

  • Other providers (IMAP/SMTP): No central admin consent is required. However, the IT department must ensure the correct server settings and ports are open so individual users can link their inboxes.

⚠️ Troubleshooting

  • Security Policies: Check if Application Access Policies are active that might restrict access to specific mailboxes.

  • Pop-ups: Users may encounter a white screen if the browser blocks pop-ups from microsoftonline.com or google.com during activation.

ℹ️ Want to know more?

👉 Read here how users can connect their email.

If you have questions or something isn’t working, contact our support team — we’re happy to help.

Related Articles
Admin Guide: Approving the Chrome Extension (Recruit Robin)
Did this answer your question?