Microsoft Teams Extension for InstructorSite Users

Overview

The Teams Extension allows you to create a Teams Meeting with a URL for Attendees while creating an Event directly from InstructorSite. The extension authenticates the Teams Meeting Owner, usually the Instructor, and creates the Teams meeting when the Event is saved. InstructorSite displays the URL for Attendees, while the Meeting ID and Passcode are included in the Suggested Notifications and calendar invitation. After the Teams Event ends, you can record attendance automatically using the Update from Teams button. If you are interested in the Teams Extension, please contact us at Sales@Profiscience.com.

How to Use the Teams Extension:

1. Create a new Event, complete the Profile fields, and choose Location Type: Online or Meeting Room + Online.
2. From the Online Meeting Info section, set the Meeting Provider to Microsoft Teams.

3. Set the Teams Meeting Owner to the Instructor for the Event. The Microsoft Teams Extension will create a meeting using this person's Teams account.

   
   

   Note: A red border around the Teams Meeting Owner's name means we could not authenticate their Teams account.

   

   
   
4. Set the Capacity and Locations.
5. Click Save Event. The Teams Extension creates the meeting and displays the URL for Attendees in the Online Meeting Info section. InstructorSite does not display the Teams Meeting ID and Passcode there as separate fields.

6. Send the Suggested Notifications, which contain the Teams meeting information, including the attendee URL, Meeting ID, and Passcode. If you need to copy the Meeting ID and Passcode separately, open the meeting in Microsoft Teams or Outlook and copy them from the meeting details.

   

   
   

Switch to a Different Meeting Owner for a Teams Meeting Event

If you need to change the Teams Meeting Owner, delete the current Teams meeting before assigning a new Teams Meeting Owner. InstructorSite will then create a new Teams meeting and attendee URL when you save the Event.

1. Locate and Edit the Event.

2. From Location | Online Meeting Info | Meeting Provider, click Other and confirm Delete Teams Meeting.

   

   

   
   
3. From Online Meeting Info | Meeting Provider | Microsoft Teams, confirm Reset, set the Teams Meeting Owner, and Save Event. At this point, the Teams Extension creates a new Teams Meeting and URL for Attendees directly from InstructorSite.
4. Send the updated Suggested Notifications so attendees receive the latest meeting information, including the attendee URL, Meeting ID, and Passcode, in their calendar invitation.

Record Attendance for a Teams Meeting Event

After the Teams Event ends, you can record Attendance with Attendee information from Teams. The Update from Teams button pulls in the list of Attendees with the email addresses, the amount of accumulative time spent in the Teams meeting Event, and marks all as attended.

How to Record Attendance:

1. After the Live Event ends, from the Live Event Registrants tab, click the Update from Microsoft Teams button.

   

   
   

2. Review the Results from Microsoft Teams below the Update from Teams button to determine if further action is required. In some cases, the Attendee data pulled from Teams might not match the User in UniversitySite, and additional actions may be required.

   

   
   
3. Review the time attended to determine if they should be marked as attended.
4. Save Registrants.

Examples of Results from Microsoft Teams:

Frequently Asked Questions

Does UniversitySite keep a copy of the Teams attendance report?

No. Each time you click Update from Microsoft Teams, UniversitySite asks Microsoft for the meeting's attendance at that moment. When you click Save Registrants, UniversitySite saves who attended and their credit, but not the minutes Teams reported. If you need the minutes for your records, keep a copy of the Teams attendance report (see below).

How long after the event can I pull attendance from Teams?

About a year. Microsoft stops returning attendance for older Teams meetings, so Update from Microsoft Teams then finds no attendees. We recommend recording attendance soon after each event ends.

What if the Teams Meeting Owner has left the firm?

When a person's Microsoft account is removed, Microsoft deletes the attendance reports for the meetings they owned. Update from Microsoft Teams can no longer find attendance for those meetings, so record attendance before the owner's account is removed.

Does the Teams Meeting Owner need to join the meeting?

No. Teams records attendance for the meeting even when the owner doesn't join.

Why don't I see the Update from Microsoft Teams button?

The button appears only after the event ends, and only for events whose Teams meeting was created by InstructorSite (Meeting Provider set to Microsoft Teams). If you pasted a meeting or webinar link from Teams or another platform into the event, InstructorSite can't look up its attendance. Get the attendance report from that meeting or webinar platform instead.

Can I download the Teams attendance report as a file?

Yes, from Microsoft Teams. The Teams Meeting Owner can open the meeting in their Teams calendar and download the report from the Attendance tab. See Microsoft's Manage meeting attendance reports in Microsoft Teams.

Does clicking Update from Microsoft Teams change anything right away?

No, nothing is saved until you click Save Registrants. The button marks the people Teams found as attended on the page, and Event Contacts it found get Instructor Credit. When every person Teams found matches a user in UniversitySite, registrants it didn't find are marked No Show. Review these marks, correct any that are wrong, then click Save Registrants.

Why was someone who joined for only a few minutes marked as attended?

This is by design. Update from Microsoft Teams marks everyone Teams reports as attended, however long they stayed, and shows each person's minutes in Results from Microsoft Teams. There is no minimum attendance time setting. A short join can mean a dropped connection, someone who rejoined on another device, or a true no-show, so you decide who receives attendance or credit.

To correct someone who joined only briefly:

1. In Results from Microsoft Teams, note anyone with too few minutes.
2. In the roster, select the checkbox next to each of those people.
3. Click Mark Status, then Mark as No-Showed.
4. For partial attendance, leave the person as attended and select Partial Credit or Special Credit on their row instead.
5. Click Save Registrants.