Add a virtual room to an event
  • 05 Jan 2023
  • 2 minutes to read

Add a virtual room to an event


Article Summary

If you have set up virtual room providers (such as Zoom or Microsoft Teams) on your site then you can add virtual rooms to your seminar events. Using this option allows you to create and assign virtual rooms from your virtual room provider to your seminar event without leaving Totara. If you haven't set up any virtual room providers, you can instead add a virtual room using a custom link.

Create a seminar event as usual, and when you are ready to configure the virtual room, follow these steps:

  1. Click Select rooms.
  2. Select Create.
  3. Give your virtual room a Name and enter the room's Capacity.
  4. Select your provider (e.g. Microsoft Teams or Zoom) from the Virtual room provider dropdown list, then click Connect. You will be required to sign in to your virtual room provider account.
  5. Optionally add a Description.
  6. Click OK to add the virtual room, then Save changes.
  7. You will be notified if the virtual room cannot be created for any reason. If this happens, you can click the edit icon () to reconnect your Microsoft Teams or Zoom account, or delete and recreate the room.

Each time you edit a seminar session with an associated virtual room in Microsoft Teams, a new room will be created. This means that if you had previously configured settings for the room in Microsoft Teams (e.g. muting or participation settings) you will need to configure these again for the new room. A notification will be displayed when you edit a seminar session reminding you to update the room settings in Microsoft Teams if required.

Things to consider:

  • Other users will not be able to edit a virtual room that you have set up. However, they are able to remove the room and create their own room instead.
  • Only one virtual room can be added per session. However, a virtual room and any other rooms can be assigned to the session simultaneously. If an event is taking place in a physical location as well as virtually then we recommend creating a separate room for each of them.
  • Making the virtual room available is a cron-based task, which means the room may not be able to be accessed immediately.
  • For Microsoft Teams virtual meetings the virtual room card (the pop-up displaying before the user joins the room) will display in the creator's preferred language in Totara. The language is determined when the meeting is created.
  • When connecting a virtual room provider, virtual rooms will be created on an ad hoc basis, and will therefore not be available at the site level.

C005 - Seminar Management(1)The Totara Academy has a whole course dedicated to using Seminar Management in Totara Learn. Here you can learn more about how to use seminars, see best practice, and give it a go yourself.


© Copyright 2024 Totara Learning Solutions. All rights reserved. Some content originally obtained via GPLv3 license and continues to be available under GPLv3. All other content is the sole copyright of Totara Learning Solutions. 


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