Integrate your Web Courses with Microsoft Teams
Steps to integrate your Course data with Teams
- 1 👥Who the Teams Integration is for
- 2 How the Teams Integration helps
- 3 🎯What benefits will I gain from integrating?
- 4 🧩What do I need to use this integration?
- 5 1. Prerequisites & planning
- 6 2. Set up the integration
- 7 3. Testing your integration
- 8 4. Using the integration
- 9 5. Monitoring & pausing the integration
- 10 FAQs
Please note
accessplanit’s Microsoft Teams integration is an additional, chargeable module. Please speak to your Customer Success Manager to see if this is already included within your accessplanit package or to find out more information!
Related Help Guide Pages
Take the manual work out of running Web Courses! Automatically set up Teams meetings, manage joining details, and track attendance - so your team can focus on delivery, not admin.
Want to get started quickly? Click here to jump straight to setting up your accessplanit & Teams integration
👥Who the Teams Integration is for
This module is ideal if you are currently:
Manually creating Teams meetings for every Web Course
Copying and pasting Teams joining links into your platform or emails
Worried about sending incorrect or missing joining details
Manually tracking Delegate attendance after each session
Spending time updating both your platform and Teams when Course details change
Without automation, running Web Courses can become repetitive, time-consuming, and prone to errors, especially as you scale.
How the Teams Integration helps
1. Automate webinar setup for every Course
Automatically create Microsoft Teams meetings when scheduling your Web Courses. This removes the need for manual setup and makes sure every course is ready to go with the correct joining details with minimal effort!
2. Manage joining links without manual effort
Have Delegate and Trainer joining links pulled directly into your platform, so the right information is always stored, accessible, and ready to share, without copying and pasting.
3. Track attendance and automate completion
Automatically recognise when Delegates attend your webinars and mark them as ‘Completed’. Keep your records up to date and trigger follow-on actions (like surveys or certificates) with confidence.
4. Keep course details synchronised across systems
When Course details change (such as date, time, or name), these updates are automatically reflected in Teams. This consistency avoids mismatches and confusion!
🎯What benefits will I gain from integrating?
With the Microsoft Teams integration, you will:
Eliminate manual webinar setup
Automatically create Teams meetings and manage joining details without repetitive adminSave time across course administration
Reduce time spent setting up, updating, and managing Web CoursesImprove accuracy and reduce errors
Ensure joining links and course details are always correct and up to dateAutomate attendance tracking and follow-up actions
Keep completion statuses accurate and trigger post-course workflows reliablyDeliver a smoother experience for your team and delegates
Remove friction from the booking, joining, and attendance processScale your Web Course delivery with confidence
Standardise your approach so every course is set up consistently, no matter the volume
Before integrating with Microsoft Teams | After integrating with Microsoft Teams |
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Watch this short video to see how easy it is to connect a webinar in your accessplanit platform, to Microsoft Teams!
🧩What do I need to use this integration?
To use the Microsoft Teams integration, you will need to be delivering your Web Courses using Microsoft Teams.
You’ll also need access to create an App within your organisation’s Microsoft environment (via the Microsoft Entra Admin Center or Microsoft Azure Portal), as this is required to connect your platform to Teams.
If the user selected as the meeting organiser is not an administrator within your Active Directory, additional setup steps will be required using PowerShell. Your team (or IT support) can help complete this as part of the setup process.
If you’re unsure whether you have the required access or permissions, we recommend speaking to your internal IT team, to own (or guide you through) the setup.
1. Prerequisites & planning
Before you start configuring your integration, we recommend that you have a check over the following prerequisite and planning items first!
The following steps should be followed:
Register accessplanit as an app in Azure
Choose your meeting organiser
Decide your configurations
Purchase the module with accessplanit
1.1. Register accessplanit as an app in Azure
Before you can set up your integration, you will need your internal systems administrator to register accessplanit as an App via Microsoft Azure and provide the App with the permissions needed for the integration.
Please note
This step requires technical configuration within Microsoft Azure and must be completed by a system administrator with the appropriate permissions. We recommend engaging your internal IT team as soon as possible, as this may take time to arrange.
It is important that all these steps are completed before you set up the integration, when you set up the integration it will take a snapshot of the permissions - so if you haven’t set this up correctly beforehand you integration will not work and you’ll need to repeat the set up process later
Prefer to download these steps to share them?:
You must first create an App through Active Directory in the Microsoft Entra Admin Center or Microsoft Azure Portal.
Navigate to ‘App Registrations' and use the option '+ New registration’
When creating the application you will be prompted to select ‘Supported account types’
Select ‘Accounts in any organizational directory (Any Azure AD directory - Multitenant)’
Open the ‘Authentication’ settings
Navigate to ‘Redirect URI’ and add the Web platform. Now enter the redirect URI as
https://oauth2.eu-west-2.prismatic.io/callbackSelect ‘Register’ to complete.
Open the ‘Certificates & Secrets’ settings
Select ‘+ New client secret’
Copy/save the Value for use in the connection configuration of your integration (please note, the value will not be shown again), you will need this later when connecting your systems.
Next, navigate to the ‘Overview’ section
Copy the ‘Application (client) ID' and the ‘Directory (tenant) ID’
Store these somewhere safe, you will need these later when connecting your systems.
Navigate to the ‘API Permissions’ section to assign the proper permissions for the integration.
Select ‘+ Add a Permission’ and add in the following three:
Required Scopes:
Microsoft Graph > Application permissions:OnlineMeetings.ReadWrite.All - Create/Update/Delete Meeting
OnlineMeetingArtifact.Read.All - Get Attendance Reports
User.Read.All - Lookup User by Email
Once all permissions have been added; you must ‘Grant admin consent for your organisation’ to confirm these permission changes.
Please note
These steps may vary if Microsoft updates their user interface. If you’re unable to follow the instructions, please contact Microsoft support directly. Feel free to let us know too, so we can review and update these steps!
For more information regarding authenticating against the Microsoft Graph API please refer to the Microsoft documentation.
1.2. Choose your meeting organiser
You will need to identify a user within your organisation that will be the organiser/host for your meetings in Microsoft Teams.
As part of the integration setup, you’ll need to select a user from your organisation to act as the organiser (host) for the Microsoft Teams meetings created by accessplanit.
Here’s what to know when choosing your organiser:
The user must have a Microsoft Teams licence assigned to them
The user must have Global Administrator or Teams Administrator roles (otherwise please see the additional steps below)
The user must be assigned a unique email address that is not used by any other account
They will be set as the official owner of the meetings created by the integration
These meetings won’t appear in their Outlook or Teams calendar, they are created on their behalf, but do not interfere with their own schedule
They will be able to access the Teams attendance reports for each meeting/Course
Please note
If you update the organiser at a later date, all your existing Teams links for future Courses will need to be regenerated.
Once you have defined your meeting organiser, if they are not an administrator then the following additional steps will need to be taken by your systems administrator:
Download and share these steps:
1.3. Decide your configurations
Review the below options to decide how you would your integration between accessplanit and Microsoft Teams to work
Default Time Zone
You will need to define a Default Time Zone, as the integration with Microsoft Teams requires a Time Zone in order to work properly.
When a Course is synced to Teams, the integration will first check whether a specific Time Zone has been set for that Course or it’s Training Provider.
If no Time Zone is found, the integration will fall back on your configured Default Time Zone. We recommend selecting the Time Zone that is most central to your training operations, or the Time Zone that your Courses most commonly run in.
Mark attendees as ‘Completed’
You can choose to have the integration automatically update your Delegates’ status from ‘Booked’ to ‘Completed’ if they attend your Course via Teams.
This feature can be a big time-saver and helps trigger useful post-course actions, such as sending out surveys or certificates.
However, if you prefer to have full control over marking attendance manually, you may wish to keep this setting turned off.
How does it work?
If a user joins the Teams meeting while logged in, the integration will have access to their full name and email address, making it easier to match them to a Delegate in your accessplanit platform.
If a user joins without logging in, Teams only provides the name they enter when joining. To help with this, the integration uses fuzzy matching. For example:
A Delegate named “Daniel Parker” will still be matched if the attendee joins as “Dan Parker.”
However, “Stuart Longhorn” would not be matched with an attendee who joins as “SL.”
Only Delegates with the status of ‘Booked’ will be updated automatically.
Anyone with the status ‘Cancelled,’ ‘Provisional,’ or ‘Waiting List’ will be excluded from automatic updates.
The attendance update takes place after the Course end date has passed. Completion is calculated based on the total duration of the Course and the minimum attendance percentage defined within your Teams integration settings.
For example, if your Teams integration is configured to require a minimum attendance of 50% for Delegates to be marked as Completed, a Delegate attending a 2-hour Course will be automatically marked as Completed if they attend for more than 1 hour, and this update will happen once the Course end date has passed.
Please note
Attendance updates are not instant, Microsoft Teams can take up to an hour to generate the attendance report after the meeting has ended. The integration checks for updates every 15 minutes, and your accessplanit platform will update as soon as the report becomes available.
1.4. Purchase the module with accessplanit
If you haven’t already purchased the Teams integration, get in touch with your accessplanit CSM to add this to your package!
2. Set up the integration
In this step you will set up your integration between accessplanit and Teams.
There are three steps to get your integration built:
Collate your Microsoft Teams Connection details (10 minutes)
Generate an API Key for accessplanit (10 minutes)
Set up the integration (15 minutes)
2.1. Collate your Microsoft Teams Connection
2.2. Generate your accessplanit API key
Open your accessplanit platform
Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘API Keys’ menu option to access the page where you can create a new API Key for this integration
Please note
The option to generate API keys is not available to all Admins, please get in touch with a member of the Support Team if you are unable to access this option
Click the green ‘Add API Key’ button
Provide your API Key with a name, e.g. ‘MS Teams Integration’
Copy the provided API Key and save it somewhere secure
Set your API key to be ‘Enabled’
Read more about API Keys
If you would like to know more about API Keys, and the other options available (such as the Expiration Date) please see our dedicated guide: API v2 - Developer Resources | Authorisation using API Keys
Click the ‘Save’ button at the top of the page to create your API Key
2.3. Set up the integration
Before setting up your integration, please get in touch with a member of support team via our Support Portal, they will enable the integration for you.
Once it is enabled, make sure you have ready your:
Token URL
Client ID
Client secret value
accessplanit API Key
Open your accessplanit platform
Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Open the ‘Integrations’ menu option to access the page where you can set up integrations
Please note
The 'Integrations' Administration option is not available to all Admins, please get in touch with a member of the Support Team if you are unable to access this option
Find the Microsoft Teams integration option and click on it
Click to configure your integration
If the integration has already been established, instead ‘View’ the integration and then click the ‘Reconfigure’ optionWithin the ‘Initial Configuration’ step you can change the name of the integration (optional)
Proceed to the next step ‘Connections’
In the 'Connections' step, complete the following actions for the Microsoft Teams Connection using the information you collated in 2.1:
Paste in your Token URL
Client ID
Client secret value
Scroll down to the accessplanit Connection options:
Add in your accessplanit URL
Paste in your accessplanit generated API Key (generated in 2.2)
Proceed to the next step ‘Settings’
In the ‘Settings’ step, complete the following actions:
Click ‘Finish’ to complete the set up of this integration
3. Testing your integration
In this step, you will test the integration
Sync a Course from accessplanit to Microsoft Teams
Please follow the below steps to test the integration successfully syncs a Web Course from to Teams, and stores the joining information against the Course.
Create a Test Web Course
Open the Web Courses DataGrid
Click the ‘Add Web Course’ button
Schedule a new Course, make sure you make it clear that this is not a real Course
Enter an alias that indicates the Course is for testing
Make sure the Course isn’t advertised
Select 'Microsoft Teams' as the ‘Online Platform’
Click ‘Save’ at the top of the page
Reload the ‘Details’ page by reopening it from the Web Course management menu on the left
Scroll back down to the Online Platform options, you should now see the joining links have been added for Trainers & Delegates
Please repeat step 6 if they haven’t appeared yet! If the joining links haven’t appeared within a couple of minutes there is an issue with the integration.
Join the meeting
Copy the Join URL and paste it into a new browser tab
Check that you are able to connect to and join the meeting!
Delete your test Course (optional)
If you will not be testing the sync of completed Delegates from Teams to accessplanit, you can now delete this Course.
Sync Delegates from Teams to accessplanit
Please follow the below steps to test the integration successfully syncs completed Delegates from Teams to accessplanit.
Add Delegates to the Course
Open the ‘Delegates’ page for this Course
Add two Delegates to the Course
Yourself (we assume that you will have a Microsoft account)
Another User (we recommend choosing a test User or another internal team member to avoid any confusing automated emails sending to your customers)
Join the Course as a Microsoft Teams User
Return to the Online Platform options, and copy the Join URL
Paste it into a new browser tab
This should launch Microsoft Teams with your Microsoft Account
Make sure you leave your microphone turned off - this will avoid issues later in the testing process
Join the meeting
Join the Course as an User without a Microsoft Account
Return to the Online Platform options, and copy the Join URL
Paste it into an incognito window
Type in the name of the other Delegate you registered
Make sure you mic is turned off again, and click to join
Remain in the meeting as the two Delegates for the duration of the meeting, or as long as is needed for the Delegates to meet your minimum attendee duration (see 2.3.)
Close the webinar in both your incognito browser and your Microsoft Teams application
Wait for the attendance report to be generated by Microsoft, this can take up to 1.5 hours
Check the two Delegates, both should now be ‘Completed’ on the Course
If the testing process is completed in your Sandbox environment first, make sure that this instance is deactivated before integrating with your Live environment.
Common issues
Here are some of the common issues you may run into while establishing your Microsoft Teams integration:
A Course has not synced from accessplanit to Teams
Complete the following checks:
The Organiser User meets all of the requirements defined in 1.2. Choose your meeting organiser
The Course does not have the status of ‘Cancelled’
The Course has ‘Microsoft Teams' selected as the Online Platform
Your integration is not paused (you should see a green check icon on the integration)
A Delegate’s attendance has not synced from Teams to accessplanit
4. Using the integration
Once you have completed your testing phase, you are ready to start using the integration on your Web Courses!
Here are some additional set-up steps to complete before you use the integration with a live course:
Update your automated communications to use the Online Platform Join URL
Hide the webinar details text boxes using Configure Forms
Update your automated communications use the Online Platform Join URL
As you will be switching from the ‘Webinar Details' boxes to the 'Online Platform Join Urls’, you will need to update your Email Templates to factor in this change.
If there will be a period of overlap, where some Courses will have the ‘Delegate/Trainer Webinar Details' boxes used and others have the 'Online Platform Join Urls’, you may need to include both in your emails temporarily.