Schedule Course Meetings with the Moodle Zoom Activity

Posted August 6th, 2020 at 11:10 am.

The Zoom activity in Moodle makes it easier to for instructors and students to manage course-related Zoom meetings. When you schedule meetings with this activity:

  • Zoom automatically invites all course participants to those meetings.
  • Moodle creates calendar events for any Zoom meetings with a time and date with a link to start/join the meeting.
  • Course participants can see all of the Zoom meetings scheduled for course in one place when they click on the Zoom activity. (Course meetings will also show up in participants’ Zoom web portals and desktop or mobile apps.)

Add the Zoom Activity to a Course

You must have a Teacher role to set up the Zoom activity. 

  1. Log into your course and Turn Editing On if it isn’t already.

Turn Editing On

  1. Click + Add an activity or resource where you want to place the Zoom activity (we suggest the top section).

  1. Choose Zoom and click Add.

Moodle Activity or Resource

  1. Give the activity a name (e.g., “Class Zoom Meetings” and click Save and return to course.

You can click on this activity to create and manage course-related Zoom meetings. When other participants click on the link they will be able to see and join upcoming meetings.

Schedule Meetings in the Zoom Activity

  1. Log into the course and click on the Zoom activity to open an embedded Zoom window, as shown below.

Screen shot of Zoom activity in Moodle

  1. Click Schedule a New Meeting button in the top right.
  2. Zoom enters the course full name in the Topic field. Remember meetings will show up in participants’ Zoom apps; if you edit this, keep enough of the course number or title that they can tell it’s part of the course.
  3. Use When to set the meeting date and start time. (For a recurring series, use the date of the first meeting.) If you want to create a meeting link without a specified date and time, skip to step 7.
  4. Use Duration to set how long the meeting will last. (Note: for information only, the meeting link will still work outside of this time window.)
  5. Zoom defaults to your computer’s Time Zone; click the drop-down menu to change. Meeting invitees/participants will see dates and times adjusted to their own time zones.
  6. Check Recurring meeting to set up a series of meetings with the same meeting link/ID.
    • Use the Duration settings to control how frequently the meeting repeats. For classes that occur at the same time on multiple days of the week, choose Weekly, then check which days — e.g., Monday and Wednesday for a MW course. See Zoom’s article on Recurring meetings for more details.
    • Choose Duration > No fixed time to create a meeting link that is not associated with a date/time.
    • Specify an End Date for the series or the number of repeats.
  7. Leave Registration required unchecked unless you need to limit the number of course participants who can sign up for and attend a particular meeting. (See Setting up Registration for a Meeting.)
  8. Use at least one of the following Security measures to help prevent Zoom-bombing:
      • Passcode: Least disruptive; participants who join via a meeting link (which has the passcode embedded) will need to enter the meeting passcode.
      • Waiting Room: Hosts and co-hosts are alerted when people join the meeting and must admit them before they can participate. By default, the waiting room applies to everyone who joins meetings you host; however, you can change your account-level settings to exempt people if they are logged into a BMC Zoom account or to Zoom account attached to email domains you specify (e.g., brynmawr.edu, haverford.edu and swarthmore.edu). Log into the Zoom web portal, open Settings and edit your Waiting Room Options.
      • Only authenticated users can join: Most restrictive; participants will need to sign into either any Zoom account, a BMC, Haverford or Swarthmore Zoom account, or a BMC Zoom account before they can join the meeting.
  9. Under Video specify whether the host (you or an alternative host) and participants start the meeting with video on or off. (Does not affect ability to turn video on and off during the meeting, see Managing Participants in a Meeting for details.)
  10. Under Audio, choose whether participants join by Telephone, use Computer Audio, or Both.
  11. If you check Enable join before host participants will be able to enter the meeting or the waiting room (depending on the Waiting Room setting above), if they join before you or an alternative host. (If unchecked, they see a “Waiting for host to start meeting” message.)
  12. Check Mute participants on entry to have participants start with audio muted. (Does not affect ability to unmute during the meeting, see Managing Participants in a Meeting for details).
  13. If you do not check Use Personal Meeting ID, Zoom generates a meeting ID and link that is unique to this meeting. Note that you have a single, persistent Personal Meeting ID, and all meetings you create with it have the same link. If you use it for multiple meetings, someone could “drop in” on a meeting they weren’t invited to if they clicked that link at the wrong time.
  14. Check Automatically record meeting to start recording the meeting as soon as a host or alternative host starts/joins. (See Local recording and Cloud recording for details; cloud recordings will also be automatically uploaded to Panopto). Note: Be sure to inform participants in advance that you will be recording and/or pause the recording at the start of the meeting to inform them, so that they can opt out or adjust participation as needed.  
  15. In the Alternative hosts box, enter the email address(es) of BMC Zoom user(s) to empower them to start the meeting for you. (Note: Only current BMC students, faculty and staff who have set up an account on BMC’s Zoom license will be able to serve as alternative hosts). New for 2021 — if you join the meeting after the alternative host, you will become the host and they will be downgraded to a co-host (or participant if the co-host role was disabled).
  16. Click Save to finish setting up the meeting.

Edit/Manage Course Zoom Meetings

You can on the Zoom activity to manage the following elements of meetings you’ve created with the Moodle Zoom activity:

  • On the Upcoming Meetings tab:
    • Start/Join meetings.
    • Delete meetings.
    • Click a meeting title to:
      • View Meeting Information/Settings
      • Click Edit this meeting to change settings
      • Under Poll, create or import questions to use for polls during the meeting. (See Polling for meetings.)
  • On the Cloud Recordings tab, view and manage meetings that were recorded to the Cloud. By default, these are also uploaded to the “Recorded Meetings” folder of the recorder’s personal Panopto folder (My Folder). See Panopto-Zoom Integration.

You can also edit Zoom meetings created using the Moodle Zoom activity in the Zoom web portal or the Zoom desktop and mobile apps. You must log into the the Zoom web portal to do the following meeting set-up options, such as:

 

Filed under: Integrations,Zoom Tags: by Jenny Spohrer

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