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Capabilities unlocked

  • Send and receive emails from inside Cobalt — your emails go out from your Outlook address via Microsoft 365, and replies appear directly on the candidate’s Cobalt profile.
  • Microsoft Calendar sync — calendar events appear inside Cobalt so your pipeline stays in sync with your schedule.
  • Automatic Balt bot join — when a Teams meeting link is detected on a calendar event, Balt joins the call automatically to transcribe it.
  • Meeting transcription via Microsoft Teams — transcripts and summaries are attached to the relevant candidate or contact record.
To learn more about transcription, see Meeting transcription.

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How to connect

1

Open personal settings

In Cobalt, go to Personal settings → Email accounts.
2

Start the connection

Click Sign in with Microsoft.
3

Sign in and grant permissions

Sign in with your Microsoft account and grant the requested permissions for Outlook, Calendar, and Teams.
4

Confirm the connection

Cobalt confirms the connection. You can now send emails from your Outlook address, and calendar sync is live.
5

Add your signature

To use your email signature in Cobalt, copy it manually and add it in your personal settings, Signature section.You can create multiple signatures and switch between them when sending an email. In workflows, the default signature (marked with a ★) is used.Email signatures section in personal settings

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Good to know

  • Each team member must connect their own account individually. Emails are sent from each person’s own address via Microsoft 365.
  • Meeting transcription requires calendar sync to be active: without it, Balt cannot join Teams meetings automatically.

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Connection and sync issues (Microsoft Entra)

When first connecting a Microsoft 365 account to Cobalt, some users see a message asking them to contact their administrator. This section explains why, and what to do depending on whether you’re a user or an IT administrator.

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Why this message appears

Cobalt accesses mail and calendar through Microsoft Graph. In many organizations, this kind of access must be approved once by an administrator before users can connect their accounts. Until that approval happens, every user stays blocked on this message.
Approval is done once, by an administrator of the organization. It takes a few minutes. After that, each team member connects their own account without being blocked.

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You are a Cobalt user

This block can’t be cleared from your own account. It must be lifted by a Microsoft 365 administrator in your organization (your IT department). Forward them the following message:
Once your administrator has granted approval, return to Cobalt and reconnect your Microsoft account. The message will be gone.

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You are an IT administrator

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Prerequisite: your role

To authorize the application, you must hold one of these roles in Microsoft Entra:
  • Global Administrator
  • Privileged Role Administrator
  • Cloud Application Administrator
Being an “administrator” in the business sense is not enough. Without one of these Entra roles, the approval won’t actually be recorded and your users will stay blocked.
This is the simplest and most targeted method. It authorizes Cobalt only, for all your users.
1

Sign in to Cobalt first

Connect your own Microsoft account in Cobalt. On the Microsoft consent screen, check the “Consent on behalf of your organization” box, then confirm.
2

If the box doesn't appear, use the direct link

Open this link in a browser where you’re signed in with your administrator account:
Microsoft shows the list of permissions Cobalt requests (mail, calendar). Click “Accept”.
3

Notify your users

The approval applies to the entire organization. Each team member can now connect their own Microsoft account in Cobalt, without being blocked.
The link also exists in a version targeted at a specific tenant, useful if you have multiple accounts: replace common with your tenant ID. You’ll find it in Entra, on the Overview page, in the “Tenant ID” field.
Rather than authorizing Cobalt specifically, you can relax a global setting. Since Cobalt is a Microsoft-verified publisher, this lets users consent themselves. In the Entra admin center (entra.microsoft.com): Identity → Applications → Enterprise applications → Consent and permissions → User consent settings. Allow users to consent, preferably with the option restricted to verified publishers.
This setting applies to all applications, not just Cobalt. If you’d rather stay targeted, keep the recommended method above.

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If it doesn’t work

Check in this order:
If the page stays stuck on “Redirecting…”, reopen the consent link in a private browsing window and allow pop-ups for login.microsoftonline.com. It’s often a simple cache or cookie issue.
Confirm you hold one of the three roles listed in the prerequisites. If not, ask a Global Administrator to perform the operation, or to temporarily assign you the Cloud Application Administrator role.
Security policies (multi-factor authentication, device or geographic restrictions) can silently block consent. Check in Entra, under Security → Conditional Access, and perform the operation from a compliant device or network.
If the web interface still doesn’t respond, create the access from the command line:

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Once unblocked

Administrator approval lifts the block, but doesn’t automatically connect everyone’s mailboxes. Since sync happens per user, each team member then connects their own Microsoft account in Cobalt to sync their mail and calendar. Need help? Email us at support@cobalt-ia.com.