About this guide
If you use Microsoft Teams meetings for online sessions, this article will make it clear how to create new sessions that are held online. Admins are able to create a Teams meeting directly from the create/edit course session panel.
Please note: As this requires a new level of permissions for the LMS365 product, an LMS365 Global Admin will have to once accept the changed LM365 permissions from their tenant for this capability to be enabled.
First you need to go to Setting - Notifications - Microsoft 365 Connection Settings and enable the feature Enable LMS365 to send email notifications, book Rooms, and create meeting invitations:
An additional consent is required to use Microsoft Graph API for LMS365 to create and book Microsoft Teams meetings for sessions:
If Enable LMS365 to send email notifications, book Rooms, and create meeting invitations feature is off you will not be able to use Let LMS365 schedule the Teams meeting option:
The whole process of enabling LMS365 to send email notifications, book Rooms, and create meeting invitations you can find in the Managing Notifications section of the User Guide.
Organizer of Teams meetings created from LMS365 sessions
An email account is needed for email delivery, booking of rooms, and to create and send Teams meeting invitations. LMS365 uses the email account of the Microsoft 365 Connection user for this.
For Teams meetings, that are booked from LMS365 sessions, this means that the Microsoft 365 Connection user will be the organizer.
This means the following for participants that are joining these sessions:
- When participants belong to the same organization as the Microsoft 365 Connection user, they can join the sessions/Teams meetings without approval.
- When participants from external organizations are joining the sessions/Teams meetings, they will wait in the lobby until someone from the organization will let them in. However, the waiting room lobby can be avoided by configuring organization wide Teams settings to allow external users to be able to bypass the lobby of Microsoft Teams meetings.
A Teams meeting is an appointment with additional properties stored in a user's personal calendar folder. The Microsoft 365 Connection user is the organizer of Teams meetings created via LMS365 sessions for the following reasons:
- Let's imagine that LMS365 creates appointments inside of the instructor's calendar. As we know, in LMS365, session based training can have multiple to zero instructors. If there are zero instructors, we wouldn't be able to create an appointment. If we have two instructors, we wouldn't be able to decide who will own the created appointment. If we replace one instructor with another, we would have to recreate appointments and the appointments would be updated in the calendars of all enrolled users. Also, the app would have to request each instructor for consent upon login, to be able to access those users' personal calendars.
- It is not possible to create a meeting in a user's calendar and then have another user defined as meeting organizer. This means that it is also not possible to create an appointment in the calendar of the Microsoft 365 Connection user and set another custom user as organizer.
Creating Teams meeting directly from session
To create an online meeting in Microsoft Teams do the following:
- Go to Manage Course Sessions on the Course Management panel of the selected training:
- Select to edit an existing session or to create a new one.
- In the opened sidebar enable the option Let LMS365 schedule the Teams meeting:
Let LMS365 schedule the Teams meeting option is disabled when
- classic authorization is used;
- modern authorization with outdated consent is used;
- notifications are disabled (in Microsoft Connection Settings).
To check the authorization go to Admin center - Settings - Notifications - Microsoft 365 Connection Settings.
When the option is on the Meeting URL field automatically becomes disabled:
Please note: This option does not affect learners' enrollment.
Please note: If you edit an existing session and disable the option Let LMS365 schedule the Teams meeting you will see a message notifying that all enrolled users will receive an appointment cancellation notification and a new appointment invitation:
After Teams meeting is created
After Teams meeting is created users can see it both in Teams and Outlook calendars and join meeting directly from there: