MS Teams: manage legacy ILT session attendance – Knowledge Base

Summary

For MS Teams, LearnUpon lets you set a minimum attendance requirement of legacy ILT sessions, for learners using Microsoft accounts.

Availability: all customers who use MS Teams meetings

After the session, you can review users' attendance. For any users who didn't meet the minimum attendance, you can set their status to No Show, and enable them to enroll in another session, if required.

MS Teams attendance tracking does not cover attendance within breakout rooms.

Note: Learn about how LearnUpon is redesigning ILTs including its session attendance options. See Live Learning: overview and features.

Attendance for MS Teams sessions: overview

Microsoft Teams works differently from other webinar providers. For MS Teams, LearnUpon offers a login window from 15 minutes before the session starts, available until 15 minutes after the session ends. LearnUpon keeps its own record of attendance based on user logins in this time window.

This record is available right after the session ends.

Microsoft delivers an attendance report separately some time after the session, typically up to 2 hours after the session ended. This report supplies data so LearnUpon can calculate minimum attendance. From Manage Attendance you can see learners marked as follows:

Attended: learners logged in with an MS account, and attended the minimum required time
Partially attended: learners logged in with an MS account, and attended less than the minimum time
No show: learners who didn't attend, or joined as guests without an MS account

If you don't set minimum required attendance for a session, the automatic attendance marking conditions apply, the same way as for other webinar providers. See Legacy ILTs: manage session attendance > Record attendance automatically.

From Manage Attendees you can set up a followup action, like requiring users to attend another session:

For No Show learners: set up a followup action
For Partially Attended learners: change their statuses to No Show, then set up a followup action

How LearnUpon and MS Teams record attendance

Note: for accurate attendance results with MS Teams, learners must access the session through the LearnUpon portal, or through an email link.

The email account learners use to join a session determines if LearnUpon and MS Teams record their attendance. To track session attendance, LearnUpon matches the email address in the session invite to the email address the learner uses to log in.

If learners use an account different from their invite address, LearnUpon can't link this attendance record to the learner.

Learners with Microsoft accounts

LearnUpon and MS Teams record learner attendance in full for learners with Microsoft accounts, who start from one of the following locations:

from their portal dashboard, selecting Join Webinar
from an email notification, selecting the login URL
from within Microsoft interface

Learners without Microsoft accounts

Learners without Microsoft accounts can attend sessions in MS Teams. However, the automated attendance records for these learners are not as consistent as for learners with Microsoft accounts.

The session attendance requirements, plus the learners' login, controls how LearnUpon handles learners' attendance data. If learners:

attend a session through MS Teams as a guest: the learner can take part in the session, but LearnUpon does not record attendance
attend a session through either the LearnUpon portal or an email link: LearnUpon records full attendance by default
attend a session with a minimum attendance requirement, either through the LearnUpon portal or an email link: LearnUpon does not record attendance - this feature requires a Microsoft account

Minimum required attendance vs legacy ILT report: the difference

The minimum required attendance setting for webinars is available for MS Teams only, and only works for learners who log in using their MS accounts.

The legacy ILT report is available for all 3rd party webinar integrations, and all accounts. The report lists how many minutes a learner attended, without defining a minimum requirement.

See Legacy reports: setting filters to learn about reporting on legacy ILT attendance.

This report is separate from the minimum required attendance log available from my course > ILT session> Manage Attendees.

Review attendance and set up users to attend again

The full list of actions appears when you have multiple modules. To choose another session on the course, the course must include more legacy ILT sessions to attend.

For Partially Attended learners:

From main navigation, go to Courses > my course.
From secondary navigation select Content > my ILT session.
From the session details, select Manage Attendees.
Manage Attendees shows learner statuses on the session as
- Attended
- Partially Attended
- No show
Select Partially Attended learners: choose them individually, or up to 10 at a time per page.
From Select a new status for attendees, select No Show.
From What shall we do after we update attendee statuses? dropdown, select one of
- Allow the learner to choose another session on this course
- Remain enrolled on course AND keep all course sequencing checks in place
- Remain enrolled BUT ignore sequencing checks for this session
- Unenroll from course and from all other sessions & modules
Set attendance to finish.

For No Show learners:

From main navigation, go to Courses > my course.
From secondary navigation select Content > my ILT session.
From the session details, select Manage Attendees.
Manage Attendees shows learner statuses on the session as
- Attended
- Partially Attended
- No show
From the Manage Attendees page, select No Show learners.
From What shall we do after we update attendee statuses? dropdown, select an action from the list.
Set attendance to finish.

The following screenshot shows the options available for learners with a No Show status.

See:

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