In short – yes! An IP intercom configured with the correct setup and licences can integrate with Microsoft Teams. This allows employees to answer entrance calls, see and speak to visitors, and unlock the door from within their existing Teams interface.
But how does it work? And what do you need to consider before deploying an integration?
Why integrate intercoms with Teams?
For many organisations, integrating intercoms at entrance doors with Microsoft Teams improves visitor management and operational efficiency. Receptionists or other employees can manage visitors at the door from their normal laptop, rather than a separate desk phone or internal monitor. Plus, calls can come through to any device equipped with Teams: a computer, tablet, or work phone.
Most SIP intercoms also allow the configuration of call routing, meaning the responsibility for picking up calls isn’t only on one person or device. Calls can come through to groups or lists, ensuring better response rates and no single point of failure.
In organisations with hybrid working models or multiple building as part of one site, a Teams integration means retaining a consistent visitor experience while allowing staff to manage entry from wherever they are.
How does a Teams intercom integration work?
Integrating a SIP intercom with Microsoft Teams isn’t normally a direct connection. The intercom, such as CDVI’s Robin range, connects through a gateway service like CyberGate. This gateway translates the intercom’s SIP communications into a format Microsoft Teams can handle.
The full process of call handling works like this:
- A visitor presses the call button on the Robin intercom.
- The intercom initiates a SIP call.
- CyberGate translates the SIP call into a Teams-compatible format.
- The nominated Teams user or group receives the call.
- The user speaks to the visitor and views the video feed (if the intercom is video enabled).
- If the user approves the visitor for access, they send a command to trigger the door to unlock via the intercom’s built-in relay.
What can users do from Microsoft Teams?
Answer intercom calls
Calls come through to the Teams app on desktop, mobile, and compatible desk phone endpoints. Staff answer the calls as they would any other call via Teams.
Speak to visitors
All Robin intercoms have two-way audio functionality, allowing staff to speak with visitors and establish who they are before granting entry.
View live video
Robin intercoms with video functionality allow staff inside to view live footage from the intercom camera during calls. The Robin Touch intercom additionally allows for two-way video, showing footage from inside the building on the intercom’s touch screen. For people who lip-read or use sign language, this provides an accessible welcome.
Unlock door remotely
Robin intercoms have a built-in relay for controlling an electronic locking device. When staff are happy to approve a visitor’s entry, they can remotely unlock the door either through the Teams app with the CyberGate gateway, or with a pre-configured DTMF command (keypad code) during the call.
What do you need to integrate intercoms with Teams?
In order to install and configure an integration between an intercom and Microsoft Teams, you will need:
- A compatible SIP intercom, such as CDVI’s Robin range;
- A network connection and PoE provision at the entrance door;
- A Microsoft 365/Teams environment;
- A licence for the cloud-based CyberGate SIP-to-Teams gateway;
- An electronic door locking device connected to the intercom relay.
Robin intercoms should be installed by professional installers with involvement from your organisation’s IT administrators.
Where is this integration useful?
Corporate offices
In corporate offices, the Teams integration allows calls from the entrance intercom to be routed straight to reception or facilities teams. They don’t need to manage a separate device or system – everything is on their existing laptops and phones.
Remote or skeleton staffed sites
Not every business has dedicated staff on-site all the time to manage reception and welcome visitors. But that doesn’t mean you can’t be welcoming to visitors – even if staff are working from somewhere else, they can receive Teams calls and speak to visitors before granting entry.
Warehouses and industrial premises
Ensuring calls are routed to the appropriate operational team can improve efficiency and reduce unnecessary admin between departments. With the Teams integration, routing is simple and doesn’t require complicated wiring or configuration.
Multi-site organisations
When an organisation is set up across more than one site, a Teams-integrated intercom means visitor handling is consistent for all the entrances. It doesn’t matter if a staff member assigned to answering the calls is in another building – they can speak to and welcome visitors just the same.
What to consider before deploying Teams integration
Before you bring onboard integrators, installers, and IT engineers to integrate your Robin intercom with Microsoft Teams, there are some key points to think about. It’s always better to be prepared!
- Audio or video? Think about whether your site requires audio-only connections, or whether one- or two-way video would add extra value to visitors and staff.
- Teams and CyberGate licences. These are configured and billed independently outside of the intercom purchase price. Think about how many licences you’ll require for the proposed number of intercoms, users, and sites.
- Call routing. Think in advance about where calls are going to go. What happens if the first recipient is unavailable? Will you send calls to a single user or a call group? Will the routing change for out-of-hours or holidays?
- Network and cybersecurity. The intercom, gateway, and Teams environment must be configured securely. Ensure your IT teams are thinking about network segmentation, credential strength, firmware management, and firewall requirements for a robust system.
- Privacy and call recording. If you choose to record calls or videos, think about and research whether you need retention policies, information signage, and whether users can opt out of recordings.
- Resilience. As with all cloud-based systems, plan carefully what would happen in uncommon but serious situations like internet outages or power cuts.
Why to choose a Robin intercom when integrating with Teams
Robin intercoms are the ideal choice for integrating with Microsoft Teams in commercial and industrial environments. The wide range of beautifully designed audio and video models, including two-way video with Robin Touch, cater for the needs of a wide range of sites. Plus, the built-in relay for door control makes remote unlocking easy.
Integrating with Teams via the CyberGate cloud gateway is quick, simple, and reliable, enabling audio and video conversations and DTMF-controlled door release. Supporting SIP/TLS and SRTP, Robin intercoms can be integrated widely with PBX and VMS systems as well as Microsoft Teams.
Welcome with confidence with Robin and Microsoft Teams
When you integrate Robin intercoms with Teams, you’re bringing visitor communication into a known and trusted platform that staff use every day. They don’t need specialist training to see, speak to, and grant entry to visitors. And for business leaders, you gain visibility, security, and the reputational boost of providing a warm welcome to everyone that comes to your door.
For more information about Robin intercoms and integrating with Microsoft Teams, speak to the CDVI technical team at 01628 531 300, or email technical@cdvi.co.uk.
