Creating and configuring rooms for Instructor-Led Training sessions

Introduction

To select rooms for sessions, you need to first configure settings on two levels: the tenant level and the course catalog level. This guide will show you the steps of these configurations.

NOTE   

First, you need to configure settings on the Tenant level and only after that you can configure settings on the Course Catalog level.

 

Configure settings on the tenant level

To configure settings on the tenant level, do the following:

 

1. Make sure your Microsoft 365 account is a global administrator. Connect to LMS365 Exchange Online using SharePoint Online Management Shell:

  • Run Management Shell as an administrator (Windows Powershell can be found in the Start menu)

 

  • Install the Exchange Online PowerShell module: Install-Module -Name ExchangeOnlineManagement

 

  • Set the execution policy: Set-ExecutionPolicy -Scope Process -ExecutionPolicy RemoteSigned

NOTE   

  • For more details, please follow Exchange Online PowerShell V2 module.
  • The account you use will need permissions to LMS365 Exchange Online. By default, only global administrators in Microsoft 365 have Organization Management rights in Exchange Online. If there is a 'A parameter cannot be found that matches parameter name 'Roomlist' error, please check your permission and be sure that you are a Global Administrator.

2. Connect to Exchange Online: Connect-ExchangeOnline

 

 

NOTE   

If a warning "Create Powershell Session is failed using OAuth" appears, you might need to view Prerequisites for the EXO V2 module.

3. Create a Room List Office 365

IMPORTANT   

The name of the Room List 'Rooms for elearning' is an example. You can specify any value you want to name your Room List. Please, pay attention to use your name of the Room list.

Get-Mailbox -RecipientTypeDetails RoomMailbox -Filter {Office -eq 'Rooms for elearning'} | select -ExpandProperty Alias

New-DistributionGroup -RoomList -Name 'Rooms for elearning' -Members $RoomAlias

 

 

4. This step requires to create rooms in Microsoft 365 admin center:

  • Navigate to the Microsoft 365 admin center.
  • Select  the Resources tab on the left-side menu, and then Rooms & equipment.
  • Select Add resource > select Room in Recourse type, and fill in the rest of the fields. The fields marked with an asterisk (*) are required.
  • Save to create a room.

 

 

5. Add existing Room Mailboxes (from the email field in the step 4) to Room List Distribution Groups:

 

Add-DistributionGroupMember -Identity "Rooms for elearning" -Member 123@lms365.net

 

 

IMPORTANT   

This cmdlet should have your name of the Room List from the step 3 and the email you have created in the step 4.

After you complete all the steps above, please, configure settings on the Catalog level, described in the next section.

 

Configure settings on the course catalog level

To configure settings on the course catalog level, do the following:

 

1. Enable notification settings in the LMS365 Admin Center > Catalog Settings > Notifications > Microsoft 365 Connection Settings (see LMS365 Notifications: overview and management - Email account for details). It is required to configure Microsoft 365 Connection Settings for each course catalog with the same account set in the next point or run the command from the next point for a new user according to Microsoft 365 Connection Settings.

NOTE   

If the email account is not configured, user will not see the rooms created in LMS365 Exchange Online while creating a new Instructor-Led Training course session (in Select Room dialog box). The warning will appear asking to configure rooms access account.

room_configuring.gif

 

2. Add Calendar Permissions with Management Shell by coping and pasting the whole cmdlet bellow:

IMPORTANT   

The cmdlet below is an example. Please use your name of the Room List and your connected email from the Microsoft 365 Connection Settings (step 1 of this section).

$(Get-Group "Rooms for elearning").Members | % {
$member = $_
$mailBox = Get-Mailbox -Identity $member 
Add-MailboxFolderPermission $mailBox":\Calendar" -User admin@lms365.onmicrosoft.com
 -AccessRights Reviewer}

 

 

Now you will be able to select rooms from the Room List which you have set permissions on while creating or editing Instructor-Led Training course sessions.

 

Once a room is created, you can book it for no longer than 24 hours. Rooms with 'Yes' in the column 'Is Free' are available to book. If your access account does not have permissions to certain rooms' calendars, you can see a list of these rooms' calendars in a red warning message on the top.

  • The maximum number of rooms displayed on the Room List is 100.

 

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