Technology has changed the landscape of education. We now have more choices than ever for virtual engagement, involvement, and collaboration! We’ve partnered with Microsoft Teams to make sure you can capture those moments of involvement, even while being remotely connected.
Let’s go over how the Microsoft Teams (MS Teams) integration works and how you can seamlessly collect attendee participation for virtual events.
The MS Teams integration process must be completed for by your MS Teams administrator before this feature will work. Learn more about Enabling and Setting Up The MS Teams Integration on your campus!
If you're looking for information on tracking attendance using Zoom, check out this article!
Step 1: Create Your Event Meeting in Microsoft Teams
You can learn more about how to create an MS Teams meeting using these resources!
If a video tutorial works better for you, here's a great overview tutorial on MS Teams.
One of the most essential settings you will need to activate is to require authentication, meaning your attendees must log in to use MS Teams. The email address they use to log in must match the email address listed in Presence! This matching information is what allows us to credit the attendee in our system.
Step 2: Incorporating MS Teams Into Your Involve Event
The next step is event creation! From the left navigation menu, click on Create, then choose Event:
Your campus’ Event Registration form has been customized for your institution and may look different than the screenshots below. To use the MS Teams integration, we’ll just need to focus on the “Location” field.
Enter the MS Teams meeting link in the Location field. After inputting the date and time, place your MS Teams meeting link into the Location field:
When inputting a Teams link into a Involve event, the start of the URL must begin with https://teams.microsoft.com/l/meetup-join. Any of the other URLs that come from Teams are incorrect and will not display in Involve, so please take a moment to check the link you're adding.
Events can be created as far in advance as you like. Prior to the meeting start time, the meeting link will appear as a URL when viewing the event details. Once the meeting starts, the link will convert to a user friendly button for attendees to click and easily join the virtual event:
And now comes the hardest part: Hosting your awesome event! Everything else is automated.
No, really! You’re all done! When the virtual meeting ends, MS Teams provides us with a list of your event attendees. We process that information and add the attendees to your event without any additional steps needed on your part. Once you have your list of attendees, you can email them for feedback, export them to a spreadsheet, even invite them to join your organization!
Best Practices For A Smooth Attendee Import
Attendees will be prompted to sign in to MS Teams as they join your virtual meeting. At the conclusion of your event, Teams shares that list of attendees with Involve and we use that list to build an attendee list for your event. A few things to note:
Attendees will not be imported until the scheduled end time of the Teams meeting. For example, if your meeting is scheduled in MS Team to end at 5:00 p.m., the import process will not start until 5:01 p.m. - even if you end the meeting manually at 4:30.
It can take up to 60 minutes for MS Teams to send over the attendee data. Once received, the attendees are processed immediately.
We will match the attendees’ email addresses with active users in our system. Be sure to encourage folks to use the email address associated with their Involve account so we can mark the attendance on their Involve profile.
Any email address that cannot be linked to an active Involve profile will be marked as a guest. Guests will be listed on the imported attendee list provided Guest Check-In is enabled on your campus and the event settings permit Guest Check-In.
If you have limited attendee check-in to “members only”, please note that only members of your organization will be added to the attendee list.
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