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. This article provides information about how to set up the VILT for Microsoft Teams integration and pair instructor accounts so that they can have the role of meeting organizer. 

Prerequisites

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.

• In order to use the Microsoft Teams API via the Docebo platform, you need to have a Microsoft 365 license (this license must be at least Microsoft 365 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 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.
• The integration is only available for Microsoft Teams SaaS and does not support on-premise deployments.

About meeting organizers, co-organizers and presenters

The Teams meeting organizer is the account that schedules the meeting. The organizer can in turn assign other roles (co-organizers and presenters).
→ For more information see the Microsoft article about roles in Teams meetings (opens in a new tab).

The Teams meeting organizer account must:

• Be paired with the VILT for Microsoft Teams integration.
• Be assigned to the session as an instructor 

Breakout rooms

Only organizers can create and manage breakout rooms. In addition, to do this organizers need to use the Teams desktop application (and not the web app). 

• Participants can instead join breakout rooms from any platform (desktop, web, or mobile).

Instructors 

The best practice is to pair an MS Teams account for each instructor who needs to have the organizer role in a webinar.

As an organizer, the instructor will be able to start the meeting, manage breakout rooms, set who can present, and generally control the webinar. 

Known issues

• 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.
• The account used to pair the integration must connect periodically in order to keep the token from expiring. For more information, please read the Microsoft article Refresh tokens in the Microsoft identity platform (opens in a new tab). Docebo has no control over the duration (and possible changes in duration) of this token. If the token expires, you will be required to refresh it in order to continue using this integration. 
• Instructors may appear as successfully paired in Docebo but still encounter sync errors due to silent expiration of the access token.
  The token must be periodically refreshed through re-authentication to maintain a valid integration. If expired, the instructor needs to re-pair the integration or the admin must update the client secret.

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 App registrations - Microsoft Entra admin center 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 & 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 (referred to as Secret Value in Microsoft Entra) generated for the app you have created in Microsoft Entra (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. The instructor account does not require Entra ID admin rights to perform this action.

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 Microsoft Entra ID. The instructor of the session will be defined by the Entra ID-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 Entra ID

In some circumstances, it may be necessary to re-pair your VILT for Microsoft Teams integration with Microsoft Entra ID. 

Decision table – When and how to re-pair the Microsoft Teams integration

* As of February 23, 2022, the Microsoft Teams VILT integration has been improved. Instructors can now be added to webinar ILT (Instructor-Led Training) courses without requiring Administrator privileges in Entra ID, reducing infrastructure risk. To implement this improvement you must re-pair your integration.

Preparation

In your web browser, open the Microsoft Entra ID portal and sign in using your Microsoft administrator credentials. Then, without closing the Entra tab or window, open a new tab or window and log in to your Docebo platform as a Superadmin. From the gear icon in the top-right corner, access the Admin menu and click Manage under the VILT for Microsoft Teams section.

For simplicity, we will refer to the Microsoft Entra ID tab or window as the “Entra browser tab” and the VILT for Microsoft Teams tab or window as the “Docebo browser tab” throughout these instructions.

Pairing process

Please note: In order to access the pairing interface in the Admin Menu, users must have Superadmin permissions in Docebo. This is required to access the Microsoft Teams integration settings and complete the pairing flow.

In the Entra browser tab, go to the Overview section and copy the Application (client) ID to the clipboard.

Next, navigate to the API permissions section. Locate the Microsoft Graph row, click the ellipsis (⋯) button, and select Revoke all admin consents. Confirm the action by clicking Yes, remove in the pop-up window. 

Note: Revoking admin consent is not typically required when re-pairing instructors configured after February 23, 2022. Admin consent revocation is necessary only when application permissions in Entra ID have changed significantly or a broader set of scopes needs to be granted.

For most re-pair scenarios, simply updating the client secret and re-pairing the instructor is sufficient.

While still in the Entra browser tab, go to Certificates & secrets and click New client secret. In the slide-out panel, enter a recognizable description and set the expiration period to 24 months from the dropdown menu. Then click Add. Your new client secret will appear next to the description—copy the value immediately, as it won’t be visible again.

Switch to the Docebo browser tab, click the ellipsis (⋯) menu next to the account you wish to re-pair, and select Edit. Paste the new client secret into the Client secret field and click Confirm.

The system will then attempt to re-pair with Microsoft Entra ID. Upon successful pairing, a confirmation message will appear indicating that the account was updated successfully.

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