Rescheduling and cancelling Reviews and Meetings

Additional integrations / Add-ons

This article is about additional integrations / add-ons that are not part of any Aptem Apprentice package. If you want to use this functionality, please contact your Customer Success Manager. See Aptem Apprentice pricing and packages for information about the packages.

Overview

Reviews and meetings (learning plan components of type Meeting) can be scheduled and rescheduled in Aptem and will sync to the organiser's Microsoft Teams calendar. The tutor who schedules the meeting is the Microsoft Teams meeting organiser (component owner). Attendees are invited by email:

• For reviews – the learner and employer (manager and mentor) are invited if the review is configured for the employer to view it.
• For meetings – the learner is invited.

Pre-requisite

Microsoft Teams must be enabled on the tenant and the access policy setup must be complete. For more information, see Setting up the communications connector with Teams.

Note: to get access to the communications connector with Microsoft Teams, contact your Customer Success Manager.

To schedule reviews and meetings, see Scheduling reviews and meetings.

Rescheduling a meeting

Using Aptem

1. To reschedule a meeting, change the date and time of the review or meeting in your Aptem calendar:
   
   
2. The organiser and attendees will receive the updated review or meeting in their Microsoft Teams calendar:
   

Using Microsoft Teams

When a tutor reschedules a review or meeting event in Microsoft Teams, the associated review or meeting in Aptem is updated with the new date and time.

Cancelling a meeting

Using Aptem

Deleting a review or meeting in Aptem marks the associated task as Cancelled and cancels the corresponding Microsoft Teams event. The meeting is removed from the organiser's Microsoft Teams calendar and attendees receive a cancellation notification by email.

Using Teams

To cancel a meeting or review in Microsoft Teams, either open the event and select Cancel meeting at the top left, or navigate to the event in your Microsoft Teams calendar, right-click, and select Cancel.

When a tutor cancels a review in Microsoft Teams (scheduled via the communications connector), the cancellation is reflected in Aptem. The associated review is marked as offline and the Microsoft Teams link is removed from the task, the review instance, and the learning plan component. The review can be scheduled in Microsoft Teams again by marking it as online.

When a tutor cancels a meeting (a learning plan component of type Meeting) in Microsoft Teams, the cancellation is reflected in Aptem. The associated task is cancelled and removed from the learning plan component.

The learning plan component remains in place and the task can be recreated if the tutor wants to schedule the meeting again. The Meet online option defaults to ticked when the task is recreated. Keep this ticked if you want the meeting to be scheduled in Microsoft Teams.

Notes

• Rescheduling happens almost instantly. It does not wait for a processing window — the only delay is queue time if other meetings are being processed at the same time.
• Only changes to the date or time of a meeting trigger a reschedule event. Changes to a learning plan component name or description do not.