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 URL plus Meeting ID & Passcode when the Event is saved. 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. At this point, the Teams Extension creates the meeting and URL plus Meeting ID & Passcode for attendees to the Event under Locations.
6. Send the Suggested Notifications, which contain the Teams Meeting information.

Switch to a Different Meeting Owner for a Teams Meeting Event

In the event that you need to change the Teams Meeting Owner, you will need to delete the current Teams meeting before you can assign a new Teams Meeting Owner which then creates a new Teams Meeting and URL plus Meeting ID & Passcode for attendees directly from InstructorSite.

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 to ensure the latest meeting URL, which includes the Meeting ID & Passcode, is in their meeting on their Calendar.

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: