Schedule, Start and Recurring Meetings – Information Technology – Create an Agenda and Stick to It
Zoom provides cloud video conferencing and simple online meetings. Instructors can now use Zoom Web Conferencing tool within Canvas to provide a virtual classroom experience, record lectures, or host virtual office hours.
Users can seamlessly create Zoom meetings, record, and share via Kaltura’s Media Gallery inside Canvas. Faculty and staff are assigned a Licensed account and students are assigned a Basic account. Note: Users do not need an account in order to attend meetings hosted by someone else.
Users only need an account if they desire to schedule and host meetings. If you already have a free Zoom account limited to 40 minute meetings or an account with UA system and desire to use the Zoom tab in Canvas, follow these instructions to switch to new account. Need help with your account? Students that need to meet longer than 40 minutes, they can fill out the UA system account request form. Students requesting a licensed pro account will be required to provide contact information for their supervisor so that their reason can be confirmed.
If approved, the provisioned pro account will be returned to back to basic at the end of that academic year July 31st. Instructors can access Zoom within their Canvas courses by clicking the Zoom tab in the course navigation. Meetings should only be scheduled here if the desired attendees are the students of that course.
See Zoom for Teachers Guide for more information. Users can access and sign into their UAB Zoom account at uab. See Using the Zoom App Guide for more information. How do I get an account? Please note this type of account cannot record or be used in Canvas. How do I know what type of account I have? Users either have a Basic or licensed account. Log in to Zoom in a web browser and click Profile at the top left, then look under License Type.
Refer the information at the top of this page to see the differences in basic and licensed accounts. Users can log into their Zoom account in a web browser and click Account Profile at the far left, then look and see the type and name of the account they are under. Students do not need to create a Zoom account in order to attend your meetings that you schedule and host.
Students only need to create an account if they want to schedule and host their own meetings ex. There are multiple roles available for a meeting: host, co-host, alternative hosts, and participants.
The role that you have in a meeting is designated by the host. See more details on what each role can do. More information on pricing and ordering can be found on the UA system website. Users interested in renting a webinar license for a specific event can contact UAB eLearning for up to attendees or University Relations for up to 5, attendees. Students are given a basic account that is limited to 40 minute meetings.
They can schedule as many back to back meetings as desired. If students still need to meet longer than 40 minutes, they can fill out the UA system account request form.
If approved, students accounts will be returned to back to basic accounts after the end of that academic year July 31st. Alternatively, students can use an alternative technology such as Microsoft Teams Meetings. There are official free apps available for iOS and Android.
Zoom also includes built-in support for calling in to a meeting over telephone. Instructions are provided below based on the error code received. If you need additional assistance accessing Zoom inside Canvas, fill out the eLearning Academic Technology Support form. This code appears because you either have a free basic zoom account or a UA systems account and must transfer your account to UAB eLearning in order to access Zoom in Canvas.
This error appears because you do not have a Zoom account or because you do not have your uab. If the email listed in the error message is your uab.
By default, Zoom will notify you if someone has clicked the link to join your meeting before you have started it. This can be useful, if you have forgotten you had a scheduled meeting or you are using Zoom for office hours. It is possible that the user clicked on the link early by accident.
If you do not know the user, it is possible that they typed in your meeting ID by mistake trying to get into another meeting. How do I schedule a meeting? You can schedule a Zoom meeting through various methods:. Visit this Zoom Guide for more information on reoccurring meetings. This will make it so that each course sees the meeting in their Canvas shell through the Zoom tab and there are two separate scheduled meetings, but in the backend they tie to the same meeting so all will be able to join at the same time.
Please Note: This option is not available if you choose to make the meeting reoccurring, so you will need to schedule each desired meeting individually. You can schedule one meeting outside of Canvas at uab. You can schedule the Zoom meeting in one of your Canvas courses and then grab the join link or full invitation from that meeting and place that information in the other Canvas courses on a page, syllabus, announcement, etc.
If you have several Canvas course shells for a course that meets at the same time, one option is to consider cross-listing your Canvas course shells into 1 course shell, especially if each group of students complete the same work but just have different due dates.
This brings all the students into one course shell, where you can schedule just one Zoom meeting for all students as well as provide content, assignments, etc. Request your courses be cross-listed on the eLearning Canvas Request webpage. Please Note: Crosslistings should be done before the semester begins and cannot be done after students have made submissions in any of the course shells. Registration can be used to make a public facing meeting more secure.
You can set registration to manual or automatic approval. You can also use registration to collect information before a meeting begins and be able to send event reminders and follow up emails. Visit this Zoom Guide for more information on registration. Join before host allows attendees to join the meeting before the host joins or when the host cannot attend the meeting.
If you select join before host , then the participants can join the meeting before the host joins or without the host.
If you do not select join before host, the participants will see a pop up dialog that says “The meeting is waiting for the host to join. To allow join before host, click this option when scheduling a meeting or edit an already scheduled meeting and select this option.
By default a meeting cannot begin until the host starts the meeting. Adding someone as an alternative host allows this person to start the meeting in the absence of the original host.
Many users confuse co-host and alternative host. The main use of an alternate host is so that they can start the meeting in the absence of the main host. The main use of co-host is so that someone else can manage participants, etc. Anyone can be a co-host once in the meeting regardless of their account type.
Learn more about selecting someone as a co-host. Students are given a basic account that is limited to 40 minute meetings by default. If students still need a pro account because they are a TA, they can fill out the UA system account request form.
Students requesting a licensed pro account will be required to provide contact information for their supervisor instructor so that their reason can be confirmed. There are times when an administrative assistant may need to schedule meetings for another person. There are three options for how to do this, shown below.
Users can give other individuals permissions to schedule meetings for them. This allows a user to schedule a meeting and choose who this meeting is being scheduling for Me or other user. If you choose to schedule a meeting for another user, it will actually schedule the meeting in their account.
This means that person can start the meeting without you being present and any recordings will be in their account, not yours. If you choose to join the meeting you scheduled for another user, you will automatically be a co-host who can help manage participants. See below for how to assign scheduling privileges. The user that wants to give the permission for someone to schedule for them should follow these instructions:.
If the user was assigned successfully, they will appear under Assign Scheduling Privilege to. However, they will need to sign out of the Zoom desktop client and sign in again before they will be able to schedule for you there. If scheduling privilege cannot be assigned because the user is not on your account or is not a Pro user, you will receive an error message. Once completed, see these instructions for how to schedule meetings for other people.
You can also put someone as alternative host for your meeting. This allows them to start the meeting on your behalf, but the meeting is still in your account. This allows the recordings of meetings to remain in your account; however, you are unable to have a separate meeting while these meetings are going on.
See the FAQ question “What is an alternative host and why will it not let me add someone? This allows anyone who has the join link to start the meeting. There are definite limitations on this when using Waiting Room or wanting the meeting to be recorded, but is a quick fix if the meeting is about to happen and you cannot join.
Meetings scheduled outside of Canvas can be imported into a Canvas course. Follow the directions below. This allows this meeting to be used repeatedly at any time with the join link and other settings staying the same. How many people can join my meetings? Instructors are provided an account that allows up to participants.
Two meetings at the same time using Microsoft Teams? – Microsoft Community.Zoom at U-M / U-M Information and Technology Services
Send us a note about this article. Phone: Email: help brown. For reserved service for a technical consult or a loaner check-out, you can schedule an appointment here. Report an Outage. Print Download PDF. Copy to Clipboard. Zoom and Google Calendar. Authors list GB Gillian Bell. When is a Zoom Meeting Link Valid? A non-recurring meeting ID will expire 30 days after the meeting is scheduled for. You can restart the same meeting ID as many times as you would like, within the 30 day period.
A recurring meeting ID will expire days after the meeting is started on the last occurrence. You can re-use the meeting ID for future occurrences. Scheduled meetings can be started at any time before the scheduled time. The links will not expire or become invalid unless it is past the 30 day period for a non-recurring meeting, has not been used for over days for a recurring meeting, or has been deleted from your Zoom account.
An instant meeting link will expire as soon as the meeting is over. Scheduling a meeting at brown. How to Address This Issue There are two things you can do to address this issue: 1.
If you alter a Google Calendar event, edit the Zoom meeting to match. Learn more about meeting and webinar passcodes. You can use the meeting host and co-host features to help keep your meetings safe. They allow you to:. Learn more about host and co-host controls. The account owner and host can watch Zoom cloud recordings and any participant with permission can record to their local device.
These individuals can share these recordings with apps and others. Watch out for fake or scam phishing Zoom messages or invites. These can be used for identity theft or to access your account. Learn more about dealing with scams and phishing. Make sure you always have the latest version of Zoom so that you receive any important enhancements. This helps keep Zoom secure. Learn more about managing updates. Scheduling a meeting. Joining a Zoom video call.
If you’re scheduling meetings on behalf of someone else, it’s best to do so through Scheduling Privilege. This will ensure that the person you’re scheduling for will remain the meeting host.
To begin, the person you’ll be scheduling for needs to grant you Scheduling Privilege. Find out how to grant Scheduling Privilege. You can check if anyone has assigned you Scheduling Privilege by going to your profile settings. There are two methods of creating Zoom meetings in Google Calendar. You’ll need to determine which application you use. Scheduling Privilege with Chrome Scheduler. Scheduling Privilege with GSuite Add-on. A maximum of two meetings can be scheduled at the same time from a single host account.
Both meetings are required to be started either by the original host or an alternative host. As the host, you can start the meeting and then transfer host privileges to another participant during the meeting if required. Pressing End Other Meeting will terminate all of your active meetings.
If you need to schedule three or more concurrent meetings from a single host account, please submit a request to our Service Desk. Zoom Cloud recordings created prior to 18 December are stored on CloudStor. Find out how to access your CloudStor account.
Recordings created from 18 December onwards can be accessed through the Monash Zoom web portal under the Recordings tab. Find out how to access your Zoom Cloud recordings. These recordings will not be permanently retained. You will be notified seven days prior to the deletion of your Zoom Cloud recording. To permanently retain your Zoom Cloud recordings, please download them from the Monash Zoom web portal and upload them to CloudStor. If your Zoom session is being recorded, a pop-up box to let you know will appear before the session starts, and you’ll also be informed by your meeting host of any recording at the start of a Zoom session.
Recorded Zoom sessions may be used for learning and teaching purposes and research purposes. For some Zoom sessions, you may be able to turn off your video and microphone, depending on the level of interaction required.
For further information on how to use Zoom, including configuring your settings, please see this Library guide. Recorded Zoom sessions may be published online and made available to Monash University staff and students.
All Monash Zoom accounts are protected by Monash Single Sign On including multi-factor authentication by Okta and secured with strong encryption including audio, video and content.
Details of Zoom sessions must not be shared with anyone who is not on the participant list. If you have any questions about how Monash University is collecting and handling your personal information, please contact our Data Protection and Privacy Office at dataprotectionofficer monash.
When sharing your desktop, other meeting participants can see the content on your desktop, including any private material, email and message notifications which may display in the background or pop-ups. Participants can also request this. This allows them to completely control and manage your desktop until you opt to regain control. Learn more about video conferencing and Zoom conferencing that allows you to broadcast lectures across multiple locations, campuses or partner institutions at the same time.
Hire or purchase video conferencing equipment and create your own video conference meeting. Learn how to make a teleconference call and find out how to use Zoom and Google hangouts to video conference and collaborate with others. Enjoy wireless video presentations on all your devices.
5 Things every Microsoft Teams Meeting Newbie Should Know – Joanne C Klein
through the “Join a meeting” option on the ASU Zoom website at asu. Zoom does allow you to be on multiple meetings or webinars at the same time, albeit with a. Starting or Joining a Scheduled Meeting as the Host. Hiding Non-Video Participants. Sharing Multiple Screens Simultaneously. Two other Zoom features that facilitate participation are Breakout Rooms and may not be able to see everyone’s video at the same time in Gallery View.