Getting Started Guide
Yello for Teams Meeting Events
Yello’s Teams Meeting integration allows you to create your virtual event in Yello when you are using Microsoft Teams as your video platform to conduct a virtual Teams Meeting event. This guide walks you through how to get started.
Table of Contents
- Creating A Virtual Event with Teams Meeting Video Conference Details
- Managing Meeting Option Settings for Your Teams-hosted Event
- Changing Your Teams-hosted Virtual Event
- Joining Your Teams-hosted Virtual Event
- Frequently Asked Questions
- This feature is intended for use by existing Yello customers.
- To host your virtual interactive group session via a Teams Meeting, you must have video conferencing on your corporate Microsoft Teams account.
- The simplest way to check if you have video conferencing is to try to create a virtual meeting in Teams. If it does not include video conferencing details, consult your company’s IT Administrator to inquire about adding Microsoft Teams video conferencing.
If you’re wondering how this feature changes the way you create a virtual event in Yello – it doesn’t! You follow the same event creation process, there will just be a few great enhancements along the way to make the experience better and more efficient. Here are the basic instructions to create your virtual event in Yello with Teams Meeting video conference details.
- Sign in to your Yello web portal.
- Go to Event Management > click Create Event
- Fill in the event’s Basic Information
- Select Yes in the “Is this a virtual event?” field
- In Set Up Virtual Event step 1, select Event Type:
- Select “Interactive” (for multi-way audio/video events such as meetings or group sessions where hosts and attendees both have audio and video ability)
- Step 2, select the video conference platform – Host using Microsoft Teams > click Next
- If this is your first time selecting Microsoft Teams as your platform, you will be asked to give Yello permission to connect to your Microsoft account. (Once connected, you’ll automatically return to the event’s Basic Information page to continue filling out the event details.)
- If you have previously connected to your Microsoft account, when you click Next, you will return to the event’s Basic Information page to continue filling out the event details.
- Click Create Event.
- Your virtual event has been created and the Teams Meeting video conference details are automatically populated in Event Details > Virtual Event Details.
- The Teams Meeting will also populate on your Teams and Outlook calendars.
When you create your virtual event in Yello, the Teams Meeting settings will default to your individual meeting settings in Teams. If you want to adjust those settings, do so from the Teams calendar.
- Open the event on your Teams calendar and select Edit.
- Next select Meeting options.
- In the Meeting Options window, adjust your meeting configurations to suit your needs.
If you need to change the date, time, or cancel this event, please sign in to Yello and adjust the event directly in Yello. Reminder: If you change the event details (date, time, cancellation), you will need to send new communications to any attendees or staff you have invited to the event.
You will host the Teams Meeting you have created through this process the same as you would any other Teams virtual session – on the Teams video platform.
As a host, there are several ways you can start your meeting:
- You click the join link from an email or calendar invitation you received from Yello.
- If you are in Yello, you may also join the session by clicking the Staff link found in the Virtual Event Details section of your event.
- As a host, you can also start the session from your Teams calendar
Candidates should join your Teams-hosted virtual event by clicking the join link from an email or calendar invitation you sent them through Yello.
- When Candidates use the Candidate link from Yello, we are able to automatically capture their attendance in real-time when they join the session.
- If the candidate is not pre-registered for the event via Yello when they join the session Yello attaches them to the event as well as marks them as attended.
- Staff, presenters, any other attendees who are not candidates, should not use the Candidate session link. They should use the Staff link. (If they do use the candidate link, a profile will be created and they will get attached to the event as a Candidate).
How do I connect Yello to my Teams account?
A one-time Microsoft authentication step is integrated into Yello’s event creation process, just follow these steps:
- Sign in to your Yello customer site
- Begin creating your virtual event
- Select Interactive event type, click Next
- After selecting Microsoft Teams as your video platform, you will be automatically connected to Microsoft where you will be asked to give Yello permission to connect.
Once connected, you’ll return automatically to the event’s Basic Information page to continue filling out the event details. After the event is created, the Microsoft Teams virtual meeting details automatically populate in Yello.
What if I get an error message that says I’m not authorized to grant permission?
If you get an alert that you are not authorized to allow Yello access, consult with your company’s IT Administrator to enable permission. Once they enable it, come back to Yello and start the event creation/authorization process again. (Please allow at least an hour after your IT Administrator enables your ability to grant permission for Yello access.)
Need more guidance for your IT Administrator? We recommend they visit Teams Apps Permissions Policies and select “Allow all apps” in the Custom apps section or explore other Azure configuration options.
Can I create a Teams Live event through Yello?
Not at this time. Integration currently only supports events using Microsoft Teams Meeting video conferencing.
Why don’t I see Microsoft Teams as a platform option when I am trying to create a Broadcast event?
If you select “Broadcast” as your event type, you will not see Microsoft Teams as a platform option because Yello integration does not yet support Microsoft Live events.
If I change the date, time or cancel the event in Yello, what happens in Teams?
When you change the date, time, or cancel your Teams-hosted event through Yello, updates are made to the event in Teams and Outlook calendars.
- Reminder: If you change the event details (date, time, cancellation) you will need to send new communications through Yello to any attendees or staff you have invited to the event.
Can I automatically create a recurring Teams Meeting series in Yello?
Not at this time. Integration currently creates and syncs single events between Yello and Teams.
Can I have my colleague, who is a Yello user, change the Teams-hosted event I created in Yello?
Since the Teams-hosted event you created is tied to your individual Teams account, we recommend only you change the event.
Does this work with Single Sign On?
Yello’s authentication process does not affect a customer’s single sign-on process. If the user is currently signed in to Microsoft, when they reach the authentication process, they will not be asked to sign in again. However, if the user is not signed in to Microsoft, during the authentication process they will be presented with a Microsoft sign-in window where they should enter their Microsoft account credentials and continue to the authentication window.