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Microsoft Teams

Updated

  1. Overview
  2. What is Microsoft Teams?
  3. What is the Microsoft Teams integration?
  4. Configuring the Integration
  5. Setting up an Event with Teams
  6. Sharing Joining Information with Learners
  7. Sharing Joining Information with Instructors
  8. FAQs

Overview

Administrate’s Microsoft Teams integration lets administrators automatically create and manage Teams meetings for scheduled events, and make joining links available to instructors and registered learners.

When to Use This

  • When running vILT sessions in Microsoft Teams and you want meeting links created automatically from Administrate events.
  • When you want instructors automatically invited via Outlook/Teams and learners to access a join link via LMS or email.

Prerequisites

  • Microsoft 365 / Teams enabled for your organization.
  • Azure admin access to register an app and grant API permissions.
  • Administrate support assistance to complete integration setup (Client ID, Tenant ID, Client Secret).

What is Microsoft Teams?

Microsoft Teams is a tool for online virtual conferencing. It can be used for small instructor-led training (less than 300 learners) with a Microsoft 365 Business Basic (or higher) plan, and can support larger webinar-style sessions using Microsoft Teams Live.

Teams allows presenters to communicate with participants over video, live audio, and chat, as well as share screens and documents.

What is the Microsoft Teams integration?

With Administrate’s integration, training administrators can add a Teams meeting to a scheduled event automatically and share the joining link with instructors and learners.

Configuring the Integration

Setting up the integration requires assistance from our support team. The steps below can be completed in the Microsoft Azure Control Panel to retrieve the credentials required for setup.

  1. Log in to Microsoft Azure and go to Active Directory → Registered Apps .
  2. Click New Registration and fill in the details. Choose Single Tenant as your account type, with no Redirect URI.
  3. Under Certificates & Secrets for your newly created app, create a new Client Secret.
    • Note: Microsoft Azure has removed the “never expires” option. Select the longest duration available and ensure you store the secret value securely.
  4. Under API Permissions, ensure the following are selected:
    1. Calendars.ReadWrite (Application)
    2. User.Read.All (Delegated)
    3. Users.Read (Delegated)
    4. User.Read.All (Application)
    5. OnlineMeetings.ReadWrite.All (Application)
  5. Take note of the Client ID and Tenant ID for the app.

Provide the following to our team to complete setup: Client ID, Client Secret, and Tenant ID.

Setting up an Event with Teams

When creating a new event (or updating an existing one), you can specify Microsoft Teams as the Virtual Classroom.

Microsoft Teams meeting option (Virtual Classroom selection)

A meeting will not be created until after a Primary Instructor is assigned to the event. If no Primary Instructor is assigned yet, you’ll see a notice indicating the meeting cannot be created.

Updating the Teams Meeting

Many updates (including reassigning instructors and cancelling events) will automatically update the associated Teams meeting. If you need to force a resync, you can do so under the Add-ons menu.

Microsoft Teams Add-ons menu (force resync)

Sharing Joining Information with Learners

Via LMS

Learners can access a Join Online Training link to the meeting within the LMS.

Teams launch link in LMS

Via Email (Communication Template)

You can also notify learners via email using a communication template.

Create a Communication Template

  1. Create a communication template by following this guide: Communication Templates .
  2. In the editor toolbar, click Add Merge Field and select: Event → Remote Meeting URL Merge field selection: Event → Remote Meeting URL
  3. Add other fields as needed (e.g., event title, start and end times). See Templates for more details.

Sharing Joining Information with Instructors

Outlook

When a Teams meeting is scheduled, it will appear on all assigned instructors’ calendars and automatically invite them to the meeting.

Outlook calendar invite for instructor (Teams meeting)

Optional: Instructor Communications

Similar to learner communications, you can set up communications to send details to instructors as well.

FAQs

How does the integration choose who is the meeting presenter?

The Microsoft Teams integration creates a meeting by having a Microsoft user create the meeting on their Teams calendar and invite the instructors. By default, this Microsoft user is the Primary Instructor on the Administrate event.

This behavior can be overridden by setting a service_user_id or service_user_email parameter on the webhook configuration.

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

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

How do events appear on the calendar?

Currently, the meeting presenter will have a single event created on their calendar for the duration of the first session on the Administrate event. A single Teams meeting link is tied to that calendar event. Calendar invites for all sessions can be attached to a communication template so learners can add all sessions to their calendar.

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