The Weblearn Teams integration allows users to create a meeting from their Weblearn module and invite all users enrolled on the module to the meeting.
Invited students will be able to join the meeting through their Weblearn module or the meeting invite that will be added to their Outlook Calendar.
To create meetings for a module cohort:
- Enable MS Education integration for the Weblearn module (one off)
- Create a meeting, add module cohort and send meeting invites
- Edit the meeting options
Naming conventions for Weblearn Teams meetings
The title of the meeting should start with the module code to ensure the meetings can be easily identified by name when accessed from the Outlook calendar.
Calendars:
If meetings with the same title are created for different modules, adding the module code will help to identify which module belongs to and make it easier for users to join the correct session from their Outlook calendar.
Create Teams meeting through Weblearn
The meeting will have the same set up options as a meeting created in outlook and an additional option to invite the entire class to the meeting.
- Click on ‘More tool’ under the ‘Details & Actions’ menu
- Select ‘Meetings’
- Click on ‘New Meeting’ and add the title
- Click on ‘Add entire class’ to invite all users on the module and select the ‘Allow anyone in the course to join’ checkbox
All users on the Weblearn module will be added to the invite.
You can remove users from the invite by clicking on the ‘x’ next to their name or add additional users to the invite.
- Configure the date, time and other settings on the screen as needed
- Click on ‘Save’ to create the meeting and send invites to all users.
- Click on the ‘Edit’ option to configure the meeting options as required for the type of online session
Add meeting link in module
It is recommended that you also add a link to the meeting at the top of the module page as well. This will ensure that any students added to the module after the meeting was created can also join.
- Click on the three does next tot he Edit button
- Select ‘Copy join link’
- At the top of the Module Content page, select the plus (+) sign
- Click on ‘Create’
On the Create Item panel, select ‘Link’
- Enter a ‘Display name’ for the weblink. This is the name of the link which will be visible to students. For more information about naming weblinks see Accessible Weblinks – Learning Technology Support
- Enter the copied meeting link into the ‘Link URL’ field
Optionally, add a description
- Click on ‘Save’
Note: the meeting link can also be sent out to students via the Announcements tool.
Multiple instructors: add as co-organisers
If the module has multiple instructors, make sure you set them up a co-organisers. This is required for them to be able to run the session and edit options if the person who created the meeting does not join the meeting.
- Click on the ‘Edit’ option
- Click on ‘Meeting Options’
The meeting options open in a new tab
- Click on roles. Type in the name(s) of colleague(s) in the ‘Choose co-organizers’ input to make them co-organisers
- Click on ‘Save’ at the bottom of the page and close
Assign presenter roles
If you need to define who can present or record, use ‘Roles’ in the meeting options to specify organisers and co-organisers as presenters. This means that all other users join the meeting as an attendee.
Attendees can’t record meetings or take control of presentations or shared content during the meeting. You can change an attendees role to presenter after they have joined the meeting if required.
- Click on the ‘Edit’ button
- Click on ‘Meeting Options’
The meeting options open in a new tab
- Click on roles. Type in the name(s) of colleague(s) in the ‘Choose co-organizers’ input to make them co-organisers.
- Change the ‘Who can present’ to ‘Only organizers and co-organizers’
- Click on ‘Save’ at the bottom of the page