MS Teams in ILT

Hi ​@melissa.vonhatten ,

We use MS Teams for external ILT courses, and it has been working well for our use case. We started with having one generic account setup for all courses but realised that only the account owner can extract attendance information from Teams and the attendance information doesn’t sync back to Docebo. If you turn on marking the attendance when they attendees click the join button, then the attendance gets marked automatically for MS Teams - which is not what we prefer. Alternatively, you can have a training material added to the course which would mark the attendance. 

We eventually ended up having multiple accounts set up so that all instructors delivering the course can extract the attendance information for their classes.  

When the meeting is created from Docebo, you have to keep in mind that the only way someone can join the meeting is from the ILT Event “join” button. The meeting invites doesn't have a join link or button for attendees. Also, we use an Outlook Calendar Docebo Connector for sending calendar invites to registrants, so these two work together for our use case.  

In the MS Teams attendance reports, you will be able to see the following:

• Name & Email
• First Join Time
• Last leave Time
• In meeting duration (HH:MM:SS)
• Role
• Engagement

The Teams setup works well for us, the only thing I would have appreciated is the ability to sync the attendance with Docebo automatically, rather than having to manually update the attendance information on Docebo from reports. 

hope this helps! :)

Hi, ​@prita.bhattacharya covered it well. I have setup MS Teams in a couple of different instances. The first was an individual account for each instructor (this still shows in the setup information, but has been replaced by using a single account and streamlined setup). This had a whole range of challenges.

We recently set it up (with the single account setup) where I am now, and it has been much better. The only issue is that session recordings and such are on my OneDrive, and I get notifications when a session webinar starts (I assume since I created the session).

I still need to follow-up with Docebo and the person that setup the Azure side to see if this can be addressed.

Hi,

We have set it up a bit differently than the other people who have commented. We have a shared mailbox and calendar that you can log into as if you were an Associate. All of our events go to that shared calendar so several of us can manage it. We have a sister company that has their own shared calendar.

One thing that we had to address is teams does not return the exact time in the session it marks it as if the Associate was there the entire time of the course. We didn’t like that so we set up a recipe in Docebo Connect to pull the actual time from Microsoft Graph and update via API so it’s correct for auditing purposes. Feel free to message me if you need me to share. 

We’ve also had no issues with external learners, as long as they have valid login details, joining and participation have all been smooth.

One thing we learned along the way: if you plan to use breakout rooms, the facilitators need to be added to the Microsoft account in the meeting options area. We built a recipe to automate that step as well, since it’s easy to overlook.

If anyone wants more detail on how we configured this or wants to see examples, feel free to message me, happy to share.

We started on Teams but moved over to Zoom as we have not paid for the full Teams integration. We changed due to the limitations of attendence tracking noted above vs. Zoom and also because we had to mannually upload recordings of ILTs to share afterwards which takes more time then the linking to the recording post event with Zoom.

With the manual upload of recording we also ran into file size challenges as some of our ILTs run 3hrs and file size exceeded Docebo limits.

Great question and thread. My organization started with MS Teams, but it quickly became an issue that the instructor was not an owner, and we did not want to continuously set up MS Teams in Docebo for all our instructors.

So, we still primarily use Teams, but I require my instructors to add their calendar block with the meeting link to our shared calendar as part of their request to schedule a session/event. We use the custom link option so all instructors own their links without needing the Teams/Docebo setup. It still performs the same: marking learners complete when they select the join button and allowing the instructor to export their attendance report from their MS Teams account. 

Regardless, as Prita mentioned, Docebo does not record training time; it only records that they attended when they interact with the “Join Now” button. 

We use Teams regularly for several of our ILT courses. Each of our instructors has a VILT account set up so that they can receive the attendance records and recordings (if they record) from Teams directly. Whosever account is used to schedule the ILT session in Docebo, will be the ‘Organizer’ in Teams. To use breakout rooms, assign other instructors as ‘Co-organizers’, turn the chat on/off, have a waiting room/lobby, etc., do this directly through Teams. The Organizer will need to send a Teams invite to the instructors they would like to have as Co-organizers.

Depending on instructor preference, some of our courses use automatic attendance (when people click the join button or press play on the recording), manual attendance, or attendance based on training material. We have notifications automatically sent out to participants when they register, which include the calendar link. The link does take them to Docebo (not directly to Teams).

We recently ran some ILT sessions internally which went pretty well since I tested in our sandbox. We have multiple instructor accounts, and the recording is on the selected instructor’s OneDrive. I added a line in the enrollment notification instructing learners to drag the invite to their calendar since we don’t have the full integration. But I’m curious, ​@prita.bhattacharya  is the Outlook Calendar Docebo Connector a feature of the Docebo Connect tech/module? 

Hi ​@melissa.vonhatten, as a follow-up, we have organizations that use the MS Teams integration, and others that want to manage their own meetings, or meet outside of our internal solution. For those we use the custom setting and paste the URL.

We do have the Outlook Docebo Connect that gets an RSVP from the learner and then places it in the learner’s calendar.