This article provides details and instructions for configuring WebEx Virtual Classrooms for Instructor-Led Courses (ILCs).  With this integration, your ILC Course Instructors will be able to authorize your Absorb LMS instance to create virtual meetings in your corporate WebEx account. The virtual meeting will be created with the ILC Course Instructor listed as the Host of the WebEx event. This integration will simplify the process of creating Venues in the LMS, and automatically create a meeting in your WebEx application.

To facilitate your Absorb LMS creating WebEx Meetings, we require that your organization have an account established with WebEx (Webex Virtual Classrooms). For larger organizations with multiple Administrators and/or Instructor(s), each Administrator will also need an account associated with the larger corporate account.

When connected, authorization allows Absorb LMS to do the following in your WebEx application:

• Create WebEx Meetings.
• Manage (update and delete) the WebEx Meetings created by Absorb.
  • This includes updating the WebEx Meeting schedule and Hosts based on changes to the LMS Session.

No information (User information or otherwise) is collected from WebEx at any time.

WebEx Setup

The following instructions walk through the process of enabling the WebEx integration. These instructions begin in your Absorb LMS environment's Portal Settings on the Edit Client page under the Info Tab section.

1. Access the Administrator Interface and click the Account Menu button on the right hand side. The Account Menu will expand.
   
2. From the expanded Account Menu click Portal Settings. You will land on the Edit Client page, with the Info Tab open by default.
   

3. Scroll down to the WebEx Meeting section and click the Enable button. This action will redirect you to the Cisco WebEx login page.
   
   
   
   

4. Log in with your WebEx credentials.
   
   
   
   
5. Once you have successfully logged in, you will be redirected to the WebEx page in your Absorb LMS. You will see a success message confirming that your Virtual Meeting Tool Account (WebEx) has been successfully linked.
   
   
   When scrolling down to the WebExMeeting toggle you will also see a green Access Authorized flag on the top right of the WebExMeeting description.
   
   
   
   
6. After entering the relevant information into each field, save your settings on the top right.

How to Create a WebEx Venue

To create a WebEx Venue navigate to the Add Venue page and select WebEx as the Type. Alternatively when Adding or Editing an ILC Session you may select the Add Venue button. For further guidance on Venue settings and best practices, please refer to our Venues article.

How to Configure ILC Sessions for WebEx Venue

Once you have created a WebEx Venue you can use it in ILC Courses. The following instructions showcase how to add a WebEx Venue to an Instructor Led Course:

1. Access the Courses Report and either Add or Edit an Instructor Led Course.
   
2. Under the Sessions section, either Add or Edit an ILC Session.
   
3. Under Venue is a drop-down menu. Click the drop-down menu and select the WebEx Venue you want to use for this ILC Session. 
   
4. Your unique Meeting URL will be generated when you hit Publish on the Add/Edit Instructor Led Course page. Once you are happy with the ILC Session select Save.
   
5. When you are finished, commit the changes to the ILC by selecting the Publish button from the right hand side actions menu.
   

How to Disable WebEx Meeting

If you wish to disable the WebEx integration from your Absorb LMS environment, this can be adjusted in Portal Settings under the Info Tab.

1. Access the Administrator Interface and click the Account Menu button on the right hand side. The Account Menu will expand.
   
2. From the expanded Account Menu click Portal Settings. You will land on the Edit Client page, with the Info Tab open by default.
   

3. Scroll down to the WebEx Meeting section and click the Disable button.

Troubleshooting

When attempting to enable the WebEx integration, or create a WebEx venue you may encounter an error. The following table captures possible causes of the issues encountered: