This article provides information and guidance on a portion of the Absorb LMS Admin Experience that is now upgraded to the refreshed Admin Experience (AE).

Please visit our Absorb Admin Refresh Checklist article for more details about what is available with the free Absorb Admin Experience upgrade.

Overview

Microsoft Teams Virtual Meeting Integration within Absorb provides Admins a way of managing all virtual meeting creations, updates, and deletions for Instructor-Led Course (ILC) sessions from within the LMS, without having to enter or adjust anything within Microsoft Teams. Learners can launch and participate in the virtual instructor lead courses within the LMS or from their calendar invitation, even as guests on the Teams tenant.

 

Getting Started

You can easily enable the Microsoft Teams Virtual Meeting Integration within your Absorb LMS portal by adjusting the Portal Settings.  Once enabled, a Venue can be created and attached to Instructor-Led Course (ILC) Sessions. 

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Step 1 - Setting up Microsoft Teams

You will need to work with your Microsoft Teams Tenant Administrator to register and configure an App in your Azure portal.  Begin by going to your Microsoft Teams' account https://portal.azure.com/#home to add a Registered App via Manager.

Note: When adding the LMS URL, you will need to include the extension "/Admin/VirtualMeetingsOAuth/Callback".  Punctuation and case (i.e. the capitalization of letters) is important and must look the same as written here.  For example, the full path would look something like this,  https://routename.myabsorb.com/Admin/VirtualMeetingsOAuth/Callback. 

How to create an app registration in Azure Portal 

  1. Begin by going to your Microsoft Teams' account https://portal.azure.com/#home to add a Registered App via Manager.  Click App registrations 

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  2. Click new registration.

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  3. Enter a Name: A unique name such as "Absorb LMS Integration" .Supported account types: Accounts in this organizational directory only Redirect URI: https://<Absorb portal domain>/Admin/VirtualMeetingsOAuth/Callback  

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  4. Copy application ID and Directory (tenant) ID, which will be used when enabling Microsoft Teams Virtual meeting in the LMS. 
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  5. Click Certificates & Secrets in the sidebar, click add new client secret. Enter a description and default expiry should be fine. 

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  6. Copy the client secret value, this will be required for configuring the LMS. Note:  Make sure to copy and paste the Client Secret Value (not the ID) and do so before leaving the page.  Once you leave the page, the Value will be hidden.   

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Leave https://portal.azure.com/#home open until you complete Step 2. 

Note: For more details, visit the Microsoft Documentation Article

Step 2 - Setting up the LMS

The Microsoft Teams Integration is available to add to an Organization's LMS, by going to Portal Settings > Info Tab and turning the Enable Microsoft Teams toggle to On under the Virtual Classroom Integrations section.  

Turning the toggle on will display the following options: 

  • App ID: Enter the Application (Client) ID value for this field, which was found in item #4 above 
  • Tenant ID: Enter the Directory (Tenant) ID value for this field, which was found in item #4 above 
  • Client Secret: Enter the client secret value, which was found in item #6 above. 

Once all the required IDs and Values are entered, select Enable and then Save. You may be prompted to accept permissions from Microsoft to complete the setup. 

 

Step 3 - Create your Venue

  1. Navigate to the Venues administration page by clicking the Courses button from the Admin Menu and choosing Venues from the sub-menu. You will be routed to the Venues administration page.
  2. From the Venues administration page, click the Add Venue button from the right-hand action menu. You will be routed to the Add Venue form. 
    • Name: Enter the Venue's Name. The Name identifies the Venue to Learners and Admins. ◦This is visible in both the Admin and Learner experiences.

    • Description: Enter a description to provide details of the Venue in this field. ◦This is visible in the Admin experience only.

    • Max Class Size: Enter a number to set the maximum class capacity for the facility. ◦This is a required field.

      • The Max Class Size will be the default value when creating an ILC Session but can be adjusted on the ILC Session if needed.

    • Type: Click the Type drop-down menu and select Teams Meeting.

    • Department: If you would like to restrict this Venue to specific Department Admins, click the Select Department button to search and find the Department the Venue belongs to.

      • Adding a Department will restrict the Venue to the Admin(s) who manage the identified Department(s). Administrators of other Departments will not see the Venue as an option when selecting locations for ILC Sessions.

  3. Select Save

Once the Teams Meeting venue is created, Admins and/or Instructors can add it to the Instructor-Led Course Session. When the Admin and/or Instructor select the Teams Meeting venue, a meeting will be created in Microsoft Teams and the URL will auto-populate within the Session upon selecting Publish

 


Roles & Permissions

System Admins are the only Admins who can adjust settings within the Portal Settings. Once the Microsoft Teams Integration options have been toggled on, all other Admins will need the following permissions. 

Required Role Permissions

Keep in mind that you may need to adjust Course level Course Administrator permissions.

Role: Section Access Permission(s) Needed
Courses > Venues View or Modify permission
Courses > Instructor-Led Courses > Sessions Add, View or Modify permission

 

Suggested Role Permissions

Role: Section Access Permission(s) Needed
Users

View or Modify permission

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