Getting Started on Microsoft Teams

A simple guide to installing CultureBot, understanding what it can (and can't) see in Teams, and setting up your first celebrations.

Privacy & security in Microsoft Teams

This is especially important for Teams workspaces: CultureBot does not have visibility into your channel conversations. It cannot read generic posts in channels, and it does not monitor, ingest, or store channel conversation content that isn't intentionally shared with CultureBot. We don't request or hold any permission to read channel messages.

What CultureBot does access:

• Directory and roster info (via Microsoft Graph): your teams and channels (names and IDs), membership, and user profile details such as name, work email, Azure AD user ID, time zone, and profile photo. This is what builds your employee roster and routes celebrations to the right people.
• Sending messages into the channels or chats where CultureBot is used, such as shoutouts, birthday and anniversary celebrations, and water-cooler prompts. This is send-only.
• Content a user deliberately gives us: a direct message to the CultureBot bot, or a CultureBot form submission (for example, filling out a shoutout). If someone selects a specific message and clicks the "CultureBot Shoutout" action, that message's text is used only to pre-fill the shoutout form for that same person.

What CultureBot does not do:

CultureBot does not read or receive the ongoing conversation in any channel, does not archive channel messages, and an @mention of the bot only returns a standard greeting.

When your Teams admin enables the app, the exact set of Microsoft Graph permissions we request is shown on the Microsoft admin consent screen, so your IT team can review them directly.

Our privacy policy is available here, if you'd like a copy of it.

Installing CultureBot for Microsoft Teams

Step 1: Install CultureBot (personal app)

1. Open Microsoft Teams.
2. Go to Apps (left sidebar).
3. Search for "CultureBot."
4. Click Install (or Get, if you're in the Teams Store).
5. This installs it as a personal app.

Step 2: Add CultureBot to your team

After personal installation, add it to a team using either option below.

Option A: From a team channel

1. Open the team where you want to add CultureBot.
2. Go to the channel.
3. Click the + (plus) icon at the top of the channel.
4. Search for "CultureBot."
5. Click Add.

Option B: From team settings

1. Open the team.
2. Click the three dots (⋯) next to the team name.
3. Select Manage team.
4. Go to the Apps tab.
5. Click + Add apps.
6. Search for "CultureBot."
7. Click Add.

Troubleshooting a "Server Error"

Depending on your workspace's settings, CultureBot may not be fully installed yet after the steps above, and you may see a "server error." There's an easy fix, one of two ways.

Method A — Remove and re-add CultureBot (try this first, ~1 minute)

1. Open Microsoft Teams.
2. On the narrow strip of icons along the far-left edge of the Teams window, find the CultureBot icon. (Don't see it? Click "•••" on that same strip and look for CultureBot in the list.)
3. Right-click the CultureBot icon and choose "Uninstall" (some versions say "Remove"); confirm if asked. (No Uninstall option? Skip to Method B.)
4. On that same left strip, click "Apps" near the bottom. (Don't see it? Click "•••" > "More apps.")
5. Search for "CultureBot."
6. Click the CultureBot result, then click "Add."
7. CultureBot should open and sign you in automatically. If you land on the CultureBot home screen, you're all set — right-click the icon and choose "Pin" to keep it handy.

Method B — If you still see the "Server Error," do this once (this always works)

1. Open a private/incognito browser window (Chrome/Edge: Ctrl+Shift+N, or Cmd+Shift+N on a Mac).
2. Go to teams.microsoft.com and sign in with your work account.
3. On the far-left strip, click "Apps," search "CultureBot," and open it.
4. Let it finish loading fully — this completes the account setup.
5. Close the browser and open CultureBot in the normal Teams app. It should work from there.

We recommend trying Method A first. If the server error persists, move on to Method B. Between the two, most accounts are able to get up and running without further help — but reach out any time if you'd like assistance troubleshooting.

Getting started once installed

Set up your admins

If you'd like additional admins, go to Directory in your CultureBot app and click Manage Permissions. Click Add Admin to give teammates full or partial permissions.

Add employee data

CultureBot has two ways to collect employee data such as birthdays and anniversaries. Choose whichever fits your workspace.

Option A: Import the data yourself

Use a spreadsheet to add employee information from your HRIS. You can use our example template here, which has the correct headings for importing your data.

Any information beyond employee email address is optional — email is the only required field. The email address you enter must match the employee's email in Microsoft Teams exactly, or that employee's information won't save correctly.

Option B: Let employees add their own dates

Go to the Celebrations tab in the CultureBot app, then Birthday or Anniversary, and scroll to "Collect Work Anniversaries." From there, CultureBot can message employees directly asking them to add their birthday or anniversary, or opt out of being celebrated.

If you go this route, we recommend starting with "Request anniversaries from users (one-off)" to collect dates from your existing team. Once that's run, you can turn on "Auto-collect for new employees" and "Schedule recurring collection messages."

Questions? Let us know at support@getculturebot.com