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Barista for Microsoft Teams Best Practices

Before Starting​

Each implementation is unique and may involve multiple variables during deployment.

This section outlines lessons learned, key considerations, and planning guidance to help avoid errors, rework, and poor user experience during integration and rollout.

Microsoft Teams Limitations​

To complete the integration, you will use group memberships and policies to roll out Barista to end users.

The groups and policies will vary based on your organization's configuration; however, Microsoft Teams has platform limitations that should be considered during planning:

LimitValue
Number of members in a Team25,000
Number of org-wide teams per tenant5
Number of members in an org-wide team10,000
Max size of group imported into a team3,500
Max members in an M365 group converted to a team10,000

Check for Previous Implementations​

Before starting a new integration:

  • Check for any existing Microsoft Teams integrations in your Barista tenant.
  • Remove any related files or configurations before proceeding.

Manifest Request​

A new integration requires a customized manifest generated by Resolve.
Manifest generation can take up to two business days.

Required Information​

Provide the following when submitting your request:

  • Dev Tenant URL
    Example: https://customerdev.espressive.com

  • Production Tenant URL
    Example: https://customer.espressive.com

  • Bot Name (optional)
    Provide only if rebranding (e.g., Aria, Ava). Leave blank to use Barista.

  • App Description (optional)
    Short and long descriptions for the Teams app listing. Must match the bot name if rebranding.

  • Color Icon
    192 x 192 px PNG (logo must fit within 120 x 120 safe area)

  • Outline Icon
    32 x 32 px PNG (white or transparent only)

  • Languages Required
    Any additional languages (must be supported by Microsoft Teams)

  • Target Go-Live Date

Planning Considerations​

  • Resolve will validate all inputs before generating the manifest.
  • Allow time for corrections if assets do not meet requirements.
  • Confirm any non-standard customizations (branding, language support) with Resolve before submitting the request.

Rollout Recommendations​

Start with a pilot rollout before expanding to all users.

  • Use Permissions Policies in Microsoft Teams to assign Barista to a subset of users.
  • Identify issues early and validate behavior before scaling.
  • Work with your IT or Teams administrator to determine if existing Teams can be used.

Phased Approach​

If no existing Teams structure supports rollout, use a phased approach.

  • Create 1-10 Teams using dynamic membership rules.
  • Start with a small subset of users.
  • Gradually expand membership over time.
  • Adjust moderation and permissions to prevent unintended usage.
  • Add users during off-peak hours to avoid service impact.

For more information on dynamic rules:
https://learn.microsoft.com/en-us/entra/identity/users/groups-dynamic-rule-more-efficient

Recommendations During Rollout​

Pilot Rollout​

To test with a subset of users:

  1. Create a Permissions Policy in Teams Admin Center.
  2. Assign the policy to a pilot group.
  3. Install Barista in Teams Admin Center.
  4. Add the pilot group to a Team.

Organization-Wide Rollout​

The rollout strategy depends on your organization's Teams structure. The company structure will determine how many teams are defined for divisions, locations, and branches.

  • Plan rollout phases with your IT team.
  • Avoid adding large numbers of users at once (e.g., around 1000 users).

Adding many users simultaneously can trigger Microsoft events that overload Barista services and degrade performance.

Group Memberships and Rules​

Existing Team Covering the Organization​

If a Team already includes most or all users:

  • Roll out Barista in phases using smaller groups.
  • Schedule updates during off-peak hours.
  • Monitor performance and resolve issues incrementally.

If using a large existing Team, ensure rollout timing avoids peak usage.

No Single Team Covering the Organization​

If no single Team includes all users:

  • Create new Teams to manage access.
  • For organizations over 25,000 users, split users across multiple Teams.
  • Work with IT to define logical group structures.

Best Practices​

  • Use dynamic membership rules to add members to a Team.
  • Add a query that allows a smaller sub-set of users for dynamic memberships before the go-live.
  • Do not add all users until Barista is fully configured and tested

Helpful resources:

Team Configuration Recommendations​

For Teams used to manage Barista access:

  • Disable member messaging permissions.
  • Restrict posting in the General channel to owners only.
  • Prevent the Team from being used for collaboration.
  • Remove existing messages in the General channel to avoid user replies.

You can turn these permissions off in the Teams admin center or from Teams > Manage Team.

After setup:

  • Validate Barista functionality with a test group.
  • Do not proceed to broader rollout until confirmed working.

Go Live​

Before completing rollout:

  • Notify users of the go-live date.
  • Share documentation, usage guidance, and expectations.
  • Inform Barista admins and IT teams in advance.
  • Ensure support readiness for any issues.

During rollout:

  • Add users during off-peak hours.
  • Avoid large bulk additions to prevent service degradation.