Glad to help

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

Hi @twine2024 .

Let me see if I can answer your questions.

The number one reason we chose to use a single shared outlook/teams account in docebo because while we have a lot of instructors, there are only a small group of us responsible for creating classes and building ILT sessions in Docebo. This was a company decision. 

We needed a solution that was as simple as possible for our instructors and gave us team level visibility into meeting creation and modification.

Using a shared calendar gave us all the same level of visibility and editibility to the events.  When anyone in my department is creating an IlT class with a teams meeting we use this single account to create it. THEN we add go into outlook/teams and invite the event instructors and set them up as co-organizers. 

No one has to change anything in regards to how they log into outlook, teams or Docebo. They always log in as themselves. 

Because instructors are invited through outlook/teams it appears in their personal outlook calendar as any other teams meeting. When they join, they do so thorough teams as themselves and they have the rights we gave them when creating the meeting. This adds the advantage of instructors not having to go through Docebo to enter meetings they are instructors for. 

Learners enter through the Event in Docebo and have several benefits.

1. They do not need teams credentials to join the meeting
2. When they join the meeting their attendance is logged in the event in Docebo. 
3. Because they are not an organizer, we can restrict access to share or speak or even chat as is appropriate. 

The class determines the instructor and attendee count. In some cases is it 1-3 instructors and 10-25 learners. In some of our other roundtable sessions I may have 25 instructor panelists and over a hundred learners. So teams is a great solution here. 

I will say that in addition to Teams we also use Adobe Connect and in those cases we do have individual accounts created in Docebo for each named host. This was so that our adobe users can do their thing the way they need it. 

So when those events are created we choose AdobeConnect and then choose the host account that corresponds to the instructor that will lead the training. This way instructors can modify the meetings as they need (we do use templates) and join through their Adobe log in. Students join through Docebo and come in as guests. 

Hope this helps. feel free to ask me more questions if needed. It took a few months of tweaking and working to get this all to function the way is does now. The existing documentation in these pages and Docebo university were unclear on a lot of points. 

David

Hi @twine2024.

I am going to preface my reply with two caveats. 

1. I am not an IT person and my innerworkings of microsoft are minimal (see signature quote)
2. I am not sure how familiar you are with Enterprise Outlook so forgive what may be a very basic explanation.

Within Outlook enterprise you can create an account with multiple “owners” or delegates I believe it is called a shared mailbox in Outlook speak. They is useful when you need to share any outlook account. It allows multiple people to have selectable access and rights within an account. 

In our case the email address is one of those accounts. It was set up by our IT group and is linked to my and the rest of my teams individual accounts. So when I log into Outlook as me, I see my account and any other accounts associated to me. See screenshot below

So accessing the shared accounts as a user is just clicking on it and whatever rights I have dictates what I can do. In these examples I have the ability to read and send email from these two accounts, as well as create and edit calendar objects. 

In Docebo since we are creating events in this shared calendar they appear when the event is saved.  Then I can open outlook and see the event in that calendar

This is very much not a Docebo thing. This is 100% an outlook thing and I suspect there is a similar function in just about any enterprise level email system. I do something very similar with a family calendar in Google.

I hope this wasn’t too simplistic of an answer and I am sorry I can’t give you the detailed steps in Outlook to do it. 

Be Seeing You

David