Joining an MS Teams Meeting as an instructor

Correct. You have to make your instructor a super admin so that they can go in click the gear icon, then click Manage under Microsoft Teams, and then click the 3 dots and choose “pair” - this is after you have set up the integration for them.  

Just went through this discovery process also.

We eventually went with 1 dedicated Teams account for all instructors.

Again, Docebo choosing to roll our or implement a feature with it barely working or using a very complicated and cumbersome process. But hey, they can put a green checkmark on “Teams Integration” on their to do list...

We just finished this for about 19 instructors.  Docebo should make this a cleaner process that could operate off of one account. I imagine Microsoft has a part to play here as well. 
 

An Azure application account had to be setup for each instructor. This was not well received by our internal team responsible. 

Then I have to setup the instructor as a Superadmin, and pair the account (tenant ID, client ID and client secret). I then rebuild the instructor Power User provisioning. 

Now when an instructor provisions the event for a session that will be virtual, they select their account. 

The instructor and the student get an email with a calendar event that they can use to attend the session/event. This is the best access method. 

The info is also in the instructor’s and student’s course info but this doesn’t always work well. Especially in the case of a student that was enrolled in a session but didn’t attend or failed. When they return for the second session the interface is confusing. But the calendar event works.
 

Following as I am seeing the opposite behavior. We have the integration working but I am finding that everyone comes into a meeting as a presenter regardless of their role in the ILT event. 

This is a mix of users that have teams credentials as part of our enterprise implementation as well as learners who do not have a teams account. 

So in testing I can get everyone into the meeting, but then i have to manually demote people to the attendee role instead of the presenter role. 

dave

you may have discovered this already but Microsoft Teams out of the box does put everyone in a meeting as presenter, even with docebo not involved   This is completely backwards to what I am used to from Zoom   There is a setting you can change Teams wide that will alter this  otherwise, the meeting organizer will have to go in after creating every meeting on teams and change the setting  

Shanks Shardwic. This is exactally what we found. After talking to Docebo support we have is all sorted with this simpified workflow. 

1. Create the ILT session
2. Create the ILT event using MS teams
3. Open teams meeting in Teams or outlook and modify settings, Also add instructors to the meeting. 
4. Save meeting in Outlook/Teams. 

We have a shared Education account and use that as our integration point so and LMS admin can create or modify the meeting. 

BIG GOTCHA!- If you go back into Docebo and change the event, it deletes and recreates the Teams meeting ( Does this with all ILT integrations BTW) so if you edit the event, you need to go back into teams and redo all your settings. 

I was feeling behind the curve because I hadn’t set up the Microsoft Teams integration in Docebo. Now I realize that I saved myself some serious grief!

Q: is this easier to do with the Zoom integration?

@billso that is a great question I do not have an answer for. We use Teams, Webex and Adobe connect and I have 2/3 working. Docebo and Webes SSO are not friends.

I am happy to post the more detailed teams settings if you want. It is not hard to do once you know how it is thinking. Takes maybe an extra 2-3 minutes. tops. 

Same question, does the instructor have to be a Super Admin to pair or can they do it as a power user? 

@dianex.gomez - The instructor needs to be temporarily a Super Admin to pair. 

Learners access the meeting from the ILT page in Docebo. A join button will appear next to the event (by default the join button appears at the start of the session - this can be edited in the event settings).

We have set up a notification to trigger when a learner enrolls in an ILT and have attached a [calendar attachment]. The calendar attachment (.ics file) has the course, session, event name, and course link. ​​

​@billso In answer to your question, yes once set up, it’s been perfect and easy to sustain. The integration with Zoom was initially challenging because it required getting our IT up to speed on what we were doing—integrating the LMS is outside their normal routine, and letting users have so much autonomy is disquieting to them.

​@billso ​@jting ​@Davefox ​@dwilburn We are just starting with VILT Teams integration and I’m wondering if anyone has any updates to how the integration situation ended up, how you resolved issues around the individual user/trainer accounts vs one “education” account.

I just started testing and concerns I’m currently facing are:

• tracking learner minutes in a course: is this possible?
• trainer calendars showing scheduled meetings: not seeing this in testing
• breakout rooms aren’t showing as an option

​@TrishAH 

We made te decision to use one education account, but that was because none of the instructors wanted to create their own ILT. If you wanted them to create their own, you would need to create individual instances of the integration for each instructor. Fairly easy to do once you have all the information to create 1. 

As for calendars. In Docebo, they are suboptimal. However if you are in outlook, you will see the teams meeting appear based on the host account that created it. We used one account to create all meetings. So our steps were

1. Create ILT/session/events in Docebo
2. Go into outlook and add instructors to meeting
3. Go into Teams meeting settings and make them co-organizers so they could control the meeting

I did not us breakout rooms, but like changing other teams meeting settings, you would do this in outlook. 

The biggest thing to remember is Docebo creates the meeting and links it to the event. Everything else happens in outlook or teams. 

​@TrishAH - Hi, I am no longer with the original company where I set it MS Teams for Docebo. But it was very challenging mainly due to issues with separate teams that were not knowledgeable being the ones provisioning the Azure side of things. There were a few that worked well but many had problems (due to Azure side of things for each instructor). They had to be redone and eventually got down to almost all of them working. 

I just went through a new MS Teams integration at my new company and it could not have been easier. Now we only have one MS Teams account, and we have Docebo Connect for RSVP. This way I didn’t have to mess with the calendar part. Docebo revised the integration about a year ago and it is SO much better. I did not test the calendar option, but that was one of the issues I mentioned above. But the new integration does not tie it to a particular user’s account, so the calendar function may work better.

Tracking minutes would be done with the ILT session / event time. If you need to do something on the Teams side of it, and you record the session then the AI can probably tell you most of the time info during its analysis.
 

We haven’t found a need to have co-organizers. We just add multiple instructors to the session. Then any of them can start the meeting. Haven’t needed the templates or any of the other stuff from Webex.

​@Davefox ​@dwilburn Thank you for the quick feedback! A few more questions if I may,

• Our instructors want autonomy for setting up their sessions and events, but want to be able to add each other as event instructors. We can do this with the Zoom3 set up. Is this possible with the having one Teams account?
• When you set up the one Teams account, did you follow the instructions in the KB article as written?
• Did you include the graphing tool and how is that working out? Does the information show only for the one account or is the information available to each instructor from their Teams app?

​@TrishAH - Here is the information I have used. 

https://help.docebo.com/hc/en-us/articles/360020079600-VILT-for-Microsoft-Teams

1. Instructors, given the correct permissions, setting up sessions / events is fine. The only they need to do is select the VILT for Microsoft Teams meeting for the conference tool in the event, and then the associated account. I named mine MS Teams Account. We have anywhere from 1 - 17 instructors per session. We do not set event instructors. Haven’t found a need. Didn’t have to do anything in MS Teams.
2. The link above is what we used to setup. I handled the Docebo side and someone else handled the Azure side. We did not do the Calendars.ReadWrite option under the blue “Please note” section. We tested with our Docebo Connect RSVP setup and stuck with that.
3. I don’t know about the graphing option, I just saw it reading through. I do not know if they set that up for us or not.

​@TrishAH 

In answer to your questions there is a difference between an instructor in Docebo and an organizer in Teams. Anyone set as an instructor ( docebo) can create an event linking teams to it. ad start the meetings from within the course.  But the organizer settings in teams would deterine what they can do once they join the teams meeting. If breakout rooms are something you plan to use, at least one person in the teams meeting needs to be set as an organizer or co-orginizer. This could be as simple as setting up the account under the credentials of your lead trainer or doing it manually on the backend as I mentioned in my last post.  

So remember the differences here because an instructor in Docebo can create events, and link to a teams account and depending on the docebo roles they have add other instructors to a course. This can all happen with one tams account. However, if you are looking or each instructor to be able to create their OWN teams meetings, they would need t o have their own teams settings isde of docebo as detailed in the Configuring Microsoft Teams in Docebo section of that article. 

We didn’t follow the article, because when I did this it didn’t exist yet 😁. I gotta say several pieces within it sure look like some of the information in this post.  and it was updated 12 days ago. So yay us!!

Similarly we did not use graph as it also didn’t exist/wasn’t part of our local microsoft implementation. It was all Azure for us. 

hope this helps.