FAQ: Attendance Synchronization for Virtual Classroom Integration with Microsoft Teams and Zoom

Give
OnlineMeetingArtifact.Read.All
API permission to the new application in the Microsoft Azure portal.
Access the
Learning
section of the
Edit Tenant Setup – HCM
task. From the
Select Virtual Classroom Integrations
prompt, select the Microsoft Teams integration you want to use.
Enter values for these fields:
Minimum Percentage for Full Attendance
Minimum Percentage for Partial Attendance
Select the
Track Non-Attendance for Virtual Classroom
check box.

Add these scopes to your server-to-sever OAuth application:
meeting:read:list_past_participants:admin
meeting:read:list_past_instances:admin
Access the
Learning
section of the
Edit Tenant Setup – HCM
task. From the
Select Virtual Classroom Integrations
prompt, select the Zoom integration you want to use.
Enter values for these fields:
Minimum Percentage for Full Attendance
Minimum Percentage for Partial Attendance
Select the
Track Non-Attendance for Virtual Classroom
check box.

Populate zero as the value for these fields on the
Edit Tenant Setup – HCM
task:
Minimum Percentage for Full Attendance
Minimum Percentage for Partial Attendance
Ensure that you haven't selected the
Track Non-Attendance for Virtual Classroom
check box.

Enrolled learners who don't join the Microsoft Teams or Zoom meeting themselves must have their attendance record manually added by the administrator using the

Manage Grading and Attendance

task.

If an Administrator manually enters values in the

Attendance Duration

or

Overall Attendance

fields, Workday doesn't automatically update them.

This section displays all records for learners who attended the virtual classroom lesson using the Microsoft Teams or Zoom link. When attendance displays as

Not Entered

in the

Enrolled

section, the instructor must verify and enter attendance manually using information from the

Attendance Records from Integration

section.

Microsoft Teams and Zoom send
Attendee Display Name
and
Attendee Duration (Minutes)
details to Workday.
Workday controls
Attendee Percentage
and
Automatically Matched
details.
Workday also receives email address details for learners from Microsoft Teams and Zoom, but keeps this personal information privately in the background.

If an external learner hasn't enrolled in the virtual classroom lesson, but they attended it using a forwarded Microsoft Teams or Zoom link, their name, attendance percentage, and attendance duration display in the

Attendance Records from Integration

section, but not in the

Enrolled

section.

If a learner registers for a course offering and attends using a Microsoft Teams or Zoom link, Workday retrieves their email addresses and attendance data from Microsoft and Zoom. Workday checks that the primary work email on the Workday account matches this email.

If it matches, Workday marks it as
Matched
by selecting the check box under the
Automatically Matched
column.
If it's different, Workday marks it as
Unmatched
by not selecting the check box under the
Automatically Matched
column.

If a learner joins for less than 1% of the time on a meeting, they'll automatically receive an attendance percentage of 1%.
If a learner joins for more than 1% of the time on a meeting, the percentage remains its true value, and Workday won't round it up or down.

The integration launches when you perform the

Manage Course Offering

rescind event. If an integration process event fails within a rescind event, the Microsoft Teams meeting desynchronizes between the Workday and Microsoft Teams, as the integration couldn't update the meeting details in the Microsoft Teams' tenant. Access the

Edit Course Offering

task to edit the lesson in order to fix this issue, and the business process will execute the integration. The solution is the same for a failed Zoom integration process event.

We don't match attendees using their phone number. If an attendee joins a meeting using a phone number and no email address, we can't match them to an enrolled learner in the virtual classroom lesson.

Only use instructors who are users within Microsoft Entra for Microsoft integration. Only use instructors who are in your Zoom tenant for Zoom integration. This is a Microsoft and Zoom restriction and not something that Workday can control.

You can filter the

Virtual Classroom Attendance Record

report data source to display specific names and attendance records. Use it in the

Purge Person Data

task to purge:

Display names and email addresses for your virtual classroom lessons.
Data for unmatched learners by using the new
Virtual Classroom Attendance Record
business object to create a custom report.

If a learner displays in the

Enrolled

section but their

Attendance

is marked as

Not Entered

, there's no attendance duration recorded, and the

Automatically Matched

column remains unchecked. This means that their email doesn't match with the work email they've listed on their Workday account. The

Attendance Records from Integration

section displays a record for this learner with

Attendance Duration

and

Attendee Percentage

calculated because they attended using a personal email ID. When Workday extracts all learner records for the virtual classroom lesson, this learner’s records are included. The

Automatically Matched

column is blank because they used personal email ID, so the instructor or administrator must manually verify and enter their attendance.

If a learner displays in the

Enrolled

section, but their

Attendance Default

is marked as

Not Entered

, there's no recorded attendance duration for them and the

Automatically Matched

column remains unchecked, indicating there's no match with their registered work email on Workday. The

Attendance Records from Integration

section displays no record for that learner. They might have attended the virtual classroom lesson using a Microsoft Teams or Zoom link on their mobile or the Teams or Zoom Mobile application using a different display name. The instructor or administrator must verify what display name the learner used and manually enter their attendance. This covers learners who attend virtual classroom lessons as guest users who don't sign in to Microsoft Teams or Zoom.

There's no time limit, but as good practice, and in order to avoid issues with attendance tracking, Workday recommends that you reschedule a virtual classroom lesson at least 24 hours before it's due to start.

As best practice, and in order to avoid issues with attendance tracking, Workday recommends that you don't reuse a previously generated Zoom or Microsoft Teams meeting URL.

For existing course offerings with a virtual classroom instructor-led lesson where you’ve already added an instructor at lesson level, you must make a minor change to the lesson title or description so that the Microsoft Teams integration is triggered and the new changes are picked up in order to grant co-organizer privileges to the instructor. Example: Add a special character such as a quotation mark to the title.

The breakout rooms button is only available through the Microsoft Teams app. It's not available when accessing Microsoft Teams through a browser.

When creating or editing course offerings, you can set any instructor as co-organizer for the Microsoft Teams integration as long as they're registered in Microsoft Entra. Assigning the presenter or co-organizer role to users who aren't registered in Microsoft Entra isn't currently supported by Microsoft.

An organizer is always the host for a virtual classroom lesson with the Zoom integration. When creating or editing course offerings, you can set any instructor as a co-host or alternative host for the Zoom integration if they're users within Zoom. To designate someone as a host during the meeting, you need to turn on the

Co-host

option in your Zoom application.

Yes. You need to create a unique integration system for every Zoom account. The Account ID field in the integration systems will reference the individual Zoom accounts.

No. You need to enable the

Only authenticated meeting participants and webinar attendees can join meetings and webinars

option in the Zoom console to authenticate the participants. Also, ensure that all users for the integration are in a group. Example: Default mailbox on integration system and all instructors.

Microsoft currently doesn't support attendance data from breakout rooms as part of its graph API, which this integration consumes. This limitation means that Workday doesn’t receive details from Microsoft on the amount of time that learners spend in breakout rooms.  Example:

Workday receives attendance details only for a completed virtual classroom lesson from Microsoft Teams and Zoom once the batch job runs. Even though the job runs hourly, it only records attendance data from Microsoft Teams and Zoom meetings that have concluded for 4 hours to the integration run.

Workday calculates the Attendance Duration Percentage of a learner using this formula: