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Setting up and using Microsoft Teams

There are two ways to use MS Teams with pickAtime

Method 1: Enable MS Teams Integration (Auto-Generated Unique Links)

Each appointment receives a a unique MS Teams link link that is automatically generated and sent to both parent and teacher.  Please ensure that Microsoft Teams is enabled for your organization's users; otherwise, virtual meetings won't be created.

  1. Have your teachers sync their Outlook Calendar using the instructions here.
  2. Enable MS Teams
  3. Go to Settings / UI Setup / Advanced Settings.
  4. Under Under Online Meeting Provider, select select MS Teams.
  5. Use Virtual Appointment Types
  6. MS Teams links are only generated for appointments of type Virtual or type Virtual or Virtual/In-Person.
  7. Email Configuration
  8. Go to to Settings / Notification Setup.
  9. Check Check the Send confirmation email option.
  10. Enable “Insert Printable Schedule as Body” to include the $(ROOM) macro (MS Teams link).
  11. Optionally, you may need to change the virtual event column header to say MS Teams.
  12. Customize Calendar Notifications
  13. To edit the details of the notification that the the parent/participant  receives in their calendar, go to the the Settings / Notification Setup Setup page. Select Select Calendar Event Notification, and then you can edit the Title (this is the header), the Description (the message in the calendar), and the Location*.  
  14. To edit the details of the notification that the the teacher/provider receives receives in their calendar, go to the the Settings / Notification Setup Setup page. Select the the Resource Notification Email, and then you can edit the Subject and the Confirmation Email Body.  

Notes

You need to have a Microsoft Business Account and an MS Teams License for Teachers

  • Teachers must have a Microsoft Business account and an active MS Teams license within their organization.
  • To verify and activate the MS Teams license:
    1. Sign in to to https://admin.microsoft.com/.
    2. On the homepage, go to the Users the Users section and select the teacher’s account.
    3. Click Click More actions actions and choose choose Manage product licenses.  
    4. In the the Licenses and Apps Apps window, ensure the the MS Teams Teams app is checked under under Apps.
    5. If If MS Teams Teams is unchecked, activate it and click click Save Changes.
Additional Notes
  • Parents must log in to MS Teams to join meetings.
  • For updating time zones, contact contact support@pickatime.com  to request a 'Force Update Appointments'.
  • Until a real MS Teams link is generated, a placeholder 'pickAtime' link appears.

Online Meetings Page  Guide

This page helps Admins monitor the status of of MS Teams link generation and teacher calendar syncs. It’s essential to ensure that every virtual appointment is properly linked when using the MS Teams Integration.

Sections on the Online Meeting Page

1. Online Meeting Sync

  • Shows appointments with still generating MS Teams links.
  • Note: Link generation may take up to to 40 minutes.
  • The links will will disappear from this section once the link is created and detected.

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2. Online Meeting Issues

  • This section lists teachers/resources that do not have meeting URLs.
  • The system will give the relevant meeting information.  

3. Calendar Link Setup Status

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This section will show you if the teacher has synced their account or not and offers you the option to log in as the teacher directly from this page.

Export Setup

  • Checked when:
    • The teacher has synced the MS Calendar account on the Calendar Sync page in the Admin UI.
    • Selected a default calendar.
    • Clicked Clicked Save and Sync.
  • Missing check check = Teacher has has not completed completed calendar sync.

Import Setup

  • Checked if the teacher opted to to block off times in pickAtime from MS Calendar.
  • Not recommended for teachers.

Important Admin Tips

  • Teachers Teachers must have a Resource assigned assigned to their contact records and and time slots with the appointment type virtual created created to appear on this page.
  • After enabling the Online Meeting Provider: MS Teams, always check the Online Meeting Links page (left-handed dashboard).
    • Use it to to identify any missing URLs and URLs and verify teacher sync status.
  • If links don’t generate after 40 minutes, confirm:
    • The teacher has completed sync (Export Setup is checked).
    • The appointment was created as Virtual or as Virtual or Virtual/In-Person.

Still No Link?

It might be due to:

  • The time zone was recently changed
  • There’s an error in the system

Contact: support@pickatime.com

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