Prerequisites Admin access on Rise Up (only users with admin rights can configure Virtual Classroom).
You may also need support from your IT team (Microsoft Entra ID / Azure AD) for consent policies and directory/account recognition.
Overview
Virtual Classroom settings allow administrators to configure how live online sessions are created and managed through Microsoft Teams. The configuration focuses on:
- Defining who can present or moderate sessions
- Controlling organizer and co-organizer permissions
- Managing participant access and attendance tracking
- Sending calendar invitations automatically to learners
The workflow is simple:
- Activate virtual classroom settings and define roles
- Create sessions directly from course creation or session management
- Configure consent and calendar invitations for a smooth learner experience
This ensures structured live training delivery while keeping full control over governance and access.
Key benefits:
- Centralized session configuration — presenter permissions, attendance tracking and meeting behaviour are defined in one place.
- Simplified meeting creation — virtual sessions are generated automatically when creating training sessions.
- Controlled access and governance — organizer roles and co-organizer options help maintain structured facilitation.
- Integrated calendar experience — learners receive ready-to-use calendar invitations to reduce missed sessions.
I — Configure Virtual Classroom Settings
Before creating a virtual classroom, please contact Rise Up Support to obtain the confidential 4-digit code required to activate the Microsoft Teams option if this is the first time you are configuring the feature. Once you have received it, enter the code in the Physical and Virtual Classrooms settings to complete the configuration.
- Go to: Settings > Physical and virtual classrooms > Virtual Classroom (Teams configuration)
Roles and permissions
During activation, select who can be a presenter in virtual sessions:
- All members of the organization
- Everyone
- Facilitators
- Only the organizer
This configuration determines how presentation rights are automatically assigned when a session is created.
Good to know
The Facilitators option is a platform-specific role that maps to presenter permissions in Teams. When selected, only users defined as facilitators in the session will receive presenter rights during the meeting.
Microsoft reference:
Roles in Microsoft Teams meetings
Planning warning — Facilitators as presenters
During session planning, a warning may appear:
“To set the facilitators as presenters, the Teams presenter configuration in your platform settings must be set to Facilitators and their accounts must exist in the Azure directory.”
This warning indicates that:
- The presenter configuration must be set to Facilitators in the platform settings.
- Facilitator accounts must be recognized in the Microsoft Azure directory.
IT configuration note
Presenter permissions rely on the Microsoft directory. If a facilitator account is not linked to Azure, presenter rights cannot be assigned automatically.
Administration tip
If facilitators do not receive presenter permissions, verify both the presenter configuration and the Azure account linkage.
Good to know
In Microsoft Teams, meeting roles such as organizer, co-organizer, presenter and attendee define what participants can do during the session. Don’t hesitate to review Teams documentation: Roles and permissions in Teams meetings
Administration tip
Limiting presenter permissions to Facilitators helps maintain better control over session moderation.
Co-organizer option
You can enable or disable:
Allow co-organizers addition for virtual classrooms
- Enabled → facilitators or organizers can assign co-organizers.
- Disabled → only the organizer manages the meeting.
Good to know
Co-organizers can manage participants and adjust meeting options during the session.
Refer to:
Add co-organizers to a meeting
Automatic attendance and time recording (optional)
You may activate:
✔ Automatic attendance and time recording
When enabled, participation is tracked automatically based on meeting activity.
Administration tip: this option is useful when attendance validation or reporting is required.
II — Add a virtual classroom
A virtual classroom can be created:
- During course creation
- From session management
Select Virtual as the session type to generate the meeting.
Consent pop-up
When connecting to Microsoft Teams for the first time, an authorization window may appear.
You might see SQUARANCE listed as the application creator.
Good to know
SQUARANCE is the legal entity behind the platform. Seeing this name during authorization is expected behaviour.
The consent request allows the system to create and manage Teams meetings on your behalf.
User Admin Consent Overview
Admin consent (optional)
If individual consent is restricted, an administrator can approve access for the entire organization using:
https://login.microsoftonline.com/common/adminconsent?client_id=e679bfbd-09c4-4689-bde4-56bd898dffea
IT configuration note
Some organizations disable user consent at tenant level. In this case, an administrator must validate the integration globally before virtual classrooms can be used.
Administration tip
Granting admin consent once prevents the authorization pop-up from appearing for each user.
Additional reference:
Manage Consent App Permissions
Access to the session from Admin perspective
Access to the session from Learner perspective
Once created, the virtual classroom appears directly in the training learning view.
Good to know
The meeting is accessed from the training interface and is not created through Outlook calendar events.
Demo: (add your Learner perspective demo link / attachment here)
III — Manage Invitations and Notifications
Virtual classroom invitations rely on the MAIL 31 template, which defines how learners receive session details by email. Some notification emails include an ICS file, which is a standard calendar invitation format.
When learners open this file, it creates a ready-to-use meeting entry in tools like Outlook, Google Calendar or Apple Calendar. This allows them to save the session directly in their agenda and receive automatic reminders through their usual calendar application.
When learners register for a virtual classroom, an ICS file can be attached automatically to the notification email. This makes it easier for participants to:
- Add the session to their calendar
- Receive reminders before the session starts
Administration tip: Calendar invitations help reduce missed sessions by synchronising virtual classrooms with users’ existing agendas.
Enable calendar attachments
To include calendar invitations in emails:
- ✔ Enable Add ICS file as attachment
These options ensure learners receive the session information in a format that can be used immediately.
Additional notes
Good to know
Access to the meeting may depend on the Microsoft account used to join. Using a different address than expected may prevent access.
IT configuration note
If invitations are not received, verify that the sender email is correctly configured and that your organization allows ICS attachments through email security policies.
-
Issue: Facilitators don’t receive presenter permissions in Teams.
Fix: Verify the presenter configuration is set to Facilitators and ensure facilitator accounts are recognized in the Microsoft Azure directory.
Issue: Users cannot validate the consent pop-up.
Fix: Your organization may disable user consent at tenant level. Ask an admin to grant admin consent for the whole organization using the dedicated Microsoft URL in this article.
Issue: Learners don’t receive calendar invitations (ICS).
Fix: Check that MAIL 31 is configured as expected, that the sender email is correctly set, and that your email security policies allow ICS attachments. -
Where do learners access the meeting?
- From the training learning view. The meeting is accessed from the training interface and is not created through Outlook calendar events.
Why is “SQUARANCE” shown as the application creator?
- SQUARANCE is the legal entity behind the platform. Seeing this name during authorization is expected behaviour.
What does the ICS file do?
- ICS is a standard calendar invitation format. Opening it creates a meeting entry in Outlook, Google Calendar or Apple Calendar so learners can save the session and receive reminders. - For more help, submit a request:
Rise Up support request
Microsoft references:
Roles in Microsoft Teams meetings
Add co-organizers to a meeting
User Admin Consent Overview
Manage Consent App Permissions