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Two-Way Email Sync

Outlook Says "Need Admin Approval"

If you try to connect your Outlook inbox or calendar to Capture and Microsoft shows a screen saying Need admin approval or Approval required, nothing is wrong with Capture or with your account.

Your club's Microsoft 365 is set up so that staff cannot connect outside apps to their mailbox on their own. Someone with admin rights has to approve the connection once. After that, anyone at the club can connect without seeing this screen again.

Microsoft calls it LeadConnector

The approval screen names the app LeadConnector, not Capture. LeadConnector is the name of the connection Capture uses to reach Outlook, so this is expected. It is also the name your IT administrator will look for.

What to do

  1. Send this page to whoever looks after your Microsoft 365. That might be someone in house or an outside IT company. The section below is written for them.
  2. If your screen says Approval required and has a box to type in, write a short reason, for example "Connecting my inbox to Capture, our club's CRM", and click Request approval. Your IT administrator is sent the request by email.
  3. When they confirm it is approved, connect again. Go to Settings > My Profile, scroll to Email (2-way sync), select Outlook, and click Connect. You should see your address with a green Connected status.

If the same screen appears later when you connect an Outlook calendar, the steps are the same.

For your IT administrator

A member of staff is connecting their Outlook mailbox to Capture, the club's CRM. Microsoft lists the app as LeadConnector. Your user consent settings do not let staff approve this app themselves, so it needs admin consent once for your organisation.

You need to sign in to the Microsoft Entra admin center as at least a Cloud Application Administrator or Application Administrator. A Global Administrator can do it too.

If the staff member has sent a request

Their screen said Approval required and they clicked Request approval.

  1. Browse to Entra ID > Enterprise apps.
  2. Under Activity, select Admin consent requests.
  3. On the My Pending tab, select LeadConnector.
  4. Select Review permissions and consent, check the permissions, and accept.

Microsoft emails the staff member when the request is approved, and they can connect straight away.

If their screen said Need admin approval, with no way to send a request

That means the admin consent workflow is switched off in your organisation. There are two ways to approve the app.

Option 1: approve LeadConnector directly. This works if someone in your organisation has connected LeadConnector before, because it will then be listed in your tenant.

  1. Browse to Entra ID > Enterprise apps > All applications.
  2. Search for LeadConnector and select it.
  3. Under Security, select Permissions.
  4. Review the permissions and select Grant admin consent.

Option 2: switch on approval requests. Use this if LeadConnector is not listed. It needs a Global Administrator.

  1. Browse to Entra ID > Enterprise apps > Consent and permissions > Admin consent settings.
  2. Under Admin consent requests, select Yes for Users can request admin consent to apps they are unable to consent to.
  3. Choose who reviews the requests, then select Save. Microsoft says this can take up to an hour to take effect.
  4. Ask the staff member to connect again. They will now see Approval required and can send the request, which you approve using the steps above.

Approve it in the admin center, not on the staff member's screen

The Microsoft screen offers to let an administrator sign in there and then. That completes the connection as the administrator, which can connect the administrator's own mailbox to the staff member's Capture profile. Approving in the Entra admin center avoids this.

What the approval does and does not do

  • It covers your whole organisation. Anyone at the club can then connect their own Outlook without asking again.
  • It does not connect anyone's mailbox. A mailbox only syncs when that person signs in and connects it from their own Capture profile.
  • Only emails with people saved as contacts in Capture are synced. Everything else stays in the inbox. See Two-Way Email Sync for the full rules.
  • You can limit it to named staff. In Enterprise apps, open LeadConnector, set Assignment required to Yes under Properties, and assign the users or groups who should have access.

Microsoft's own guides cover each step in more detail: granting admin consent, switching on approval requests, and reviewing requests.

Still stuck?

Email support@crm.golf with a screenshot of the Microsoft screen and the email address you were trying to connect, and we will help you and your IT administrator get it working.

On this page

What to doFor your IT administratorIf the staff member has sent a requestIf their screen said Need admin approval, with no way to send a requestWhat the approval does and does not doStill stuck?