Accord LMS DocumentationLMS Admin Guide AppendixGoToWebinar and GoToTraining Integration

GoToWebinar and GoToTraining Integration

Overview

Citrix's GoToWebinar and GoToTraining training software enables your organization to present your learners with live instructor-led training courses and webinars. Both tools are focused on sharing exclusive knowledge and content for each student. The Accord LMS uses the advantages of both tools and integrates these tools to provide LMS Admin and instructors with all of the features provided by the GoToTraining or GoToWebinar applications.*

*Since the procedure to integrate both GoToTraining and GoToWebinar sessions into the Accord LMS are the same, we will use GoToWebinar as a reference for both.

In order to use GoToWebinar or GoToTraining, you must have an active account for each. In order to use the apps as described below, you will also need an active developer account.

GoToWebinar User Account Setup

If you already have a user and developer account established for GoToWebinar, please continue to the Add a New App section. If you do not have these accounts, please follow the steps below carefully.

  • Navigate to GoToWebinar.
  • Click on Start for Free and fill out the necessary information to begin a 14 day free trial.

Please Note; As site information will occasionally update, images below are general representations and may vary somewhat from what you actually see while at the site.

Developer Account Setup

If you were already logged into GoToMeeting.com you might be automatically logged in, if not, login with the same account information that you used to register previously.

One developer account will work for both GoToMeeting and GoToTraining. It is not necessary to have a separate developer account for each.

Add a New App

Once signed in, click on My Apps.

  • Click Add a new app.

Fill in the App Name and Description fields, this information will display to LMS Admins when they link the App to their Accord LMS module. The Application URL must match your site or integration will not work.

  • Click Create App.

You cannot use a GoToTraining app for GoToWebinar sessions or vice-versa. Make sure the Integration Application you are creating has the proper Product API selected.

Once the new app is created, check for the Consumer Key.

  • Select your App name from the list (for this example we use Webinar demo).

The Consumer Key will display along with some other data. Only the Consumer Key is relevant at this stage. Please copy and paste this Consumer Key somewhere safe where it may be easily retrieved.

GoToWebinar VILT Location

Once the previous steps for the Citrix site are complete, create a Virtual Instructor Led Training (VILT) location for this webinar.

  • Ensure the proper Active Team is selected; should there be more than one Active Team.
  • Go to LMS Admin > Configuration 
  • Once in the Configuration page, click on ILT Resources.
  • If necessary, click on the Locations heading to open this panel
  • Click Add New Location.
  • Name this new location GoToWebinar. Add other descriptive terms as necessary to identify this GoToWebinar VILT session. 
  • Status: Marking Active will activate this session and allow this session to be displayed to Learners. Setting Inactive will hide session from Learners.
  • In Location Type, select Virtual - GoToWebinar, from the dropdown menu.

The screen will refresh and a Consumer Key field will display.

  • Paste the Consumer Key (copied from the previous step) in field provided.
  • Consumer Secret: Input your GoToWebinar consumer secret.
  • Connection Status: This will display the status of the connection between your app and your Location.
  • Click on Link with your GoToWebinar account to link this Location with your account.
  • Max Learners: If desired, input a maximum number of Learners which may attend this session.
  • Check box for GoTo Notifications to send notifications to any registered Learners for this VILT webinar. LMS Admins will still maintain the ability to manage any GoToWebinar notifications from your GoToWebinar account.
  • Information URL: Paste the URL to the location website or online map.
  • Owner: Should there be more than one Active Team, while using the dropdown menu, select the Active Team which will be able to edit this location.
  • Team Availability: Select which Teams can use this VILT location (mandatory-type information). 
  • Description: Using the field enter and optional description for this session. You may also enter tags into this filed which will help Learners locate whenever using the search function.
  • Click Create to save details and create this session.

A Confirm Save Location dialog box will display saying; Linking requires for your Location to be saved. If choosing to proceed, your VILT Location will save using the current settings.

  • If satisfied with your settings, click Yes.

You will be prompted to authorize the Integration Application to access your GoToWebinar account (profile data). This allows the application to register your Learners for your GoToWebinar session on your behalf.

  • Click Allow.

Set Utilization Tracking Details for GoToWebinar Polls

To encourage Learner participation in a given GoToWebinar VILT Learning Element, an LMS Admin has the option to set Utilization Tracking to track as 'Complete' only if the Learner answers the GoToWebinar poll questions.

To set Utilization Tracking to track 'Complete' only if Learner answers all GoToWebinar Poll questions;

  • Ensure the proper Active Team is selected; should there be more than one Active Team.
  • Select the LMS Admin tab.
  • Select the Catalog tab.
  • Click on the VILT Learning Element you wish to set Utilization Tracking to open it's context menu.
  • Select LE Sessions from menu.

Select the VILT Session you desire to set Utilization Tracking for and click on it's adjacent pencil icon to edit.

  • Using the dropdown menu for Utilization Tracking, select "Complete" on All poll questions answered.
  • Click Update to save changes.

Considerations of Utilization Tracking;

When using the setting 'Complete on All poll questions answered' option, until a Learner completes all poll questions, the GoToWebinar Learning Element will track and report as 'In Progress'.

A 'Complete' status will not update immediately, but only upon a scheduled update task.

Please note; the option to 'Complete on All poll questions answered', will only apply for GoToWebinar events, not for GoToTraining or GoToMeeting events.

Use a unique account to facilitate a proper link for each location. Ensure the account you are using is not already linked to another location. This will divert link errors or failures.

A message will display stating; Location has been linked correctly. Your location will reload in 3 seconds.

The Connection Status field will update and display that your application will remain connected and active for a period of approximately 30 days.

Create a Webinar

Navigate to; https://www.gotomeeting.com/webinar and Sign In using your registered user account credentials.  

This must be a separate account from the account used on Citrix’s developer site.

  • Click on Schedule a webinar.

Fill in the webinar details including; Title, Description, Type, Start Date, Start Time, End Time, Time Zone and Language.

  • Click Schedule
  • Immediately after the slash following webinar, copy the numerical digits of the Browser URL, not the Registration URL.

Create a New Session

To create a new VILT session;

  • Ensure the proper Active Team is selected by using the associated dropdown menu; should more than one Active Team.
  • Navigate to LMS Admin > Catalog
  • Click on an ILT Learning Element and select LE Sessions from it's context menu.
  • Click Add New Session.
  • Fill your session fields and select the GoToWebinar location you created from the dropdown menu. An instructor must be selected from it's associated dropdown menu.

A new field will appear under the Location dropdown menu, asking for the GoToWebinar Registration URL Key.

  • Paste digits copied from the Browser's URL (as mentioned above).
  • Click Update.

Your new GoToWebinar session is ready to use.

You can use the same GoToWebinar location for all of your GoToWebinar ILT sessions.

Each Location can only be associated with a single GoToWebinar Account. If you would like to support multiple GoToWebinar accounts, it will be necessary to create a unique location for each account.

You must create different Locations and Integration Applications for GoToTraining and GoToWebinar.  Due to limitations in the APIs, they are not interchangeable.