Synchronize your classroom slots with Microsoft Outlook

This feature is activated on-demand only for now. Contact your Client Success Partner (CSP) if you’re interested.

Synchronize classroom slots from 360Learning to Microsoft Outlook calendar. This integration allows you to:

• Send your classroom slots directly into Microsoft Outlook.
• Make changes to classroom slots in 360Learning that will automatically reflect in your Outlook calendar.
• View classroom slot RSVP responses in your Outlook calendar.

If you're unsure of which Microsoft connector you should use, refer to Microsoft Teams or Microsoft Outlook? What integration should you use

This integration is not accessible if you are hosting Microsoft Exchange (MS email services), rather than using the cloud hosting offered by Microsoft.

Integration overview

On first sync, any existing classroom in 360Learning will be added to Outlook. When a classroom slot is updated in 360Learning, we update the slot in Outlook with the new details. Updated details can be anything in 360Learning (date, time, description, URL/Location, etc.).

• When a learner is added to a classroom slot in 360Learning, they are added to the event in Microsoft Outlook calendar and it will appear in their personal Outlook calendar.
• When a learner updates their RSVP status in 360Learning, it is updated on the event in the organizer's calendar in Outlook.
  • The update is not made to the learners' Outlook calendar.
• When a learner updates their RSVP status in Outlook, it is updated in 360Learning.

For the integration to work, users must use the same professional email address in 360Learning and Microsoft Teams, and be logged in with that email to both platforms. Email aliases (ada.lovelace@computer.org and ada.lovelace#genius@computer.org) are considered different email addresses.

Activate the integration in 360Learning

We recommend activating the Outlook integration before creating classroom slots and enrolling learners.

Activating the integration after slots and registrations already exist may result in calendar invitations being (re)generated, potentially leading to duplicate events in participants' calendars.

1. Contact your 360Learning Client Success Partner (CSP) or Solution Architect (SA), to ask them to enable the application for your platform.
2. After you’ve received confirmation that the integration is enabled on your 360Learning platform, hover over the platform group in the left sidebar, then click Settings.
   • If you have different SSO configurations in different groups, activate the integration in the settings of each of those groups, to make sure the invitation link uses the correct subdomain.
3. In the left sidebar, click Integrations.
4. Click the tile Microsoft Outlook.
5. Click Sign with with Microsoft.

You will then receive a prompt to authenticate using your Microsoft account.

The integration is only able to connect to the primary calendar of your Microsoft Outlook account. The "Organizer" for events created in Outlook will be the user that configured the Outlook integration.

This integration expires after 90 days of inactivity. If the integration has expired, contact your platform admin to perform the steps again.

Staging environments

When testing in a staging environment, use a dedicated test Microsoft tenant, or limit tests to test users only, to avoid sending calendar invitations to real users.

When the Outlook integration is activated in staging environment, calendar invitations are generated via Microsoft Graph - not through 360Learning's standard notification system. This means:

• Staging does not send standard platform emails.
• However, Outlook invites are generated externally via Microsoft Graph and may reach real end users if the staging environment is connected to a live Microsoft tenant.

First sync

Once a calendar is selected, we sync classroom slots using the following rules.

• We will sync all the classroom slots until the classroom slot with the furthest end date.

We only sync classroom slots within a 5-year window. This is a limitation of the Microsoft API. If you have classroom slots planned many years into the future, the sync will fail.

Integration details

The integration will update your Outlook calendar any time you:

Create a new classroom slot in 360Learning

• We will create a new event in Outlook.

Update a classroom slot in 360Learning with new details

• .We will update the details in Outlook
  • When you update the start date or end date of a classroom slot, we remove the RSVP status of those learners who had previously responded.

Delete a classroom slot in 360Learning

• We will delete the event in Outlook.
  • All learners will have the event removed from their calendar.

This integration does not support 2-way sync. Event updates made in Outlook will not be captured in 360Learning. The events will be reverted back to how they are configured in 360Learning.

Adding/removing users to classroom slots in 360Learning

Updating RSVP responses

When a learner updates their RSVP status in 360Learning, it is updated on the event in the organizer's calendar in Outlook (the learner's Outlook calendar is not updated).

When a learner updates their RSVP status in Outlook, it is updated in 360Learning (this is the only exception to the 2-way sync rule). The update may take up to an hour.

RSVP responses will be erased for a given event in Outlook if someone changes the date/time of the slot in 360Learning.

Hide the attendee list in the Outlook meeting

By default, all participants to a classroom slot will be visible in the corresponding Outlook meeting.

You can hide the attendee list by editing the privacy setting of the Outlook meeting before adding learners to the classroom slot in 360Learning. This requires having access to the account hosting the events in Outlook (the "Organizer").

1. Create the classroom slot.
2. In Outlook, hide the attendee list ↗
3. Register users to the classroom slot.