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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:
  5. Calendars.ReadWrite (Application)
  6. User.Read.All (Delegated)
  7. Users.Read (Delegated)
  8. User.Read.All (Application)
  9. OnlineMeetings.ReadWrite.All (Application)
  10. 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.

If no Primary Instructor is assigned yet, you’ll see a notice indicating the meeting cannot be created.

A meeting will not be created until after a Primary Instructor is assigned to the event. Once assigned, it automatically populates the link field below "Virtual Classroom Link".

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.

Replacing an instructor safely

When the instructor delivering an event changes, follow this order so the meeting is never left without a host:

  1. Add the new instructor to the event.
  2. Make the appropriate instructor the Primary Instructor.
  3. Remove the old instructor.
  4. Resync with Microsoft Teams from the Add-ons menu if the meeting has not updated automatically.

Removing the only instructor first can remove the meeting link from the event, because without a service user the meeting has no host left. When the instructor changes, the meeting URL stays the same — the existing meeting's details are updated rather than a new meeting being created — so links already shared with learners keep working.

Sharing Joining Information with Learners

Via LMS

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

Optional: Instructor Communications

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

Troubleshooting: no meeting link on the event

If an event that should have a Teams meeting shows no Virtual Classroom Link, collect the following before contacting Support — it turns a vague report into a diagnosable one:

  • the Event ID
  • the exact time the meeting should have been created or updated
  • the relevant entries from the Webhook Logs, including the response code and response body
  • whether a meeting was actually created in Microsoft Teams, and its meeting ID if so
  • any recent changes to your Microsoft tenant, the registered app, its client secret or its API permissions

An event that has a Teams meeting ID but no Virtual Classroom URL usually means Teams created the meeting object but the join URL was not returned to Administrate — that combination points at the integration configuration or a transient Microsoft Graph failure rather than at the event setup. Also check the basics first: the event must have Microsoft Teams selected as its Virtual Classroom, and either a service user configured or a Primary Instructor whose email matches a Teams user.

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. With a service user configured, that Teams user creates and presents every meeting, and the event's instructors are invited to it; no instructor needs a matching Microsoft account for the meeting to be created.

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. Without a service user, the Primary Instructor's Administrate email address must match a user in your Microsoft Teams organization or the meeting cannot be created.

What should I do after changing the Primary Instructor?

Reassigning instructors normally updates the Teams meeting automatically. If the meeting has not updated, force a resync from the event's Add-ons menu using the Sync with MS Teams action (see Updating the Teams Meeting above).

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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