Docebo VILT for Zoom V3: Event management and reporting guide

Introduction

For those using Zoom Meeting and Zoom Webinar for web training, your Docebo platform can integrate with Zoom, so your users can access live VILT (Virtual Instructor-Led Training) training sessions in their Docebo platforms.

You must have an active Zoom account and remain in agreement with the terms and conditions in your contract in order to successfully configure this integration. Also, note that your Zoom license must include the possibility to manage meetings and webinars. Docebo shares the platform users' first names, last names and emails with Zoom during the webinar sessions.

This article serves as a guide for configuring events and accessing attendance data for the Docebo VILT for Zoom V3 integration.

Activating Zoom in Docebo

Activate the Zoom app as described in the Managing apps and features article of the knowledge base. The app is listed in the Web Conferencing vertical tab.

Removing the app

Log in to your Zoom Account and navigate to the Zoom App Marketplace. Next, click Manage followed by Added Apps or search for the Docebo app. Then, click the Docebo app followed by Remove.

Go to the Docebo platform and you will see that the selected account has been unpaired successfully.

Please note: Removing the app will not remove all the data associated with the app. Certain data, such as user name, last name, email address and time spent by the user in Zoom webinars is retained by the Docebo platform for reporting purposes. This data will be retained as long as the user account exists in Docebo or as long as the user is enrolled in the course where the webinar has been hosted.

Prerequisites

In order to be able to use this guide, your Superadmin must have configured the integration according to Docebo VILT for Zoom V3: Integrator guide.

Creating an event using the Zoom version 3 integration

Once you have paired your account and assigned at least one Zoom host, you can create ILT session events.

In Course Management, select the course and open the session you wish to add your Zoom event to. Next, press the button in the top right corner of the screen and select New Event.

In the slide-in panel, enter a name, select a date and a description of the event, then move to the Event Time section. Here, you set the event start and end times and, optionally, the event's break start and end times, as well as the time zone. The Duration field is read-only and is automatically calculated based on the times you have entered.

Next, move to the Event Type section. In the Venue and Video Conference Tool section, activate the Video Conference Tool checkbox and in the drop-down menu, select Zoom Meeting (or Zoom Webinar). Next, you will be able to choose which paired Zoom account you wish to use for this event, followed by the Zoom Host, the settings template, and the Zoom alternative hosts.

Look for the Zoom host and the alternative hosts by starting to type their names and selecting one of the available options from the search results. You can select one host and up to 200 alternative hosts. The host cannot also be selected as an alternative host. Remember that the hosts must be defined as such in Zoom.

When configuring alternative hosts for an event, they will receive an email with the meeting or webinar URL that will entitle them to open the meeting or the webinar on behalf of the host by logging in to Zoom with the host credentials and inheriting the same permissions as the main host.

In the Attendance Options section choose which options you would like to activate in order to mark the event as attended. Then, choose at which point you would like to have the Join button displayed to the learners.

Please note: In order to be able to track attendance in meetings, the Attendance Options (one or both of Mark the event as attended when the user joins the webinar or Mark the event as attended if the user accesses the recordings) must be activated prior to the meeting or event being started.

Next, in the Registration section, set whether you want to Enable mandatory registration for all users. Note that this option must be turned on in order to have correct attendance tracking based on Zoom attendance.

Under Authentication, set whether users will be required to authenticate, and under Passcode set the meeting or webinar passcode. You can click Auto generate passcode to automatically generate a passcode compliant with the Zoom policy.     

Finally, set an external Collaboration tool if required, and type in the name of the Event instructor.

Once you are satisfied with your choices, you can press the Confirm button to create the event.

Notes about creating an event using the Zoom version 3 integration:

• Unlike other VILT offerings, with Zoom version 3 you can set the session as attended if the learner is present for a predefined percentage of the actual duration of the session. If a learner has to disconnect and reconnect to the session then the times spent in the session is accumulated toward the total.
• Since May 30, 2020, Zoom has required that all new and already scheduled ILT sessions must be secured with a passcode. You are required to set a passcode for every new Zoom webinar session and to update all of the already scheduled Zoom webinar sessions by adding a passcode in the dedicated field in the Session date(s) management area. The passcode is required for the session configuration only, learners will not be required to enter it when connecting. Do not enable any option in the Passcode Requirements section in Zoom (Admin Menu → Account Management → Account Settings tab).
• Zoom V3 does not support Zoom recurrent meetings.
• The Zoom setting Use Personal Meeting ID (PMI) when scheduling a meeting must be disabled to prevent errors occurring when a participant attempts to join an event.
• The meeting host must be configured as an event instructor in the ILT session. If the host is configured as a learner, Zoom will not recognize the host.
• Accounts configured as alternative hosts will join the meeting using the alternative host account and will be displayed using the associated account’s name. When the real host joins after an alternative host, they’ll connect as the designated host without any issues. The alternative host’s connection does not block the host’s access.

Tracking attendance in meetings

Attendance tracking is based on the actual duration of the Zoom meeting, not the time scheduled in the Docebo platform. For example, if in Docebo a meeting is scheduled to last 1 hour and the minimum required attendance is set at 80% but in Zoom the meeting ends in 10 minutes then anyone who was present in the meeting for 8 minutes or more will be marked as present in the reports, even if the report in Docebo says they attended just 8 minutes of a 1 hour event. The event timer is started once the instructor logs into the event.

Best practice: Since the event timer starts at the time the instructor joins the event, this may cause a distortion of the percentage of the event a learner has attended. For example, if the event is due to last one hour and the instructor logs in an hour early, then it can happen that a learner will not be marked as having attended more than 50% of the event, despite having attended the event for the entire time scheduled. Please be mindful of this when setting attendance percentages.

Prerequisites for tracking attendance

In order to be able to track attendance the following conditions must be met:

• An event must have more than one participant along with the host
• Users must be associated (using their email address, first name and last name) with the Zoom account paired in Docebo
• The Mark the event as attended if the user spends at least % of the time of the webinar in the webinar tool option must be activated

Using Custom Reports

Attendance tracking is displayed under Session Time in the VILT Report. For more information about reports, please see Creating and managing new custom reports. In order for your attendance to be tracked, you must be logged in to Zoom when attending a session.

Using Course Management

Session statistics

You can find attendance tracking information also in Course Management by opening the course you wish to view tracking information for and pressing on the Session Statistics tab. The list of attendees will be displayed along with the session they attended as well as the duration of attendance, evaluation status and score, if applicable. For more information about the Session Statistics tab please see the Session statistics chapter in the article Creating and managing ILT and VILT courses.

Reports

A more detailed view is provided by pressing on the Reports tab of the course in the Course Management section. You will be able to view detailed information about access dates, enrollment and completion dates (if applicable), the percentage of progress, time spent in the training material, time spent in the session as well as the status and score of the session. For more information about the Reports tab please see the Reports chapter in the article Creating and Managing ILT and VILT Courses.

Using the Attendance tab in the event details

By accessing the event itself in Course Management, you can find a summary of the attendees for that particular event listed with their contact information, as well as attendance status and the time spent attending the event. For more information about managing events please see Creating and Managing ILT and VILT Sessions.