Create Microsoft Teams meetings from course sessions

Introduction

If you use Microsoft Teams meetings for online sessions, this article explains the prerequisites and how to create sessions that are held online. This needs to be done for each course catalog of the tenant.

 

Prerequisites

Required role: catalog admin

To be able to create Microsoft Teams meetings from course sessions, the Enable Learn365 to send email notifications, book Rooms, and create meeting invitations option must be toggled On for the course catalog in the Catalog settings.

 

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When the Enable Learn365 to send email notifications, book Rooms, and create meeting invitations option is toggled Off, Microsoft Teams meetings for sessions can't be created because the Let Learn365 schedule the Teams meeting option is disabled on the session configuration panel.

 

disabled_option_.png

 

Create Microsoft Teams meetings from sessions

Required role: catalog admin or course admin

Admins can create a Teams meeting for each session from the Sessions section of the course configuration panel.

To create an online meeting in Microsoft Teams from a course session:

1. Go to the Learn365 Admin Center > Training Management > select a course to open its Course management panel.

2. On the Course management panel, select the Manage Course Sessions link. 

3. On the opened Sessions section, select either to create a new session or edit an existing one.

Both of these actions open the session configuration panel.

4. On the session configuration panel, toggle the Let Learn365 schedule the Teams meeting option to On.

By default, this option is switched Off, meaning you can manually enter the session Meeting URL.

 

the_on_toggle.png

 

NOTE   

The Let Learn365 schedule the Teams meeting option is disabled when:

  • Modern authorization with outdated consent is used.
  • Notifications are disabled in Microsoft 365 Connection Settings.

 

When the Let Learn365 schedule the Teams meeting option is toggled On, the Meeting URL is automatically generated when the session is saved.

 

_URL_of_meeting.png

 

NOTE   

  • The Let Learn365 schedule the Teams meeting option doesn't affect learners' enrollment and registration.

  • If you edit an existing session, toggle the option Off, and enter a new URL, a message notifies you that all enrolled users will receive an appointment cancellation notification and a new appointment invitation after the session is saved.

  • If the "Oops, something went wrong" message is displayed, this could be caused by the license assignment process. If the connected account was recently created, hasn't been connected to LMS365 (Learn365) before, and has recently had a license applied for Microsoft Exchange and Microsoft Teams, then license assignment can take up to 24 hours to complete. This error will disappear once the license assignment is completed.

 

5. When the Let Learn365 schedule the Teams meeting option is toggled On, the Assign course admins and instructors as co-organizers option is automatically toggled On. If you would like the course admin and the session instructor to become the Teams meeting co-organizers, keep the toggle On.

To disable the option, drag the toggle Off. As a result, co-organizers will be unassigned.

6. Select Save.

 

Organizer and co-organizer of Microsoft Teams meetings that are created from LMS365 (Learn365) sessions

Organizers

An email account is needed for email delivery, the booking of rooms, and to create and send Teams meeting invitations. For this, LMS365 (Learn365) uses the email account configured in the Microsoft 365 Connection Settings.

For Teams meetings that are booked from LMS365 (Learn365) sessions, this means that the user whose email account is configured in the Microsoft 365 Connection Settings is the organizer of Teams meetings. As a result: 

  • LMS365 (Learn365) creates online meetings for sessions in Microsoft Teams and sends meeting invitations to users on behalf of the organizer.
  • It's possible to create a session without an instructor and assign them later, assign several instructors, or reassign instructors.
  • The organizer can manage the meeting options and the breakout rooms (can only be organized in the Microsoft Teams desktop app).
  • The organizer can view and generate downloadable Teams meetings attendance reports.

 

For participants who are joining these sessions, this means:

  • When participants belong to the same organization as the Microsoft 365 Connection Settings user, they can join the sessions and Teams meetings without approval.

  • When participants from external organizations join the sessions and Teams meetings, they wait in the lobby until someone from the organization lets them in. However, the waiting room lobby can be avoided by configuring organization-wide Teams settings to enable external users to bypass the lobby of Microsoft Teams meetings.

 

Co-organizers

If catalog and course admins enable the Assign course admins and instructors as co-organizers option in the session, the course admin and the session instructor will be automatically added to the co-organizers of the Teams meeting for this session.

As a result, the meeting co-organizer can:

If you disable the Assign course admins and instructors as co-organizers option, the meeting co-organizers will be unassigned.

 

Once a Teams meeting is created

Once a Microsoft Teams meeting is created, users can see the course invitation in both Teams and Outlook calendars and they can join the meeting directly from the invitation.

Teams calendar

 

 

Outlook calendar

 

 

Shared calendar in Outlook

 

link_from_the_shared_calendar

 

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