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Webex Meetings Integration

Updated

What is Webex Meetings

Webex Meetings is a tool for online web conferencing enabling instructors and learners to interact in a video conferencing environment.

 

What is the Webex Meetings Integration?

The Webex Meetings integration utilizes Administrate's webhook system to allow Administrators to create and maintain meetings in Webex through the TMS event page. Links to join the meeting can then be sent to learners through email, or through the LMS.

 

Configuring the Integration

  1. You will need a Meet Plan or higher with Webex
  2. Log in to Webex for Developers as an Administrator and click the drop-down for “My Webex Apps”
  3. Click Create a new App
  4. Click Create an Integration
  5. Populate the form with the values in the Webex Configuration Values table
  6. Take note of the Client ID and Client secret, you’ll need to provide this to Administrate to complete the integration

Setting up an Event with Webex

If you are ready to turn on the Webex Meetings integration, contact Support or your Account Manager. They will enable the integration for you and will ask for the Webex API credentials above. When this is done, you will notice a new option when creating and editing events called 'Virtual Classroom'.

Creating a new event with Webex

  1. From Administrate TMS -> Events
  2. Create your Event
  3. During event creation, you will notice a new option that will allow you to indicate that this event will include a virtual classroom.
  4. Note, that the virtual classroom will not be created until you have added an administrator to your Event.
  5. Add the relevant Administrators. Administrators are invited to the meeting as co-hosts, allowing them to start and stop the meeting.
  6. View the event and you will see the Webex URL that has been created

  7. Remember, your Administrator must have a Webex user on your Webex account.


Adding Webex to an existing event

If you want to add Webex to an event that has already been created, simply edit the event and follow the steps above. If you have already added administrators to the event, then the Webex meeting will be created as soon as you finish editing the event.

If an existing event has a custom virtual classroom selected, you will first need to clear this URL by clicking 'No Remote Meeting'. You should then see the updated dropdown with the Webex option.


Removing Webex from an Event

If you want to remove the Webex URL from an event, edit the event and select 'No Remote Meeting' in the Virtual Classroom section.


Sharing Webex Meeting Details

With Learners via the LMS

Learners will be able to see the link to the meeting within the LMS. An example of this is shown below.

With Learners via email

You can also choose to inform learners via email using a communication template.

Create a communication template

  1. First, create a communication template by following this guide.

  2. Click on the “Add Merge Field” button in the editor toolbar and select Event->Remote Meeting URL

  3. Add other fields to build out your template. For example, the title of the event or the start and end times.
  5. Add an iCal Email Attachment so students can get a link on their calendars. Note that both ""iCal - Whole Event"" and ""iCal - Session Schedule"" include the link

 

FAQ

What should you check if you encounter an error when syncing?

  1. Your event needs to be either Classroom or Blended learning mode - it cannot be the Self Paced (LMS) learning mode - this is because the Webex integration is a virtual classroom solution and the Webex meeting needs an event date and time. Self Paced (LMS) events do not have sessions so there is no classroom date and time for the event.
  2. Make sure that the Administrators have Webex users with the same email address as the email address on their contact record.
  3. The Webex account connected must be at least a Meet Plan or higher in order for the integration to work.

Why does my Webex meeting have a different end time?

Webex meetings have a limit where they must be longer than 10 minutes and shorter than a day. Administrate events can be any length of time. If the Administrate event does not match the limits of Webex, a new end time is generated that is one hour after the start time of the event.

 

How does the integration choose who is the meeting presenter?

The Primary Instructor that is associated with the Event will be the owner/presenter for the Event. This user must be a user within your Microsoft Business account, in order for the meeting to be set up on their behalf.

 

How does the integration match instructor accounts between Webex and Administrate?

The integration looks up the instructor as a user within your Webex organization by their email address, using what is stored on their Instructor record within Administrate.

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