iCal Messages are sent when the meta tag "Create appointment in the participant's calendars" is configured for a course. The iCal is sent to the participant by an "organiser"; the organiser email normally corresponds to the defined system email. When the participant is booked on the course, an iCal message for the external calendar (e.g. Outlook) is received together with the enrolment message. If the participant regularly declines or accepts the iCal, information is sent to the organiser. The iCal includes a direct link to the course syllabus. If the learner no longer has access to the course, the link redirects to
Checking the second checkbox of the meta tag “Send denial/acceptance of ical by participant to course administrator” causes the course administrator to be informed about the learner's acceptance or decline for courses and media of the type event.
iCal Messages for Tutor Appointments (Event Level)
iCal messages for tutors are available only for the Media type Event with date-dependent courses.
iCal Messages are sent when the meta tag"Create appointment in the participant's calendars" is configured for a course. When the participant is booked on the course, an iCal message for the external calendar (e.g. Outlook) is received together with the enrolment message. If the tutor regularly declines or accepts the iCal, information is sent to the organizer.
Checking the second checkbox of the meta tag “Send denial/acceptance of iCal by tutor to course administrator” causes the course administrator to be informed about the tutor's denial or acceptance.
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If no course administrator is defined, the message is sent to the system email address.
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If the course is cancelled the tutor receives an iCal cancellation for the event component.
The following configuration is required for a tutor to receive appointments:
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Checking the boxes for the metatag "Create appointment in the tutors' calendars" in a date-dependent Event
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Adding all tutors scheduled for the events in a course to the tutors tab at course level
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Selecting the event and using the “scheduling” functionality to add the tutors to the event via the pop-up
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Selecting “OK” and saving the changes made to the course displays the updated information in the Event details, beside the line “Assigned tutors”.
iCal messages for MS Teams
By default, ILS-managed appointments are sent for MS Teams meetings. In this case, meta tag information can be shared.
Checking the checkbox for the meta tag “Send MS Teams event” with ID 11882 enables the use of Microsoft-managed appointments. When the checkbox is marked and the meeting is saved, a Microsoft Teams event is automatically generated and shared. This entry appears in the calendar and includes a “join meeting” button and the option to chat with participants. Organizers/admins do not receive emails for MS Teams event notifications. The organizer nevertheless has a calendar entry because, from Microsoft’s point of view, the organizer is the user creating a meeting. Thus, the value of the meta tag cannot be changed once the meeting has been created. Only one option is supported: either an ILS-managed appointment or a Microsoft-managed appointment.
Using the Microsoft-managed invite makes no difference whether the user enters through the LMS or the calendar, as both entry points use the same meeting link. The Calendar.ReadWrite permission is required.
Send MS Teams event appointment in MS Teams calendar:
Locations in iCal messages
If an address is configured in the Location manager, it is displayed when emails for courses or learning paths are sent, so that participants can identify directly from the email where the course takes place.
The address is displayed in the following order: name of the location, building, street, city, region, country (e.g. Learning center München, Main Building, Hauptstrasse, München, Bavaria, Germany).
In addition, the location is also displayed in the system in the Description of a course or learning path.
If the location address is changed, an additional email is sent.