Microsoft Planner Integration

Microsoft Planner Integration

The Microsoft Planner integration connects Q-Play to your Microsoft 365 organization, so tasks from Microsoft Planner can be shown on your screens. The integration only reads data. Q-Play never creates, changes or deletes anything in Planner.

Before you start, see Working with integrations in Q-Play if you haven't set up an integration before. When the integration is ready, you show your tasks with the Microsoft Planner app.

1. Name the integration

Give the integration a name, as described in Working with integrations in Q-Play, and continue to the Credentials page.

2. Choose a connection type

On the Credentials page, use the Connection dropdown to choose how Q-Play connects to Microsoft. There are three options:

  • Sign in as user: Q-Play only sees the plans that one account is a member of. Anyone with a Microsoft 365 account can set this up.
  • Sign in as admin: Q-Play can see all plans in your organization. Requires a Microsoft 365 administrator.
  • Use custom app reg: Q-Play connects through an app registration your own IT department creates in Microsoft Entra ID. Gives the same access as Sign in as admin.

Follow the section below that matches your choice.

3a. Sign in as user

With this option, Q-Play reads Planner on behalf of the account that signs in. Before you sign in, make sure the account:

  • is a member of every plan you want to show on your screens. Plans the account isn't a member of can't be shown.
  • has a Microsoft 365 license that includes Planner.

We recommend creating a dedicated Microsoft 365 account for Q-Play, for example qplay@yourcompany.com, instead of using a personal account. When the password of the account is changed or reset, Microsoft ends the connection, and the integration stops fetching new data until someone signs in again. The same happens if the account is disabled or deleted, for example when an employee leaves. A dedicated account avoids this.


With Sign in as user, the first job must run within 10 minutes after you sign in. If it doesn't, you just sign in again, but you can avoid this by signing in at the end instead of now:

  • Don't click Sign in with Microsoft yet. Click Create Integration and set up the job as described in steps 4 to 6.
  • When the job is saved, open the integration settings, click Sign in with Microsoft and sign in with the account. Depending on your organization's settings, Microsoft may ask an administrator to approve Q-Play before you can continue.
  • Run the job straight after you have signed in.

This only applies to Sign in as user.

3b. Sign in as admin

With this option, Q-Play reads Planner with access to your whole organization instead of on behalf of one person. All plans in your organization can be shown, and the connection doesn't depend on any user's password.

The person who signs in must be allowed to approve organization-wide access for apps in Microsoft 365. In most organizations this means a Global Administrator or Privileged Role Administrator. Read more in Microsoft's guide Grant tenant-wide admin consent to an application.

Click Sign in with Microsoft, sign in with the administrator account and accept the permissions Microsoft asks you to approve on behalf of your organization.


3c. Use custom app reg

Choose this only if your organization specifically wants the connection to go through its own app registration in Microsoft Entra ID, for example because your security policy requires it. Q-Play gets the same access as with Sign in as admin, so for most organizations Sign in as admin is the simpler choice.

The app registration is created by your IT department in the Microsoft Entra admin center. Send them this list of what Q-Play needs:

  • A new app registration in your Microsoft Entra ID. See Microsoft's guide Register an application in Microsoft Entra ID.
  • The Microsoft Graph application permissions Tasks.Read.All, GroupMember.ReadBasic.All and User.ReadBasic.All. All three are read-only.
  • Admin consent granted for those permissions. This requires a Global Administrator or Privileged Role Administrator.
  • A client secret.

When the app registration is ready, enter the details from it in the fields on the Credentials page:


Client secrets in Microsoft Entra ID expire after a period your IT department chooses when creating them. When the secret expires, the integration stops fetching new data. Ask your IT department to create a new secret before the old one expires, and update it in the integration.

4. Create the integration

Click Create Integration in the bottom right corner.

5. Find the plan ID

Each plan in Planner has its own ID, which you need for the job in the next step. To find it, open the plan in your browser on planner.cloud.microsoft and look at the address bar. The plan ID is the part between /plan/ and /view/.

For example, in this address:

https://planner.cloud.microsoft/ui/web/plan/Xk4pQ2vLm0aT7nRsYdW9bGcAEuF3/view/board?tid=4f8a2c1e-9b3d-4e7a-8c6f-2d1b5a9e7c30

the plan ID is Xk4pQ2vLm0aT7nRsYdW9bGcAEuF3.

6. Add a job

Add a new job to the integration, as described in Working with integrations in Q-Play. Each job fetches one plan, so if you want to show more than one plan, add a job for each of them.

Fill in the job:

  • Job Name: a name that helps you recognize the job, for example the name of the plan.
  • Job Type: Planner board is the only option.
  • Repeat every: how often Q-Play fetches the plan from Planner. Choose a shorter interval if tasks in the plan change often during the day, and a longer one if the plan rarely changes.
  • Plan ID: paste the plan ID you found in step 5.


Click Save Integration. The integration is now ready, and you can show your plan on a slide with the Microsoft Planner app.

If you use Sign in as user, remember to sign in and run the job, as described in step 3a.

Troubleshooting

The screen stops showing new tasks: If you use Sign in as user, the account's password may have been changed, or the account may have been disabled. Open the integration and sign in with Microsoft again. If you use Use custom app reg, check with your IT department whether the client secret has expired.

The first job doesn't fetch any data with Sign in as user: More than 10 minutes may have passed between signing in and running the job. Sign in again in the integration settings and run the job straight after.

No tasks are shown from a plan: Check that the Plan ID in the job is correct. If you use Sign in as user, also check that the account is a member of the plan in Planner.