This article outlines the functionality of our Communications Connector with Microsoft Teams when using this with Placements/Workshops. For information on how to use the Communications Connector for Reviews and Meetings, please see the article here.
Pre-requisite – Ensure that Teams is enabled on the tenant, and the access policy setup has been completed. For information on how to do this, see: Setting up the Communications Connector with Teams.
The Communications Connector with Teams allows Tutors and Learners to access workshops in Teams directly from the Aptem platform. The workshop will not be scheduled in the Tutor or Learner’s Teams calendar and will need to be accessed directly from Aptem.
In order to enable the Communications Connector for Placements/Workshops, customers should setup Placement/Workshops according to their normal workflow (for more information see here).
1. Once the Placement/Workshop is setup, select “Meet Online” to generate an online meeting link:
2. Once a Learner is enrolled to a future placement date, a Teams meeting link will be generated and Tutors will see a “Start Online Meeting” option:
3. The Learner will see the Teams link in the associated calendar task:
Additionally, the learner will see the Join Meeting button in the learning plan component.
Note that the 'Start Online Meeting' option will only be available for the owner of the Placement/Workshop. The owner of the workshop is the “Organiser” of the Teams meeting, meaning they must start the meeting.
Changing the owner of a workshop will automatically regenerate a new Teams link for the new owner (and “Organiser” in Teams) and replace the link where it appears in Aptem. Only the new owner can then start the meeting in Teams via Aptem.
Meetings flagged as “Meet Online” before the Teams integration is enabled for customers need to be set as “Meet Online” again. Please revert the task to “Meet Offline”, then select “Meet Online” to generate the new Teams link.
Learners will be placed into the meeting lobby when they access the meeting. The Tutor can then admit the appropriate Learners for this session.
Note
- Unlike Meetings and Reviews, Placement/Workshop sessions will not be scheduled in the Tutors’ or Learners’ Teams calendars. This integration allows users to setup and join meetings from within Aptem, but it is not reflected in the users’ Teams calendar.