Introduction

For those using Microsoft Teams for collaboration and for web training, Docebo can integrate with this tool, so your users can access live training and collaboration sessions directly in webinar courses in their platforms.

You must have an active Microsoft Teams account (not a trial account) and remain in agreement with the terms and conditions in your contract in order to successfully configure this integration.

More information about ILT (Instructor-Led Training) and VILT (Virtual Instructor-Led Training) sessions on mobile devices.

Important notes about VILT for Microsoft Teams:

• The integration is only available for Microsoft Teams SaaS and does not support on-premise deployments.
• Only an account that is paired with the VILT for Microsoft Teams integration can be the organizer of an event.
• Breakout rooms can be used within the Microsoft Teams application. They are not supported by the integration when used in Webview.
• Presenter rights are assigned by the instructor who starts the meeting.
• Instructors of live events must join the event from the Microsoft Teams desktop app.
• In order to use the Microsoft Teams API via the Docebo platform, you need to have an Office365 license (this license must be at least Office365 Basic) for the Microsoft Entra user you will use to pair with the Docebo platform. Learn more from the Microsoft website (opens in a new tab).
• If a Superadmin makes a change to a meeting then a new URL for the meeting is generated. Should that change be made while a meeting is already in progress then all participants joining the meeting after the new URL is issued will be placed in a separate meeting. Care should be taken to not make changes to meetings that are in progress.
• If you require multiple accounts configured in Docebo using the same Microsoft Entra ID tenant, you will need to create a new App registration in Entra with a new App ID and client secret. You can not use multiple client secrets created for one App registration in separate Docebo accounts, each account will need its own App registration.

Activating the VILT for Microsoft Teams app in Docebo

Activate the VILT for Microsoft Teams app as described in the Managing Apps & Features article of the Knowledge Base. The app is listed in the Web Conferencing tab.

Creating and configuring the Docebo app in Microsoft Teams

To configure Docebo in Microsoft Teams, sign in to the Microsoft Entra admin center (opens in a new tab) and, in the Applications tab, press App Registrations.

Next, in the App registrations window, press New Registration to begin the app registration process.

In the following window, define a name for your app.

Next, move to your Docebo platform to create your Microsoft Teams account. Log in as a Superadmin and access the Admin Menu by scrolling your mouse over the gear icon. Find the VILT for Microsoft Teams section and select the Manage subitem.

On the VILT for Microsoft Teams management page, click New Account in the top right corner of the page.

Now, copy the Microsoft Teams OAuth redirect account URL shown on the top of the right panel to your clipboard and return to the Microsoft Entra App registration tab of your browser.

In the Register an application window, move to the Supported account types section and make sure the radio button for Accounts in this organizational directory only is checked, then move to the Redirect URI (optional) section.

In the Select a platform drop-down menu, select Web. Then, in the textbox, paste the URI you copied in your Docebo Learn platform previously. Next, press Register to finish registering your application.

Please note: The Redirect URI is defined based on the domain the user logs into. When using a custom domain, configured in Domain Management, make sure you are using the custom domain URL and not the https://[platform name].docebosaas.com/ URL.

Next, you will be returned to the Microsoft Entra admin center page. In the left menu, under Applications, press App registrations to see your newly created app registration. Click on the name of your application to proceed to the next step.

The Application (client) ID and the Directory (tenant) ID displayed in the Essentials area of the page are needed for the creation of the Microsoft Teams account in Docebo. Next, press Certificates & secrets in the Manage menu to generate the Client Secret.

If you are not already there, press the Client secrets tab to proceed. Then, press the New client secret button.

In the resulting slide-in window, give your client secret a description and set the expiration date. The expiration date can be set by choosing a preset duration or you can set a custom duration using start and end dates. Please note that the expiration date of the client secret can not be configured to be more than two years after the start date. Next, press the Add button to add your client secret.

You will be returned to the Certificates and secrets window where you can now see your client secret listed, along with the value and secret ID. Next, copy and paste the secret value and secret ID to a safe place (for example a text editor) as you will not be able to retrieve them again once you navigate away from this page.

Next, press API permissions in the Manage menu and click on Add a permission.

In the resulting slide-in window, press Microsoft Graph.

In the following page, choose the Delegated Permissions option.

In the list of permissions the following permissions must be granted:

In the OpenID permissions section, select:

• openid
• offline_access

In the OnlineMeetings section, select:

• OnlineMeetings.ReadWrite

In the User permissions section, if it is not already selected by default, select:

• User.read

Please note: If the Show Meeting instructor calendar option in the VILT for Microsoft Teams account settings is activated, then in the Calendars section, select:

• Calendars.ReadWrite

If this option is not activated or required, the permission should not be set in Microsoft Entra.

This option is available for the Meeting session type only, it allows for the possibility of creating the event in the Microsoft Teams calendar of the account owner authorized in Docebo.

Next, press Add Permissions to complete the configuration. Now, move to Docebo to complete and activate the integration.

Configuring Microsoft Teams in Docebo

Move back to your Docebo platform where you have previously started the Microsoft Teams account creation. In the right panel, type your account name and description, then paste the Client ID, the Tenant ID and the Client Secret generated for the app you have created in Microsoft Azure. Select the session type; either Meeting or Event depending on the type of events you will manage with the account you are creating. Please note that you can create and manage multiple Docebo accounts with the same Microsoft Team account by creating multiple apps in Microsoft Teams.

Define the maximum number of sessions allowed per course (up to 999), the maximum number of sessions that this account can manage, and the maximum number of concurrent rooms. Please note that the number of concurrent rooms is the one agreed on in your Microsoft Teams license.

Press Create when you are finished. You will be redirected to Microsoft Teams for the app pairing. Once the account is paired, you can create webinar sessions for ILT courses.

Managing your Microsoft Teams account in Docebo

You can re-execute the pair between the Microsoft Teams account you have created in Docebo with your Microsoft Teams account at any time. To do so, log in to Docebo as the user who configured the account to be paired, access the VILT for Microsoft Teams settings page from the Admin Menu, look for your account in the list of configured accounts, click on the ellipsis menu at the end of the account row, and select Pair. This operation may take a few seconds to be completed.

At any time, you can edit the details of your account by clicking on the ellipsis menu at the end of the account row, and selecting Edit. You can delete your account by selecting Delete from the same ellipsis menu.

When editing the Client ID, the Tenant ID and the Client Secret of your account, you need to re-synchronize it with Microsoft Teams. To do so, select the Pair option after saving your changes.

Instructors

In order for a user to be an instructor in VILT for Microsoft Teams, that user must first pair their Docebo account with Microsoft Teams using the Admin Menu in Docebo. This requires the user to be logged in and, at least temporarily, have Superadmin access to the platform as this task can not be performed as a regular user.

In order for a Docebo user to join a webinar as an instructor in Microsoft Teams, the account must be paired to an individual account in Azure. The instructor of the session will be defined by the Azure-based Microsoft Teams account and the Microsoft Teams account created in Docebo will be used to launch the session. This does not apply to users wishing to join a webinar as a learner.

Instructors launching a new webinar must take care to be logged in to the instance of Teams that is paired with the VILT for Microsoft Teams app. If they are not using the correct account or are not logged in they will not be able to join the webinar as an instructor, instead they will join as a participant.

Please note: If you are an instructor and you are unable to start a webinar session, please check with a Superadmin to make sure you have the necessary permissions.

Re-pairing VILT for Microsoft Teams with Azure

As of February 23, 2022, an improvement to the VILT for Microsoft Teams integration is released. With this update you are able to add instructors to webinar ILT(Instructor-Led Training) courses without needing to grant them Administrator privileges in Microsoft Azure, thereby minimizing potential risks to your infrastructure.
In order for this improvement to be implemented, you need to re-pair your VILT for Microsoft Teams integration with Azure as described in the following steps.

Preparation

In your web browser, open Microsoft Azure and log into your Administrator panel using your Microsoft administrator credentials, then open another tab or window, without closing the Azure tab or window, log in to your Docebo platform as a Superadmin, access the Admin Menu from the gear icon in the top right corner of the page, and click on Manage in the VILT for Microsoft Teams area.

For simplification purposes we will be referring to the Microsoft Azure tab or window as “Azure browser tab” and the VILT for Microsoft Teams tab or window as “Docebo browser tab” for the remainder of these instructions.

Pairing process

In the Azure browser tab, click on the Overview tab and copy the Application (client) ID to the clipboard.

Next, click on the API permissions tab. Click on the ellipsis button in the Microsoft Graph row and select Revoke All Admin Consents. Then click on the Yes remove button in the pop-up confirmation window.

While in the Azure browser tab, click on the Certificates and Secrets tab and click on New Client Secret. In the resulting slide-out window supply a recognizable description and change the expiration time in the pull-down menu to 24 months, then press Add. In the resulting window, you will see your new client secret code immediately next to the description you just provided. Copy the code to the clipboard.

Next, switch to the Docebo browser tab and click the ellipsis menu next to the account you wish to re-pair, and click on Edit. Paste the new client secret code in the Client Secret field and press Confirm.

You will then automatically pair with the Microsoft server and, upon a successful pairing, be presented with a confirmation that the account has been edited successfully.

For any questions that you may have, please open a ticket with Docebo's Customer Support via the Help Center.