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Microsoft Teams Integration - Instructor Calendar

  • 25 August 2022
  • 6 replies
  • 187 views
M
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We have integrated MS Teams accounts for several users. When I create a session, it asks for instructors. I added several instructors.

Then I go to Events, and choose one of the instructors MS Teams account

  • After saving, it adds the event to the users Outlook Calendar and to the Docebo Calendar - Perfect!
  • From what I can tell, unless you use the instructors MS Teams account when creating the Event, no one gets the event added to their Outlook or Docebo calendar.
  • Do instructors need to enroll to see it on their calendars?

Is this correct or am I missing something? 

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Best answer by lrnlab 25 August 2022, 16:21

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M
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Ok. I did not publish the event that is why it was not showing on the Docebo Calendar.
So, the question is, only the persons whose MS Teams account you use gets the calendar invite in Outlook?

Any notifications that can send a calendar invite to the instructors assigned? I could not see one. 

 

Thanks

Michael

lrnlab
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Hi @mlubenski sadly there are no automatic notifications to alert someone they have been added as an instructor...Closest you can get is to use the manual option once your session has been created and the instructor added.

An idea was posted recently you can vote on

 

M
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@lrnlab Thanks!
That will work!

lrnlab
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Glad to help

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We are in the process of setting up the integration and one of the permissions we saw calendars.readwrite. We were told when set this would add it to the Instructor’s calendar. Has anyone used this? Any tips?

 

Davefox
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The short answer is to go to the meeting in the teams calendar and invite them.  I also tweak a bunch of other settings. here is the instruction set I wrote up for the rest of my team

If you are creating an ILT session using Teams.

This integration has been created using the shared account. Meetings created in Docebo will appear in the outlook calendar for this account. 

 

Steps to configure

 

  1. Create an event in an ILT course
    1. Video Conference Tool- MS Teams Meeting
    2. Account- ETC Teams Service Account (Meeting)
    3. Set appropriate attendance options. 
    4. Set appropriate Join button options
      1. Instructors= 30 min prior
      2. learner= 10 min prior
  2. Open meeting in Outlook calendar for education.center@etcconnect.com and set up your meeting
    1. Open Scheduling assistant and add any instructors as Required Attendees
      1. If you are not the one configuring the meeting you can skip to step 3 and any co-organizer can set up the meeting. 
    2. Open Meeting Options
      1. Who can bypass the lobby -Everyone
      2. Announce when callers join or leave - No
      3. Choose co-organizers
        1. Add the instructors
      4. Who can present? NOTE: WITHIN THE MEETING YOU CAN PROMOTE OR DEMOTE ANYONE TO PRESENT
        1. Everyone= All attendees come in as presenters
        2. Specific people= these people are presenters others are attendees
        3. Only me and Co-organizers= Only those specifically invited to the teams meeting are presenters
        4. People in my organization and guests= anyone with an @etcconnect.com is a presenter
      5. Allow mic for attendees - Yes
      6. Allow camera for attendees - Yes
      7. Record automatically - No (I prefer to manage when the recording starts)
      8. Allow meeting chat -  In meeting only (this means chat isn’t available before or after the meeting)
      9. Allow reactions - Yes
      10. Enable Q&A -
        1. If you want a Q&A you can enable this. Q&A will display questions to presenters and give them the ability to answer to all or answer to a specific person. 
      11. Provide CART Captions - depends on you need (either Yes or No)
      12. Enable language interpretation - depends on your need (either Yes or No)
      13. Who can record - Organizers and presenters
      14. Enable end-to-end-Encryption - No
      15. Allow attendance report (Yes)
      16. Save options
      17. Close meeting options window
    3. Save and send outlook meeting to attendees

IMPORTANT!! IF YOU SAVE OR MODIFY THE EVENT IT RESETS THE TEAMS MEETING TO DEFAULT

 

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