Rescheduling and cancelling Reviews and Meetings

Overview

Customers can schedule and reschedule Reviews and Meetings (Learning Plan Components of type “Meeting”) from Aptem that will be then scheduled and rescheduled in the user’s Teams calendar. The tutor who has scheduled the meeting will be the “Organiser” of the Teams meeting (Component Owner) and the appropriate attendees will be invited via email:

• For Reviews, the learner and employer (Manager & Mentor) will be invited if appropriate (if the review is configured for the employer to “view” the review)
• For Meetings, the learner will be invited

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.

Note: If you are interested in getting access to the Communications Connector with Teams, please speak to your Customer Success Manager.

To schedule reviews and meetings, see: Scheduling Reviews and Meetings.

Rescheduling a meeting

Using the Aptem platform

1. To reschedule a meeting, simply change the date and time of the Review or Meeting in your Aptem calendar:
   
   
2. The organiser and attendees will then get the updated Review or Meeting in their Teams Calendar:
   

Using Teams

As a Tutor, when you reschedule a Review or Meeting event in Teams:

The associated review or meeting in Aptem will now be updated with the new date and/or time:

Cancelling a Meeting

Using the Aptem platform

Deleting Reviews and Meetings in Aptem will result in the associated Aptem task being marked as "Cancelled", which will then cancel these online events in Teams. The Teams meeting will be removed from the organiser's Teams calendar and the attendees will receive a cancellation notification via email.

Using Teams

To cancel a meeting or review event in Teams, either open the meeting and click 'Cancel meeting' on the top left of your screen:

Or navigate to the event in your Teams calendar, right-click and click cancel:

As a Tutor, when you cancel a Review meeting in Teams (which has been scheduled via the Communications Connector), the cancellation will be reflected in Aptem. The associated Review will be marked as offline, and the Teams link will be removed from the task, the Review instance and the Learning Plan Component. It is possible to schedule the same Review in Teams again by marking the Review as online.

As a Tutor, when you cancel a Meeting (a learning plan component of type Meeting) in Teams (which has been scheduled via the Communications Connector), the cancellation will be reflected in Aptem. The Task in Aptem will be cancelled and removed from the Learning Plan Component:

The associated Learning Plan Component will remain, and the Task can be re-created should the Tutor want to schedule the Meeting again. The Meet Online button will remain ticked as the default option on the re-creation of this Task. Note: the Meet Online button should be retained when re-creating the Task if the Tutor would like this Meeting to be scheduled in Teams.

Notes

• The reschedule happens almost instantly (“almost” because it depends how many other meetings are waiting to be processed), and customers don’t need to wait for the 3 hour window for rescheduled meetings to take effect.
• Only changes to the date or the time of a meeting trigger a reschedule event. Changes to a learning plan component name or description will not trigger a reschedule event.