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Connect or disconnect a Microsoft Teams or Zoom account to an LMS² site

Guidance on connecting or removing connection for either a Zoom or Microsoft Teams account to an LMS² site.

Liam Smith avatar
Written by Liam Smith
Updated over 2 weeks ago

Super administrators on LMS² sites connect their organisation’s Zoom or Microsoft Teams account to host virtual meetings directly through the platform. For example, link a Teams account to deliver live on-boarding sessions, making it easier to manage and track attendance within Access LMS Evo.

To do this, watch the video or follow the relevant steps below.

Connect a Microsoft Teams account

  1. Switch to admin view.

  2. Click Settings, then click Global Settings.

  3. Click the Manage tab, then select the Virtual Meeting Accounts card.

    • This card moves to the Available Features after the first time set-up.

  4. Click Add in the Virtual Meetings Account, then select Microsoft Teams.

  5. Click Link Account.

  6. Follow the steps in Microsoft Teams, then click Accept.

  7. Enter relevant display name for the Virtual Meeting Account in Access LMS Evo.

  8. Repeat steps 4 to 7 as needed to link multiple accounts.

Connect a Zoom account

  1. Switch to admin view.

  2. Click Settings, then click Site Settings.

  3. Click the Manage tab, then select the Virtual Meeting Accounts card.

  4. Click Add in the Virtual Meetings Account, then select Microsoft Teams.

  5. Select Zoom then click Link Account.

  6. Follow the instructions in Zoom, then click Authorise to proceed

  7. Enter a display name for the Virtual Meeting Account.

  8. Repeat steps 4 to 7 as needed to link multiple accounts.

Disconnect Microsoft Teams or Zoom account

  1. Switch to admin view.

  2. Click Settings, then click Site Settings.

  3. Click the Manage tab, then select the Virtual Meeting Accounts card.

  4. Click the Trash icon next to the relevant account.

  5. Click Confirm

📌 Note: After disconnecting a Microsoft Teams account, the application stays active within the Microsoft Azure portal even after it's been disconnected from Access LMS Evo. Speak to your IT administrators to remove Access Learning Virtual Events Enterprise application from your Microsoft Azure if required.

Microsoft Teams and Zoom meetings FAQ

Question

Answer

Set up application access policy to integrate Microsoft Teams with Access LMS Evo?

Find more information on setting this up using the downloadable guide, aimed at supporting internal IT teams with configuration required for Teams integration.

What Integrations are currently available within the Virtual Meeting Accounts' site settings card?

  • Microsoft Teams and Zoom integration is available within the Virtual Meeting Accounts' Site Settings card.

  • Cisco Webex meeting accounts will need to be set up within the Webinar Accounts Site Settings card.

What user permissions are required to enable Virtual Meetings via Site Settings?

  • Users must be a member of the organisation's super administrator group in LMS².

  • Users must be an administrator for your organisation if using LMS Hub.

Setup multiple Virtual Meeting accounts on the same platform?

  • Yes. When creating an Event, select which Virtual Meeting Account will host that particular virtual event.

  • This can be particularly useful with multiple Zoom accounts that serve different areas of a business but only have one centralised Access LMS Evo site.

If updating the start or end date/time of an event within Access LMS Evo, will the meeting link need updating?

  • No, the same link will be used.

  • Select Please tick the box if you want to send an email to users about the update option is selected when making an update to ensure registered users to the event are notified of the change.

When creating an event unable to set colleague as presenter?

Presenters must use the same e-mail address in Access LMS Evo as they do for Microsoft Teams or Zoom.

Attempt to select a Presenter in Access LMS Evo and the following error message appears:

Error - User does not have a valid Microsoft Teams account the Access Learning was unable to match to a user within your Organisation Microsoft Azure Active Directory.

Presenters e-mail addresses on Access LMS Evo and Active Directory must match.

An application access policy must be enabled for all Microsoft users, or can be restricted to relevant users by the organisation. If restricted, the presenter must be on this list of users.

How does automatic user attendance synchronisation work with Virtual Events?

Once a Virtual Event is over, within the same day before, 23:00 CET the attendance of users will be automatically synchronized back to Access LMS Evo.

The user's email addresses must match what is used within Access LMS Evo and Zoom.

Can I organise several Events at the same date and time within one Microsoft Teams or Zoom account?

Yes, organise as many concurrent Events as needed.

Each event has its own Virtual Meeting URL so clashes are not possible.

Is there a limit on how many Microsoft Teams or Zoom accounts I can connect to My Access Learning?

There's currently no limit on how the amount of Microsoft Teams or Zoom accounts that can connect to an Access LMS Evo site.

Is it possible to update previously created events in Access LMS Evo to include a Virtual Meeting link?

Yes. If connected to either a Microsoft Teams or Zoom account via the Virtual Meeting Accounts card in settings, select relevant event activity and set the Event Type to Virtual within the Event Details tab.

The same logic applies to previous events in that the presenter must be an active user within Access LMS Evo site and Microsoft Teams or Zoom account.

How to enable .ICS Calendar file attachments to Event email confirmations?

  1. Navigate to Site Settings and select Events

  2. Enable the toggle Enable .ICS Calendar with Event Email Confirmations

Within a few minutes, any new Event Email Confirmations that are sent will include a .ICS calendar attachment, allowing your users to easily add this event to their Outlook calendar.

What user data is stored after disconnecting Microsoft Teams or Zoom account?

No identifiable user data is stored within the Access Learning once the Microsoft Teams or Zoom app has been disconnected from the Access Learning.

Y

Access Learning: Disconnect your Zoom or Microsoft Teams Account from Access Learning

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