Litmos offers an external calendar integration for Instructor Led Training modules. This integration will automatically push session details into external calendars that users may have connected to their user profiles!

Enable the ILT External Calendar Integration

In order for Learners and Instructors to use the ILT Calendar integration, an Account Owner must turn on this capability from the Instructor Led Training Feature tile by navigating to Account –> Features –> Instructor Led Training –> Settings.

The Account Owner can enable the ILT external calendar integration for Office 365 calendar, Google calendar or both. Once this integration has been turned on, Learners and Instructors can connect their user profiles to Office 365 and Google calendar profiles to begin syncing session events from Litmos to these external calendars.

Authorize the ILT External Calendar Integration for Your Profile

Once the ILT external calendar integration has been enabled, Learners and Instructors can authorize the Litmos Training app to sync session event details. This is done by navigating to the profile drop-down toggle and selecting “My Profile & Settings”. There is a section for authorizing the external calendar sync for ILT at the bottom of the page.

A user will click the “authorize” button to connect their Litmos user record with their external calendar user record. After the button has been clicked, the user will be redirected to the external calendar authentication page. If there is no active session for that external calendar, the user will be required to enter credentials to log in. Once the credentials have been entered, the external calendar app will ask for consent to grant the permissions needed for Litmos to sync session details to the external calendar.

Important Note: Below are a list of the permissions that need to be accepted.

Important Note: It is possible the calendar app will require Admin approval to grant permission to use the app. Please contact your IT Admin to inquire about approval.

Once the request for permissions to be granted has been accepted, the user will be redirected back to the My Profile and Settings page. Here, the external calendar will now show as authorized.

Now that the user record has granted permissions for Litmos to sync session details to the external calendar, any ILT session that the user becomes registered to will appear on the external calendar as a new event! If the user is an instructor, any session where the user is assigned as an Instructor will appear on the external calendar as a new event! If for any reason the user wishes to turn this integration off, there is a toggle that can be turned off to disable the external calendar sync for ILT. Events added to a user’s calendar through this feature will not be updated or maintained if the user subsequently disconnects their calendar or if the Account Owner disables the feature.

Users can connect only one calendar at a time. If a user wishes to change their connected calendar
(from say Office 365 to Google, or an Office 365 account to another Office 365 account) the user
must first disconnect the current calendar to connect to a new one.  

External Calendar Integration Capabilities

Below are the list of session updates that will trigger session details to be synced to an external calendar as a new or updated calendar event.

• User registers to a session (when this happens, the Litmos app adds a new event with session details to the external calendar).

  • Admin can register a user

  • User can self-register to the session

• Session details are updated (when this happens, the Litmos app updates the session details on the event that already exists on the external calendar).

  • Admin can update session title, day(s), time, time zone, instructor and details 

• User un-registers from a session (when this happens, the Litmos app removes the event and session details from the external calendar).

  • Admin can un-register a user

  • Learner can un-register him/her self

• User deletes event from external calendar (when this happens, the Litmos app un-registers the user from the session in Litmos)

• Session created

• Session updated

• Session deleted

Note: If an Account Owner does not enable this feature or if a user does not connect their external
calendar, instructors and registered learners will continue to receive email notifications with the .ics
file attachments for any ILT sessions.

Note: The email notifications are required for the user to receive the calendar updates.