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MS Teams Breakout Rooms - Who can host? / examples of breakout room usage

  • December 14, 2023
  • 6 replies
  • 162 views
Max.henderson

Hello friends,

I’m wondering about the usage of Breakout rooms with the Microsoft Teams integration for ILTs. Our goal is for instructors to be able to use breakout rooms during an ILT - Teams event.

At this point, the only user who is able to use the breakout rooms is the user who created the course + event. We have tried this with instructors having various levels of access (SA and PU). But still only the person who creates the course can use breakout rooms. 

I have read the documentation on this and the most useful section seems to be the Important Notes section from the Docebo VILT for Microsoft Teams article. The article states: 

  • Only an account that is paired with the Docebo for Microsoft Teams integration can be the organizer of an event.
  • Breakout rooms can be used within the Microsoft Teams application. They are not supported by the integration when used in Webview.
  • Instructors of live events must join the event from the Microsoft Teams desktop app.

I don’t see anything specific about whether or not instructors can use breakout rooms. 

Is anyone out there using breakout rooms with the new Microsoft Teams for vILT app? Would love to hear how others are making this work. 

Thanks a ton!

dcrane

6 replies

dcrane
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  • dcrane
  • Newcomer
  • June 10, 2024

I have the same issue. Any help would be greatly appreciated.

D. Crane
A
Novice II
  • Alal
  • Novice II
  • July 9, 2024

I’m not sure if I have read your question correctly but if you are using the MS Teams app within Docebo then the Instructor should be able to use breakout rooms. I think the answer is partly within your question.

An instructor will be able to use breakout rooms when they are presenting as long as they are using the MS Teams app. Breakout rooms do not work on the web version of teams.

We encountered this issue a couple of days ago. The instructor had gone in using the web version and breakout rooms were not available. In the next session she went in using MS Teams app and breakout rooms were available for her to use.

The other thing that needs to be done is to pair the MS Teams account using the instructors account. For this process the instructor will need superadmin access. If they normally do not have superadmin access then you will need to give then temporary superadmin access whilst they carry out this process.

I hope this helps.

L
Novice I
  • Locococo
  • Novice I
  • June 2, 2025

​@Max.henderson ​@dcrane 

I have been trying to figure out this issue for a couple days and believe I found the solution or work around. 

  1. Make sure you have breakout rooms enabled on MS Teams
  2. Create the event on MS Teams, then copy the join link
  3. Create the ILT course, set the session instructor with the person who created the event on MS Teams
  4. Create the event, check video conference tool > custom tool > paste the join link

From my short quick tests this seems to have done the trick and my test organizers were able to get the rooms enabled in the teams meeting. I even had one instructor that was not paired have the option as well.

 

Going to test some other methods with ITs assistance but for now this is working.

jknackert
  • jknackert
  • Newcomer
  • July 15, 2025

I set up this VILT for MS Teams when I initially onboarded with my org. The initial setup never worked quite right so I opted to set it up manual in MS Teams/Outlook and just copy the url into the event. Since then, our org also upgraded the Outlook Connect feature, but this presented a new problem as the integration does not automatically generate the Meeting Options link in our Outlook event calendar. I then created new paired accounts in VILT for MS Teams for each of our instructors that deliver VILTs. Now, we have a new and strange issue… when I use mine, it works just fine. The breakroom room button is there and I show as organizer. I worked with IT to assist me in setting up the remainder of the accounts, but no other instructor has the breakout room button availability and there’s no place for the meeting options to add organizers as a work-around.

 

Has anyone else been successful adding separate accounts for instructors where the breakout room function works without any issue? I’m dying to figure out what I’m doing wrong. Every time I have to make an edit to the URL, the Outlook Connect sends out a cancellation to attendees even though nothing is cancelled and it’s creating a mess.

 

Thanks in advance for your insights and let me know if I can clarify anything.

L
Novice I
  • Locococo
  • Novice I
  • July 15, 2025

Hey ​@jknackert, 

I was able to get this working with our instructors by not using the VILT feature within Docebo. The steps are similar to what I posted above, but I’ll add more clarity.
 

  1. Have the instructor create the event in Teams calendar and ask them to provide the meeting url. It should looks something like this https://teams.microsoft.com/l/meetup-join/19%3ameeting_lotsofvalueshere 
  2. Create the course > session > event with options of “Video Conference” > “Custom Tool” > paste the teams url the instructor provided. 

This should work for you. If it doesn’t then I would be more than happy to connect with you to help troubleshoot.

jknackert
  • jknackert
  • Newcomer
  • July 16, 2025

Hey ​@Locococo 

This is the method we used prior to upgrading to the Outlook Connect feature, which was fine for then. Now we have connected our Outlook class calendar with Docebo events so we have one point of truth. In doing so, that prevents us from having our instructors work independently to be able to set up their events because the VILT for MS Teams with their programmed independent accounts. Everything works fine with the one exception that they are not able to access any meeting options, which is vital because they need to create breakout rooms.

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