Learn - MS Teams Integration: show reminders and notifications in the flow of work

In this article, we’ll show how to install the Kallidus App for MS Teams so that learners and managers can receive notifications and reminders directly in their flow of work. This is a great way to reduce the time managers and the learning team spend chasing people to complete essential learning. 

A few things to know about the MS Teams integration:

• Notifications appear in a chat along with all other Teams messages
• The App can be renamed and a new logo added to align with your organisations brand
• The app duplicates all notifications sent by email, it does not replace them

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Steps to setup MS Teams integration with Learn LMS

Note that some of the instructions below are for your IT team and some will be for the LMS administrator. In each case, we'll set out who should follow the steps. 

Overview of the process to install, configure, and share

1. Decide who gets the app. All your people, or selected people only?
2. Ask your IT team to follow the instructions below to deploy and configure the app
3. Ask your IT team to follow the instructions below to brand the app to your organisation
4. Switch on MS Teams notifications in Learn LMS
5. Connect the app to your Learn LMS
6. Tell your people

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Deploy and configure the Kallidus app

The Kallidus app can be installed for everyone or for selected people only. If you choose to install for a selected group(s) only, make sure a member of the LMS admin team is in that group - this will be needed to connect the app to your Learn LMS.

To install the app you will need to have an administrator account in the Microsoft Teams admin center. This will most likely be someone in your IT team. 

1. Log in to the Microsoft Teams Admin Center using an Administrator account
2. Select Teams Apps from the left-hand menu:
3. Select 'Manage apps'
4. Enter ‘Kallidus’ into the search by name box. The list of apps will now be filtered to show the Kallidus app:
5. Select 'Assignments'. The default setting is to assign to Everyone. This means the app will be deployed to all Teams users. If this is correct, skip to step 9. To deploy the app to selected Users only, move on to step 6
6. Select ‘Everyone’. The Assignments tab of the Kallidus app will open:
7. Select ‘Assign app’
8. Select your preferred assignment option, then save (or not):
9. The Kallidus app must now be added to one of your Teams policies. Select 'Set up policies' from the Teams app menu. A list of Teams policies will be displayed:
10. Select the policy titled 'Global (Org-wide default)' to apply the installation of the Kallidus app to all Teams users in your organisation. Alternatively, apply to custom policies (select your chosen policy, or create a new one specifically for the Kallidus app)
11. Browse to the Global (Org-wide default) page
12. Locate the Installed apps section, and select 'Add apps':
13. Enter ‘Kallidus’ into the search by name box. The list of apps will be filtered to display the Kallidus app
14. Select 'Add'. The Kallidus app will now display in the ‘Apps to add section’:
15. Select 'Add'. You’ll be returned to the Global (Org-wide default) screen, with the Kallidus app listed within the Installed apps section
16. Select the 'Save' button to apply these changes to the policy:
17. Select 'Confirm' when prompted. Note that it can take up to 24 hours for the Kallidus app to propagate to Teams endpoints

Note, if your organisation prefers not to use the Kallidus app, make sure your IT team has not made the Kallidus app available. This could happen by default if settings are configured this way.

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Brand the Kallidus app

By default, the app is branded to Kallidus. However, the company name, logo, and branding for the app can be changed. This makes Learn more recognisable to your people, which, in turn, can help to improve use and engagement.

To customise app branding, you will need to have an administrator account in the Microsoft Teams admin center. This will most likely be someone in your IT team. 

1. Log in to the Microsoft Teams Admin Center using an Administrator account
2. Select 'Teams Apps' from the left-hand menu:
3. Select 'Manage apps'
4. Enter ‘Kallidus’ into the search by name box. The list of apps will now be filtered to show the Kallidus app: 
5. Select the Kallidus app
6. Select 'Customize'
7. Make the required changes to Company name, logo, and branding:
8. Select Save. Changes can take a few hours to appear. Any issues should have a support ticket raised with Microsoft

Please read this article from Microsoft for more information. Use app customization to brand the apps for your organization's needs - Microsoft Teams | Microsoft Learn

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Switch on MS Teams notifications in Learn LMS

Learners can only start to receive messages when you have switched on the functionality within the admin side of the system. Note that his option will only be available if at least one instance of the new app has been ‘linked’ to your version of Learn.

This action must be performed by someone with admin access to Learn LMS.

1. Browse to Learn Admin and select Settings:
2. Select ‘Email' from the left-hand menu:
3. Select ‘Notify Users via MS Teams’. Once completed, the user will receive a message welcoming them to the bot and prompting them to complete the first-time login to connect to Learn:Back to the top

Connect MS Teams to Learn LMS

The first person to use the app will be required to connect Teams to your Learn LMS, so make sure that’s you or a member of your team. If you have chosen to deploy the Kallidus app to selected users only, make sure you are in that subset.  

1. Open MS Teams
2. Select the Apps icon:
3. Search for Kallidus (if you have renamed the app then search for the name you have given the app):
4. Select 'Open'
5. Type ‘Start’ and post the message
6. The Kallidus app will post a Welcome message, inviting you to link your Teams account with Learn LMS. Select 'Connect':
7. Enter the URL of your Learn LMS:
8. Select 'Submit' to install the app

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Get deeper learning in The Academy

View 'Mastering email notification templates & configuration' in the Academy to learn how to customise notifications, see real-world examples, and troubleshoot common support queries.

View 'Engage your learners: think like a marketeer!' in the Academy to find out about learner engagement, how to think like a marketeer, and what's important for strategy maintenance.

The Academy is your forever free learning hub for Kallidus products including live events, eLearning videos, and more. If you're new to The Academy or know someone who is missing out on free learning, contact your Customer Experience Manager or the Support Team to sign up today!

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