Configuring the WebEx Live Training Integration

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Learn how to integrate your WebEx account with Skilljar and how to create live training events within courses. 

Linking Your WebEx Account with Skilljar 

There are two different ways to connect your WebEx Account with Skilljar.

  1. Entering the credentials for a single site administrator 
  2. Entering the credentials for multiple instructors. 

You can only connect your WebEx account via one method (i.e. single admin or multiple instructors) at a given time. 

Linking Your WebEx Account for a Single Site Administrator 

To begin your integration, you’ll need to get some information from your WebEx Training Center account and input it in your Skilljar Account. You must be a Site Administrator on WebEx to access this information and link your accounts.

  1. Log in to your WebEx Training Center account and select the site name you’d like to integrate. Click on "Site Administration" on the top right of the screen. WebEx_1.jpg
  2. On the Site Administration page, find the Site ID and Partner ID as shown in the picture below. WebEx_2.jpg
  3. In a separate tab on your browser, navigate to https://dashboard.skilljar.com/webex/ and click Add AdministratorScreen_Shot_2019-01-08_at_11.39.38_AM.png
  4. Enter your WebEx ID, Email and Password as you would in WebEx and enter the Site ID and Partner ID that you retrieved in Step 2 of these instructions. Click Save at the bottom of the page. Screen_Shot_2019-01-08_at_11.49.50_AM.png

Click Save and you're now ready to create a live training event with a designated Webex Instructor.

Linking Your WebEx Account for Multiple Instructors 

To begin your integration, you’ll need to get some information from your WebEx Training Center account and input it in your Skilljar Account. You must be a Site Administrator on WebEx to access this information and link your accounts.

  1. Log in to your WebEx Training Center account and select the site name you’d like to integrate. Click on "Site Administration" on the top right of the screen. WebEx_1.jpg
  2. On the Site Administration page, find the Site ID and Partner ID as shown in the picture below. WebEx_2.jpg
  3. In a separate tab on your browser, navigate to https://dashboard.skilljar.com/webex/ and click Add Instructors. Screen_Shot_2019-01-08_at_11.39.38_AM_copy.png
  4. Enter the Instructor's WebEx ID, Email and Password as you would in WebEx and enter the Site ID and Partner ID that you retrieved in Step 2 of the previous instructions. Click Save at the bottom of the page.  Screen_Shot_2019-01-08_at_11.50.06_AM.png

Click Save and you're now ready to create a live training event with multiple designated WebEx Instructors.

Creating a WebEx Live Training Event in a Course

Once you’ve linked your WebEx account to Skilljar, you can begin creating WebEx events from within the Course Management section of the Dashboard.

To create a Live Training lesson:

  1. Navigate to Course Management
  2. Select the course in which you want to provide a live training
  3. Select "New lesson" and choose: Live Training
    Screen_Shot_2016-08-01_at_9.35.45_AM.png
  4. Input your lesson details and click "Save"
  5. Then, click "New event" and select “WebEx” from the Dropdown menu.
    Screen_Shot_2016-08-01_at_9.37.25_AM.png

  6. Enter the details for your new meeting, including the Event Name, Start and End Time, Instructor name, Timezone, and Max Seats* (if required) and Save your event. 
    Screen_Shot_2016-08-01_at_10.01.43_AM.png* By Default, the max number of attendees for WebEx is capped at 500. To limit the number of attendees, enter a number fewer than 500. 

Frequently Asked Questions 

Am I able to add multiple instructors if I have already configured the integration using the single site administrator? 

No, since the two authentication methods are independent from each other, you will need to remove the existing authentication that was done via the Single Site Administrator method. You can then re-authenticate your WebEX account with Skilljar through the Multiple Instructor method in order to add more than one instructor. 

What happens to an existing instructor's credentials and accompanying Live Events when removing the existing Site Single Administrator authentication and then re-authenticating using Multiple Instructors? 

As long as the instructor is re-added as one of the Multiple Instructors, all Live Events will carry on as normal with associated admin functions. 

However, please note that during the window of time when switching authentication methods, the Live Event will not work and no admin actions can be taken against it. Instructors should be ready to immediately re-active their credentials during this window to minimize any student interruption. 

Are instructors able to modify or delete another instructor's event after authenticating via Multiple Instructors? 

No, individual instructors can only edit events they have created themselves.

What happens to Live Training events if the instructor who set the events up is deactivated in Skilljar? 

All things related to the deactivated instructors Live Event in Skilljar will no longer work.  Students will no longer be able to register for the event, and they can not be remove/deleted from the event if already registered. A good rule of thumb is to take these admin actions before deactivating the instructor to ensure a smooth student experience. 

Why can I not see the desired instructor on my list of Instructor Names?

If you do not see the desired instructor on the list of Instructor Names, this is likely because the instructor has not granted scheduling permissions to the linked account. You can learn more about this here

For more information on Live Training, please visit this article.

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