Use this article if the Events page has a Create New Event button. If it has a New event button, see the articles in Events and sessions.
You can have Learn:Go create a Microsoft Teams meeting for an online or hybrid session, and assign a facilitator who sees the session in one list. You open the session form with the steps in Add and manage the sessions of a schedule.
Before you start
To create a Teams meeting, the Microsoft 365 integration must be on for your organisation. To assign a facilitator or open My Assigned Sessions, session facilitators must be on for your organisation. To turn on either setting, contact support.
You need permission to view events to open My Assigned Sessions. These are the default roles with this permission: Organisation Admin and Event Admin (for its events). A person who is the facilitator of a session also has this permission for that session.
Create a Microsoft Teams meeting for a session
Select Auto-create Microsoft Teams meeting in the form of a new session to have Learn:Go create a Teams meeting when you create the session. The help text under the box reads "A Teams meeting will be created automatically for this session when you save. The meeting link will appear here once it is ready."
- Open the form to add a session.
- Select Online (remote) or Hybrid as the session type.
- In the "Online Details" block, select Auto-create Microsoft Teams meeting.
- Complete the other fields.
- Select Create.
The meeting link appears on the new session when it is ready.
When you select the box, Learn:Go switches off the Add Link field and clears it. When you select In-Person (venue), Learn:Go clears the link and clears the box.
If your organisation uses a Microsoft account for each organiser, the box stays off until the session author connects an account. The next section has the steps.
Connect a Microsoft account
Connect your Microsoft account so that Learn:Go can create Teams meetings for the sessions that you author. This applies when your organisation uses a Microsoft account for each organiser.
- Open the session form.
- Select Online (remote) or Hybrid as the session type.
- Below Auto-create Microsoft Teams meeting, read the message "Connect your Microsoft account to enable auto-create."
- Select Connect my Microsoft account.
- Sign in with Microsoft in the window that opens.
While Learn:Go starts the connection, the button shows "Redirecting to Microsoft…". When the connection is ready, you see "Connected as <your Microsoft account>" and you can select Auto-create Microsoft Teams meeting.
When your Microsoft session expires, you see "Your Microsoft session has expired. Reconnect to continue auto-creating meetings." Select Reconnect and sign in again.
To stop auto-create, select Disconnect. The dialog "Disconnect Microsoft account?" says "Auto-create will stop working for sessions where you are the organiser until you reconnect. Continue?" Select Disconnect to confirm, or select Cancel to keep the connection.
Only the session author sees the Disconnect button. If you edit a session that another person authored, you cannot connect for that author. You see "The organiser of this session needs to reconnect their Microsoft account before meetings can be auto-created." when the author is not connected or their connection has expired.
Assign a facilitator to a session
Assign one facilitator to a session in the session form. The Facilitator section is below the end date and above the reminders. It reads "Assign one facilitator to this session. They can view their assigned sessions, see the learner list, and record attendance".
- Open the session form.
- Select the Facilitator field.
- Type at least 2 characters of the name, email or username of the person.
- Select the person from the list.
- Save the session.
The list shows the name of each person with their email in brackets. You can choose only people that you can see in your user list. After you save, the person is the facilitator of the session and sees it in My Assigned Sessions.
To remove the facilitator, select the X in the field and save the session. If your organisation later switches off session facilitators, existing assignments stay.
Find the sessions you facilitate
Open My Assigned Sessions to see every session that someone has assigned to you as facilitator. The page reads "Sessions you are assigned to facilitate. Open one to see the learner list and record attendance."
- In the Learn:Go menu, select Events.
- Select My Assigned Sessions.
- Select the Upcoming tab or the Past tab.
The table shows the name, event, schedule, start, end, type, venue and attendance of each session. The type reads "Online", "In-person" or "Hybrid". The attendance reads, for example, "3 of 10 recorded".
Select the name of a session to open the session page. The steps to record attendance are in Mark attendance and run event reports.
A cancelled session shows with a line through it, "Session Cancelled" and "Cancellation reason: <reason>". Its name is not a link.
Troubleshooting
If you cannot find Auto-create Microsoft Teams meeting in the session form, contact support. The Microsoft 365 integration may be off for your organisation.
If the box is switched off and you see "Connect my Microsoft account", select that button and sign in.
If the session page still shows that the meeting is being created after about two minutes, the message changes to ask you to refresh. Refresh the page to check for the meeting link.
If you see "Could not start the Microsoft connection. Please try again.", select Connect my Microsoft account again.
If you see "Your browser blocked the Microsoft sign-in window. Allow popups for this site and click Connect again.", allow popups for Learn:Go in your browser and select the button again.
If you cannot find the Facilitator section in the session form, contact support. Session facilitators may be off for your organisation.
If you see "Type at least 2 characters to search", type more characters.
If you see "No matches found", check the spelling or search with the email of the person.
If you cannot find My Assigned Sessions, session facilitators may be off for your organisation. Contact support to turn them on. If your role does not allow you to view events, ask an Organisation Admin to check your role.
If you see "You have no sessions assigned", wait until someone assigns you to facilitate a session. The session then appears on the page.
If you see "You have no upcoming sessions", select the Past tab. Sessions from before today are on that tab.
If you see "You have no past sessions", check again the day after a session takes place. Sessions appear on the Past tab on that day.