Configure virtual classes for Teams

Virtual class - overview

A virtual classroom is an element to be added to a design-side learning path.

It allows participants and the tutor to connect to the tool that delivers the virtual classes while uploading the follow-up information to the platform.

Create the training sheet

Open Administration > Training > Training Sheet > New

Specify the learning method:

• Virtual classroom

Or

• Blended learning

Important: the learning mode conditions the sending of notifications (non-invitation) and the sending of training evaluation questionnaires

Add the Virtual Class element in a module

Open Administration > Training > Training Sheet > Design Tab

• The virtual classroom is an element that can be created only in a module.

• It is not added to the resource library.

• The welcome message makes it possible to communicate information visible to learners at the launch of the class via the platform.

• Indicate the estimated duration of the virtual classroom, if the user is present, the system will be able to fill in the hours of attendance according to the information entered in the Duration of the session field.

Virtual class characteristics

To configure a virtual class, open Training > Design Tab > New > Virtual Classroom > Sequencing Tab

Tracking behaviour:

By default, when a learner accesses the virtual classroom from their training plan, attendance tracking is at least reported via the content player (the player).

Specific Cases: Multi-Session or Hybrid Configurations

Automatic programming:

A virtual classroom can be automatically scheduled for each session. When a session is created, the corresponding session(s) are automatically added to the session's Schedule tab.

Schedule based on a date constraint:

If the virtual classroom schedule depends on the schedule of another module item (e.g., "starts X days after the module starts"), make sure that the dependent item also has a set time rule.

Don't forget to put it into production!

Create the session

Open Administration > Training course > Training sessions > Session Tab > New Session

Fill in at least the required fields.

In the context of the front office (application for registration):

1. Enter a capacity to specify the maximum number of people who can register for a session.

2. Set a registration closing date for front-office sessions.

Configure session dates and times

Single-session classes:

• For single-session classes, the dates and times of the sessions can be aligned directly with the class schedule.

Multi-session classes:

• For the class with multiple sessions, set the session start date to the first class date and the end date to the last class date.

Early Access to the Virtual Classroom:

• If the class starts at the same time as the session, configure the session start time to precede the class start time by x minutes to allow participants to access the virtual classroom earlier.

Please note: the setting option allowing access x min before only applies to the sessions and not to the session.

Tutors:

• In the case of a single-session design, add the tutor to the session.

• In the case of a multi-session or mixed design, add the tutor on each of the sessions.

Schedule/configure the virtual class as a tutor

Open My Sessions > A Session > Configure Virtual Classroom Menu

From the My Sessions entry, the tutor can plan/configure the sessions of the sessions they are positioned on.

1. Select the connector type to use if multiple connectors are configured.

2. Depending on the connector selected/configured, the fields to be filled in adapt.

3. Plan the session (start date, end date, tutor, ...).

Schedule/configure the virtual class as an administrator

Open Administration > Training Course > Training Sessions > Session Tab > A Session > Planning Tab

From the Schedule entry, the administrator can schedule/configure sessions.

1. Select a session in the schedule and click on Edit planning or double-click on it.

2. Select the connector type to use if multiple connectors are configured. Depending on the connector selected/configured, the fields to complete can change.

3. Schedule the session (start date, end date, tutor etc.).

Reminder: Check Full View to view eLearning resources.

Configure the Teams virtual class

Open the My Sessions menu > A Session > Set Up Virtual Classroom

Or:

Administration > Training Courses > Training Sessions > Session Tab > Session > Planning Tab

Automatic synchronisation of participants

• Synchronization is necessary for participants to be properly registered as participants on the Teams side. Otherwise, attendance times cannot be recovered.

• Synchronization can be manual and automatic:

  • Adding/cancelling/deleting registrations

  • Modification/deletion of session / tutor

  • Cancel/delete sessions

• An event notification is sent by TEAMS:

  • to all participants if the session is created/modified

  • to added/removed participants

Beware of duplicates with other notifications activated in the platform.

Number of participants synchronised:

• Registered for the session + Tutor(s) on the session.

• For example: 3 participants = 1 registrant + 1 tutor + 1 co-organiser.

• Popin with lists of unsynced users.

Teams Light: configure the virtual class

Open: My Sessions > A Session > Configure Virtual Classroom Menu

Or:

Training > Training > Session Tab > Session > Planning Tab

Allocation of the organiser:

• The person who sets up the virtual classroom for the first time is automatically designated as the event organiser in Microsoft Teams. This role is not editable.

Addition of a co-organiser:

• A co-organiser (for example, the instructor) can be assigned to the event, giving them the same permissions as the primary organiser in Teams.

Generating the Teams URL:

• The Save button generates the unique URL for the team meeting.

Personalized Welcome Message:

• A welcome message can be set up and displayed to participants when they access the classroom via the platform's player.

Invitations and calendar integration:

• Participants, tutors and organisers/co-organisers (if different) will receive an invitation generated by Syfadis containing a .ical file, which automatically integrates into their calendars. Make sure that the Syfadis "Virtual Classroom Invitation" notification is enabled for this feature.

Access to the team link:

• By default, the notification will not include the Teams URL. Participants must log in to the platform to access the virtual classroom or receive the link by other means.

• Copy the Teams link to communicate outside the platform with participants/tutor or paste it in the notification Invitation to a virtual class for the session.

Synchronize participants

Open: My Sessions > A Session > Configure Virtual Classroom Menu

Or: Training> A training > Session Tab > A session > Planning Tab

Synchronization is necessary for participants to be properly registered as participants on the Teams side. Otherwise, attendance times cannot be recovered. Synchronization can be manual or automatic (batch configuration):

• Adding/cancelling/deleting registrations

• Modification/deletion of session / tutor

• Cancel/delete sessions

The synchronisation triggers a notification of invitation to the virtual classroom sent by the platform:

• to all participants, tutor and organiser if creating/modifying the session

• to added/removed participants

Number of participants synchronised:

• Registered for the session + Tutor(s) on the session. For example: 3 participants = 1 registrant + 1 tutor + 1 co-organiser

• Popin with lists of unsynced users

Activate Teams attendance tracking

If you are experiencing one or both of the following:

• problems related to the retrieval of attendee attendance data,

• a wish to dispense with delegated rights in Microsoft ENTRA ID.

This next configuration parameter must be set to True.

This setting enables a retrieval of presence records from a technical perspective:

• Delegated permissions: Delegated permissions for ENTRA tenants are no longer used.

• App Permissions: Only app permissions are required for data retrieval.

Impact of enabling the setting:

This setting does not impact the creation/synchronisation/operation of the Connector; the overall operation remains the same.

Important: If this parameter is set to true, the creation of the callback URI is also no longer necessary.

Access Teams meetings and external user screen sharing

In order to prevent external tutors from being placed in the Teams lobby, for meetings created via the connector, a configuration parameter in Xperience allows you to work around this situation:

This parameter is in Virtual classrooms > Microsoft Teams > Lobby bypass scope choice.

Note: This is the same setting that handles screen sharing to externals.

There are two possible values for this parameter:

• No workaround: By default, external people will be placed in the waiting room according to the rules established by the customers' IT department regarding the administration of the Teams software (for meetings).

• Everyone: No guests pass through the lobby.

This setting does not impact the creation/synchronisation/operation of the Connector; the overall operation remains the same.