Category Archives: Web Conferencing

Webinars and Webcasting for Large Events

Current Bryn Mawr faculty, staff and students can host three types of online events using existing College-provided software:

  • A fully interactive Zoom Meeting with up to 300 participants.
  • A Panopto “webcast with unlimited viewers.
  • A webinar-like event created by combining the two: a Zoom Meeting for interactive participants that is livestreamed to a Panopto webcast for a larger viewing audience. If more that 300 people are expected for a Zoom event, you can use this method to enable the overflow audience to view without participating.

In all cases, you can schedule the events in advance, get links to share with participants and/or your audience, and record the event for later on-demand viewing. Participants and viewers DO NOT need Zoom or Panopto accounts to join or view.

Note: Zoom’s Webinar option is not included in our standard license. Departments can purchase annual Webinar add-ons for $700-1400; please email help@brynmawr.edu for more information. 

Table of Contents


Meetings, Webcasts, and “Webinars” Compared

Max attendees Audience Visible/Audible? Registration Waiting Room Recordings
Zoom Meeting 300 Can use focus mode to hide participants, but anyone can unmute. Yes Yes Meetings recorded “to the Cloud” are uploaded to Panopto. Panopto link can later be shared for on-demand viewing.
Panopto Webcast Unlimited No No* Yes Automatic; webcast link becomes on-demand viewing link
“Webinar” using Zoom and Panopto Unlimited No No* Yes Automatic; webcast link becomes on-demand viewing link.

*Panopto does not have a built-in registration option; however, you can create one by asking audience members to register in advance via a Wufoo or Microsoft Form and emailing or displaying the webcast view link once they do.

Webcasting with Panopto

A Panopto webcast is a recording in progress that is streamed over the Internet for an audience to watch while the recording is underway. You create a webcast link in advance to share with your audience; what viewers see when they click on that link depends on the timing:

  • Prior to the event — a “waiting room” with the event title, description, and preview image
  • Once you’ve started the webcast — a livestream of the event
  • After the webcast is over — the recording of your webcast (you can hide this if you don’t want to provide a recording)

Prefer video? Watch Panopto’s webcasting walkthrough.

In Advance: Set Up Your Webcast URL

  1. Log into https://brynmawr.hosted.panopto.com using Moodle or SAML and your college credentials.
  2. Click Create, then choose Webcast from the drop-down menu.

Panopto Create menu expanded with "Webcast" is highlighted by a red box.

  1. Enter a Title and Description, then click Create.
  2. Use the Settings > Overview window to:
    • Edit the Title and Description
    • Add an optional Preview Image (click Edit, choose a picture, then Save).
    • Enable a text-based discussion board where viewers can post public comments by checking the Allow viewers to post comments.
    • Use the Downloads menu to control whether viewers can download a copy of the recording (by default, only people with Creator permissions for a video can do this).
  3. Copy the Viewer link and paste it into whatever media you are using to advertise the event to your audience (email, web pages, etc.).

Warning: Webcasts are single-use only — about an hour after you stop one, it becomes a recording and cannot be used for further livestreaming. Don’t test your webcast if you’ve shared the viewer link with an audience; instead, create an a second webcast to use for testing. We do strongly recommend conducting at least one advance test run using the computer and equipment you will be using on the day of your event so you can catch and fix any technical issues.

Just Before the Event: Start the Webcast

  1. Log into the computer you are using to record the webcast and launch the Panopto app.
  2. Click the Join Session button. (Do not click Record yet!!!)
Panopto application. On it, the button "Join Session" is highlighted by a red box.,
Recorder Window on PC with Join Session button highlighted.

 

Recorder on Mac with Join Session highlighted.
Recorder on Mac with Join Session highlighted.
  1. Choose your webinar from the drop-down menu. (If you don’t see it listed, double-check that you are the user who is currently logged into Panopto; you may need to log out and log back in.)
  2. If you want to capture video, choose a Video source under Primary Sources, then configure your camera as needed.
  3. Check your Audio levels by speaking; adjust using the slider bar if needed.
If you are webcasting from a classroom and have difficulty with the microphone or video, please contact Multimedia (multimedia@brynmawr.edu or 610-526-7449) for help.
  1. Only check the Capture Computer Audio box IF you plan to play media with sound on the podium computer during the talk AND you want to include that sound in the recording.

Screen shot of recorder controls

  1. Select and configure any Secondary Sources you want to capture.
  2. When you are ready, click (record) to start the webcast/recording.
  3. If you are capturing a screencast, minimize the recorder window so that it is out of the way.

Webinar-Style Events Using Zoom and Panopto

Prefer video? See Panopto’s How to Webcast with Zoom and Panopto demo.

  1. Schedule your Zoom Meeting and invite any speakers, moderators or panelists — that is, anyone who will need to speak and/or share their video and screens to that meeting.
  2. Create a Panopto Webcast using the instructions above. Publicize or share the webcast Viewing link with people who will view and listen to the event, but not speak.
  3. Finally, enter data from Panopto into Zoom to create a Live Streaming connection between the two:
  1. Open a web browser window and log into https://brynmawr-edu.zoom.us.
  2. Under Meetings > Upcoming Meetings, find the meeting and click on it to open the Meeting information page.
  3. Scroll down to the bottom and click Live Streaming.
  4. Click Configure Custom Streaming Service.  Here is where you will paste information from Panopto to create the live streaming connection.

Zoom's configure custom streaming service

  1. Leaving Zoom open, open another browser window or tab and log into Panopto.
  2. Find your webcast and click Settings.
  3. Click Manage.
  4. Change the Webcast Type to RTMP Source.

Panopto webcast settings window with Manage tab visible and arrows pointing to the RMTP radio button and the Server URL and Server Keys to copy

  1. Copy the value in the Server URL field, then paste it into the Stream URL field of the Zoom window.
  2. Switch back to the Panopto window or tab, copy the value in the Stream keys and types field, and paste it into the Stream Key field of the Zoom window.
  3. Click Save in the Zoom window to save your changes.

Captioning in Zoom

Zoom supports both CART captioning (in which a trained professional attends the meeting and types captions in real time) and ASR (computer-generated) captioning.

Turn On CART Captioning

Prefer video? See Zoom’s video tutorial.

Prerequisites:  These instructions assume you have booked a CART captioning service for the meeting or webinar in advance.

Shortly before the event start time, the meeting or webinar host should:

  1. Start the meeting.
  2. Wait for the captioner to join.
  3. Click on Live Transcript in the meeting controls bar.

Caption/Live Transcript menu in Zoom

Not seeing Live Transcript? It may be hidden: expand the Zoom window until you see it or click … More and choose Live Transcript from the pop-up menu.

 

  1. According to the instructions the captioning service provided in advance, EITHER:
    • Click Assign a participant to type and choose the captioner from the Participant list (which enables them to type directly into Zoom) OR
    • Click Copy the API token and share it with the captioning service using your pre-arranged method. A Subtitles available notice will pop up when the caption feed to Zoom begins; click it and choose Show subtitles to display them to participants.

 

Warning: Do not end the meeting after copying and sharing the API token! A new, unique token is created each time you start a meeting, even if you used the same meeting link.

Turn on Live Transcript (ASR Captioning) — NEW!

ASR captions are called “Live Transcript” in Zoom. Currently only the Host can turn them on and they are visible to all participants, but Zoom is developing a feature that will enable participants to toggle Live Transcript on/off  themselves.

Before you can turn Live Transcipt on a meetings or webinars you host, it needs to be enabled in your account settings:

  1. Go to https://brynmawr-edu.zoom.us and Log in with SSO.
  2. Click Settings in the left sidebar.
  3. Click the Meeting tab (at the top of the screen), then In Meeting (Advanced) to jump to those settings.
  4. Toggle Closed Captioning on.
  5. Check Enable live transcription service to show transcript on the side panel in-meeting when it appears.

Once Live Transcript is enabled in your settings, you can turn it on during any meeting or webinar you host:

  1. Click on the Live Transcript in the meeting controls bar.
  2. Click Enable Auto-Transcription.

Caption/Live Transcript menu in Zoom

Not seeing Live Transcript? It may be hidden: expand the window until you see it or click … More and choose Live Transcript from the pop-up menu.

Captioning

Captioning involves converting the audio content of a live event or a recording into text that is displayed and synchronized with visual content, either at the bottom of the screen (closed captions) or in a separate window or display. Captioning enables hearing-impaired viewers to fully experience audiovisual content, can assist all viewers with comprehension, and enables viewing with volume off and in noisy environments. (More questions? See this captioning FAQ.)


Contents:

Looking for platform-specific instructions?


Captioning Recordings

Captions for pre-recorded audio or video can be produced by automatic speech recognition (ASR) software or by human listeners. Although ASR-generated captions can help with comprehension and enable viewers to watch with sound muted or in noisy environments, they typically do not meet the 98% accuracy level required for ADA compliance without human editing.

Recordings must have ADA-compliant captions if:

You can use the college’s lecture capture and video-streaming service, Panopto, to produce ADA captions by:

  • Correcting the ASR captions that Panopto creates until they are at least 98% accurate.
  • Contracting with a third-party captioning service to produce and upload ADA-compliant captions for you.

See Captioning in Panopto for details.

Note: For questions about captions for DVDs or streaming video in Tri-Co library collections, please email library@brynmawr.edu.

Captioning Live Events

College policy requires event organizers to state that disability accommodations will be made upon request when advertising any college event, whether in-person or online. Captioning is one type of accommodation that could be requested.

  • If someone requests or you know that a participant needs captioning as a disability accommodation, arrange CART (Human-Generated) Captioning.
  • If no one requests or needs captioning as a disability accommodation you do not need to arrange CART captioning. If your event is online, consider using Live ASR (Computer-Generation) Captioning to assist with comprehension, enable viewing with sound muted and in noisy environments, or produce a transcript.

 

CART (Human-Generated) Captioning

Communication Access Real-time Translation (CART) captions are produced by trained professionals who attend the event and type captions in real-time using special hardware and/or software platforms.

  • CART is the standard for disability accommodation and aims for 98% accuracy and above. The captioner must be able to hear speakers clearly to attain this level of accuracy. (See Improving Accuracy of Captions.)
  • CART is available for in-person and online events.
  • Services must be scheduled in advance; vendors may need up to 3 weeks’ lead time due to increased demand.
  • Zoom works well for online events, as it can show CART as subtitles in the meeting window. See Captioning in Zoom.
  • Access Services will schedule CART captioning for course meetings when needed for students with documented disabilities.
  • Other event organizers should schedule CART services themselves and ask providers to invoice them directly (not Access Services).

Two CART vendors are currently active in eMarket and have been used by campus event organizers:

Ai Media 
  • Service:Remote captioning
  • Fees:$79 per hour; 1 hour minimum, then billed in 15-minute increments
  • Scheduling lead time: 2-3 weeks before event
  • Cancellation policy: Cancel more than 24 business hours (one business day) in advance to avoid being billed for the total scheduled time.
  • How to schedule: Email the following information toschedule@acscaptions.com
    • Event title (class title)
    • Date (days of the week)
    • Start and end time
    • Emergency contact
    • Materials (slides, scripts, handouts, participant names, etc.) that help the captioner prepare
    • Billing point of contact (Important: Please direct bills to your department and not Access Services.)
Karasch & Associates:
  • Service: Remote audience CART (e.g., for Zoom event, etc.)
    • Fees: $125 per hour; 1 hour minimum, then billed in 30-minute increments
    • Scheduling lead time: Minimum 24 hours in advance; but contact as soon as possible, especially for complex events or those requiring specialized knowledge
    • Cancellation policy: Cancel more than 48 hours (two business day) in advance to avoid being billed for the total scheduled time. (For recurring classes, 24 hours in advance of a meeting.)
    • How to schedule: Email ksullivan@karasch.com.
    • Billing point of contact: Important: Please direct your bills to your department and not to Access Services.
  • Service: On-site CART
    • Fees: $175 per hour; 2 hour minimum, then billed in 30-minute increments
    • Scheduling lead time: Minimum 24 hours in advance; but contact as soon as possible, especially for complex events or those requiring specialized knowledge
    • Cancellation policy: Cancel more than 48 hours (two business day) in advance to avoid being billed for the total scheduled time. (For recurring classes, 24 hours in advance of a meeting.)
    • How to schedule: Email ksullivan@karasch.com
    • Billing point of contact: Important: Please direct your bills to your department and not to Access Services.

Live ASR (Computer-Generated) Captioning

Automatic Speech Recognition (ASR) software uses algorithms to analyze audio and generate caption text. ASR captions can be produced quickly and inexpensively and — if audio quality is decent — can produce text that is accurate enough to greatly assist listeners with comprehension, compensate for background noise, and enable viewing with volume muted. See Captioning in Zoom and Captioning in Microsoft Teams for instructions on how to turn on ASR captions.

IMPORTANT: ASR captions are not accurate or simultaneous enough for disability accommodation; use CART captioning instead. However, ASR captions are better than nothing and permissible for disability accommodation if CART services are unavailable.

Things You Can Do to Improve Live Caption Accuracy

Some simple best practices can improve the accuracy of both ASR- and human-generated captioning:

  • Use a good microphone, especially if there is background noise.
    • Use a headset or unidirectional USB desktop microphone instead of a laptop’s built-in microphone.
    • In an event space, make sure that the microphone provides sound to the captioner (and any recording software) as well as the room speakers.
  • Face the microphone and stay in range while speaking.
    • If you need to move around, a wired or wireless USB lavalier microphone may help.
    • However, you should still turn to face your audience when speaking so they can read your lips and facial cues.
  • Practice good public speaking skills.
    • Speak clearly and deliberately. (For most people this means slow down!)
    • Pause between phrases and sentences to allow the captioner and your listeners to catch up.
    • Practice speaking with Live Transcript turned on in Zoom to get a feel for proper pacing. Since ASR technology mirrors the contextualization process that human listeners use to understand speech, improvements in ASR accuracy should translate into improved listener comprehension as well.
  • Provide contextual information for listeners in advance and/or during the presentation:
    • Provide a CART service with an abstract of your presentation abstract (or the script if using) and a list of proper names, specialized vocabulary, or other tricky words in advance.
    • Include proper names, specialized vocabulary, and important points on slides so that listeners can hear AND read them simultaneously. Share slides or an abstract with the audience in advance whenever possible.
  • Repeat or summarize audience questions and comments before responding.
    • Repetition by a speaker ensures the captioner and audience members can both hear AND see your lips and facial cues, which may be necessary for full comprehension. (Audience microphones can help with audibility, but facial cues are typically lost.)
    • Speaker repetitions and summaries can be included in recordings even if privacy concerns or the logistics of securing consent prevent recording audience members directly.
    • Repetition/summarizing can help questioners or commenters feel heard and give them an opportunity to correct any misunderstandings.

Using Registration to Secure Zoom Meetings

Zoom recommends turning on registration for all publicly or widely advertised meetings to help prevent Zoom-bombing. When registration is on, Zoom creates a “registration link” that you can publicize instead of the direct meeting link. For other steps you can take to secure meetings, see Security and Zoom.

Note: Advertising through Bryn Mawr College’s Daily Digest, the Events page or a department’s web page counts as public advertisement! Links included in such posts are visible to the world and to web-crawler bots, even if your target audience is the Bryn Mawr community.

Common Registration Misconceptions

  • Registration is inconvenient for hosts. Not necessarily! With the default automatic approval setting, Zoom will email links to everyone who registers for you. You don’t have to do anything else.
  • Registration prevents ad hoc or drop-in participation. Not true. Zoom allows people to continue registering after a meeting starts and if automatic approval is on, they should receive a email within a few minutes of signing up.
  • Registration is too inconvenient for recurring meetings. Again, not necessarily. By default, a participant registers once and receives a meeting link that works for all meetings in the series. (You can customize registration options so people have to sign up for specific sessions if you prefer.)
  • Registration is so impersonal. Perhaps, but you can customize the registration page and confirmation email to make it less so.
  • Automatically accepting registrations provides no security benefits, so it’s a useless inconvenience. Not true. Registration requires participants to give you a working email address in order to receive a meeting link, and Zoom has found this requirement is often enough to discourage Zoom-bombers. If a Zoom-bombing incident does occurs and you report the culprits to Zoom, the email addresses they provided if registration was on could help with identification or sanctions.

Before you Begin

In order to turn on or manage registration for a meeting, you must:

  • Have a paid Zoom account. If you are a current Bryn Mawr student or employee and need to publicly advertise meetings, be sure to set up your BMC Zoom account and use it for public-facing meetings so that you can turn on registration.
  • Log into Zoom via a web browser or a Moodle Zoom activity. You will not see meeting registration options when scheduling meetings in the Zoom desktop app, mobile app, or Outlook. However, you can add and manage registration to meetings you scheduled through these methods, if you log into Zoom through a web browser using the instructions below.

Turn Registration On for a Meeting

  1. Log into the Zoom web portal by going to https://brynmawr-edu.zoom.us and choosing Sign in with SSO.
  2. Click Meetings, hover over the meeting topic, and click Edit or click Schedule a New Meeting to create a new meeting.
  3. Under  Registration, check Required.

Screen shot Zoom Meeting settings

  1. If this is a recurring meeting, you will be need to choose one of the following options:
  2. Click Save.

Customize the Registration Process (Optional)

Once you’ve turned registration on for a meeting, additional Registration and Branding tabs will appear at the bottom of the management page for that meeting, as shown below.

The Registration tab list the number of registrants and the registration options for a meeting.

  • By default, registrations will be auto-approved and participants can continue to register even after the meeting has started.
  • To change these defaults, click the Edit link next to  Registration Options, click Edit to open the registration options window shown below.

Registration options window

 

  • If you want to manually review and approve registrations before the email with the meeting link is sent to participants, change to Approval setting to Manual.
    • If you are manually approving registrations, you can check Send an email to host when someone registers to get an email alert that a registration awaits approval.
  • Check Close registration after event date if you want to prevent people from signing up after your event has ended.
  • Uncheck Allow attendees to join from multiple devices if you don’t want webinar attendees to be able to join from multiple devices (i.e., a computers and a phone) using the same registration.
  • Uncheck the Show social share buttons on the registration page to hide the buttons inviting participants to share the registration link on Facebook, Twitter, LinkedIn, or email (an all-or-nothing choice, you can’t selectively hide buttons).
  • By default, participants must enter a first name, last name and email address to register. Click Questions to add pre-configured fields like “Job Title” and/or Custom Questions to add your own short answer or multiple-choice questions.
  • Click Save All when you have finished editing your settings.

You can customize the registration page and confirmation emails using the Branding tab (to add a logo and/or banner image) and Email Settings tab (to edit the contact name and the text including in the confirmation email).

Manage and Export Registration Lists

Note: You can only manage and export registration lists from within the Zoom web portal

To view a list so that you can approve or cancel registrations or resend a confirmation email:

  1. Log into the Zoom web portal by going to https://brynmawr-edu.zoom.us and choosing Sign in with SSO.
  2. Click Meetings, find your meeting and click the topic to open it.
  3. Click on the Registration tab if it isn’t already visible.
  4. The top line says Manage Participants and summarizes your current registration numbers.
  5. Click View at the right end of this line to view the full list.
  6. Check off names and click the appropriate buttons to approve, cancel, or resend confirmation emails for the checked individuals.

To download a list of registrants with their approval status, registration date and any data collected by your form:

  1. Log into the Zoom web portal by going to https://brynmawr-edu.zoom.us and choosing Sign in with SSO.
  2. Select Reports.
  3. On the Meeting Reports tab, make sure Registration Report is selected under Meeting Type.
  4. By default, Zoom list all meetings you’ve hosted within a particular time frame (this could take awhile if you host many meetings) or you can search for a particular meeting ID.
  5. Find the meeting you’re interested in and click the Generate link to create the report.
  6. Click on the Download Queue tab to download your report once it’s available.

Reports will be in .CSV format, which you should be able to open in any spreadsheet program. Zoom keeps meeting report data for 30 days after the end of a meeting.

Breakout Rooms in Zoom

Zoom “breakout rooms” allow you to split a meeting into smaller groups:

  • The host or a co-host sets up the breakout rooms, either randomly assigning participants to rooms, manually assigning them, or letting them choose rooms, and clicks Open All Rooms.
  • When participants join the breakout rooms, they can talk and chat with others in that room and share video and screens if allowed to in the main meeting. The host and co-hosts can remain in the main session or visit breakout rooms.
  • The host or a co-host clicks Close All Rooms to return everyone to the main meeting.

Prefer video? Watch Zoom’s How to Use Breakout Rooms.


Set Up Your Breakout Rooms

The host or a co-host can start and must finish setting up breakout rooms after the meeting starts and participants have joined. This does not necessarily disrupt the meeting; participants cannot see or join breakout rooms until Open All Rooms is clicked.

Optional Pre-Assignments

If you plan to assign people to specific breakout groups and you know in advance who will be attending, you can pre-assign rooms before the meeting starts. Pre-assigned participants will appear in the correct breakout rooms when the host or a co-host clicks on Breakout Rooms during the meeting, if they have logged into the Zoom accounts associated with their pre-registration. The host or a co-host will still need to manually assign people who haven’t logged in, logged into a different Zoom account, or don’t have a pre-assignment. Pre-assignments also apply to all instances of a recurring meeting; if you want to pre-assign people to different groups each meeting, create them as separate non-recurring meetings instead.

The person scheduling the meeting must make pre-assignments and can only do this in the Zoom web portal:

  1. Go to http://brynmawr-edu.zoom.us, choose Sign in with SSO, and log in with your Bryn Mawr username and password.
  2. Click Schedule a New Meeting OR click the Meetings tab, find your meeting and click Edit to open the Meeting Settings page.
  3. Under Meeting Options, check Breakout Room pre-assign, then click Edit, then follow the appropriate steps for your case below.

Situation A: ALL meeting participants have Bryn Mawr Zoom accounts. In this case you can use the buttons in the window to configure your rooms.

  1. Click on the + by Rooms to add rooms (note: you can’t change room names here, but you can during the meeting).
  2. Search for a participant and click Add to place them in a room.
  3. Click Save.

Breakout Room Assignment Window

Note: If you can’t find someone, they don’t have a BMC Zoom account. Use the Import from CSV option to pre-register them or wait until after the meeting starts to assign them to a room.

Situation B: Some participants don’t have BMC accounts (for example, those from Haverford or Swarthmore, which have their own institutional Zoom licenses). Use the Import from CSV option instead.

  1. Click Import from CSV at the bottom of the Breakout Rooms window.
  2. Download Zoom’s sample CSV file from the top of the Import Rooms and Participants with CSV window.
  3. Open it in spreadsheet program (such as Excel).
  4. Add the email address* of each participant and the room you are assigning them to the appropriate columns, as shown in this template. Zoom will automatically a room for each item listed in the room name column.
  5. Save your file, making sure to keep it in a .csv file format.
  6. Upload the file to the box in the Zoom’s Import Rooms and Participants with CSV window.
  7. Click Save.

*For best results, ask participants for the e-mail address associated with their Zoom accounts (if they have one) and remind them to use that account to join the meeting. Don’t worry if some don’t or don’t have Zoom accounts, however; a host or the co-host will need to manually assign them to a breakout room during the meeting, but they will still be able to participate fully.

During the Meeting

Once the meeting has started and participants have joined (or at least started joining) the host or a co-host needs to:

    1. Click Breakout Rooms.
    2. If you haven’t made pre-assignments:
      1. Select the number of rooms you want and how to assign participants to them:
        • Automatically: Zoom splits participants randomly and evenly across rooms.
        • Manually: You assign participants to specific rooms.
        • Let participants choose room
      2. Click Create Breakout Rooms.
    3. The Breakout Rooms window lists available rooms and — if you chose automatic assignments or made pre-assignments — the  participants assigned to them. From this window, you can:
        • Rename rooms: Hover over the Room name and clicking Rename.

      Screenshot Zoom breakout rooms window before rooms are opened

      • Change the number of rooms: Click Add a Room and Delete Room buttons.
      • Add participants: Click Assign (empty rooms) or the number of participants and check the box next to their names.
      • Reassign participants: Hover over a name and click Move to specify where to place them or Exchange to specify whom to swap places with.

Screen shot showing Move to and Exchange options

    • Recreate: reset to pre-assignments (if available) go back to the Create Breakout Rooms window.
    • Options: Adjust breakout room settings
      • Allow participants to choose room. Check if you want participants to be able to choose their own breakout rooms.
      • Allow participants to return to the main session at any time: Uncheck to prevent participants from returning to the main meeting if they exit a breakout room before you have closed them.
      • Automatically move all assigned participants into breakout rooms:Check to send participants who already have room assignments to their breakout rooms automatically when you click Open All Rooms.
      • Auto close breakout rooms after () minutes:Check to automatically close the breakout rooms after the specified time elapses. (If you check “Notify me …” the host and co-host will get an alert before this happens.)
      • Countdown after closing breakout rooms: Give participants a grace period to wrap up breakout conversations. Click Close All Rooms to display and start the timer; when it reaches zero, participants who are still in their breakout rooms will be sent back to the main meeting.

Start, Manage, and Close Breakout Rooms

Each breakout room is a mini-clone of the main Zoom meeting. Participants have the same permissions in the breakout rooms as they do in the main meeting. Exception: all participants can chat and mute/unmute themselves while in the breakout rooms. There is no way to change this.

  • If you want participants to have different screen- or video-sharing abilities while in breakout rooms, click Security and change the settings in the main meeting immediately before you open the breakout rooms.
  • Zoom cloud recordings capture only the main meeting room. If you need to record one or more breakout rooms, you will need to enable local recording for the meeting and ask someone in those breakout rooms to make a local recording.
  • If you need to share documents with breakout room participants, you can:
    • Post the in the main meeting chat and ask participants to download them before opening the breakout rooms
    • Arrange for one person (a participant or co-host) in each breakout room to have the documents and be responsible of posting them to or sharing their screen to display them within that room.

As soon as the host or a co-host clicks Open All Rooms:

  • If participants are allowed to choose rooms, they can click Breakout Rooms, view the list of rooms, and click Join to enter one.*
  • Participants with a room assignment will be invited to Join (or be sent into the room automatically if that setting is enabled).
  • Participants without a room assignment will remain in the main meeting space.

*Participants who can’t select their own rooms are probably using an older version of Zoom. The host or a co-host can manually can assign them to a room instead, and they can upgrade Zoom later to have this option in future meetings. 

While breakout rooms are in session:

  • The host or a co-host can continue to make room assignments.
  • The host and co-hosts can use Join/Leave buttons in the Breakout Rooms window to visit rooms.

  • Zoom chats will be breakout-room specific:
    • Participants (including hosts and co-hosts) who are in a breakout room will only be able to chat with others in that room.
    • Participants (including hosts and co-hosts) who are not in a breakout room will only be able to chat with others in the main meeting area.
  • The host or a co-host can click Broadcast Message to all in the Breakout Rooms window to message all meeting participants. To message a specific room, they need to Join that breakout room.
  • Participants in breakout rooms can click the ? (Ask for Help) button in their meeting control bar to request that the host join their breakout group. (Only the host sees these requests.)
  • The host or a co-host can click Close All Rooms in the Breakout Rooms window to end the breakout sessions.

Join Zoom Meetings from Moodle

If your Moodle course contains a Zoom activity, you will be able to see and join any meetings created through it in several different ways.

From the Zoom activity:

  1. Open the Moodle course and click on the Zoom activity.
  2. The Upcoming Meetings tab lists all future course meetings — click the Join button next to a meeting to join it (or the Start button if you are the meeting host).
  3. The Cloud Recordings tab will house links for any previous 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).

If you are the meeting host, you will see Delete buttons next to meetings, which you can use to cancel them. If you need to edit meeting settings or reschedule a meeting, click on the meeting topic, then Edit meeting. (You can also log into Zoom to edit and delete meetings.)

From the Moodle calendar:

  1. Click Calendar in the left sidebar. (If the left sidebar is not visible, click the (three bars) at the top left to unhide it.)
  2. Find the event for the meeting you want to join and click on it to open.
  3. Click on the “Click here to join Zoom Meeting … ” link as show below.

From within Zoom

  1. Log into your BMC Zoom account at https://brynmawr-edu.zoom.us or launch the Zoom desktop or phone app.
  2. Your course-related meetings will show up in the Upcoming Zoom meetings (among other scheduled meetings).
  3. Start, join, and/or edit meetings just as you would any other Zoom meetings.

 

Schedule Meetings in the Zoom Web Portal or App

This article explains how to set up a Zoom meeting from within the Zoom web interface or the Zoom desktop or mobile app.

For alternative ways to set up Zoom meetings:

Prefer video? Watch Zoom’s How to Schedule a Meeting tutorial.

Set Up a Scheduled Meeting

  1. Log into Zoom by going to https://brynmawr-edu.zoom.us or opening your Zoom desktop or mobile app and choosing Sign in with SSO.
  2. Click on the Schedule a Meeting (web portal, pictured below left) or  Schedule (desktop and mobile app, pictured below right).
    Schedule a Meeting buttonSchedule Meeting button
  3. Give the meeting a Topic (name) and, optionally, a short Description.
  4. 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.
  5. 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.)
  6. Zoom will default to your computer’s Time Zone; click the drop-down menu if you need to change this. Meeting invitees/participants will see dates and times adjusted to their own time zones.
  7. Check Recurring meeting box to set up a series of meetings with the same meeting link/ID.
    • Use the Duration settings to control how often the meeting recurs — 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.
  8. For the remaining meeting options, you can keep the default settings unless you have a specific reason to override them. (To change your  defaults for all new meetings, log into the Zoom web portal and click Settings.)
    • Meeting ID: For security reasons, LITS recommends that you usually use the default setting, Generate Automatically, which creates a new, random unique meeting ID for each meeting or meeting series. Your Personal Meeting ID remains the same across meetings: people who have it can drop in any time, and the more widely you share it, the more vulnerable it becomes to hacking/Zoom-bombing.
    • Registration required: Turn this on for added security if you will be advertising this meeting publicly. Zoom creates a registration link for you to publicize; participant click the link and must sign up with an email address to receive the meeting link. (See Setting up Registration for a Meeting.)
    • Use at least one of the following security measures to help prevent Zoom-bombing:
      • Passcode: Least disruptive; participants who don’t have the meeting link (which has the passcode embedded) will need to enter this meeting passcode in order to join.
      • Waiting Room: Hosts and co-hosts are alerted when people join the meeting and must admit them before they can participate. By default, everyone except alternative hosts will join “in the waiting room.” You can exempt people who are logged into a BMC Zoom or any Zoom account attached to email domains you specify (e.g., haverford.edu) by logging into Zoom web portal, opening Settings and editing 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.
    • Video: Specify whether the host (you or any alternative hosts) or participants start the meeting with video on or off. (Participants will still be able to turn video on unless you have disallowed this.)
    • Audio: Allow users to call in using Telephone, use Computer Audio only, or Both.
    • Calendar (desktop and mobile apps only): Save to Outlook or another calendar.
    • Meeting Options:
      • Allow participants to join anytime: Check to enable participants to join before you (or an alternative host).
      • Mute participants on entry: Check to mute participants when they join. (They will still be able to unmute themselves; for more info on muting participants during a meeting, see Managing Participants in a Meeting.)
      • Breakout room pre-assign (web portal only): Check to create the breakout rooms you will use in the meeting and, optionally, pre-assign participants to them. See Pre-Assigning Participants to Breakout Rooms for details and limitations.
      • Automatically record meeting: Check to automatically begin 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.  
      • Approve or block entry to users from specific regions/countries (web portal only): New for 2021, use with caution.
    • Alternative hosts: Enter the email address(es) of BMC Zoom user(s) to empower them to start the meeting for you (note: they must have an account on BMC’s Zoom license). 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).
    • Interpretation: Check to enable language interpretation channels for the meeting, then provide email addresses of the interpreters and language provided. See Language Interpretation for more information.
  9. Click Save to finish scheduling your meeting.

View/Manage a Scheduled Meeting

All of your Zoom meetings (including any scheduled through the Outlook/Webmail Add-in and a Zoom activity in Moodle) will show up on your Zoom Meetings page.

To open the Meetings page:

  1. Log into Zoom by going to https://brynmawr-edu.zoom.us or opening your Zoom desktop or mobile app and choosing Sign in with SSO.
  2. Click Meetings in the left sidebar (web portal) or top menu bar (apps).

Click on any Meeting to view information about it; if you created the meeting, you will see buttons to:

  • Start the meeting.
  • Edit the time, date, recurrence or other meeting settings.
  • Delete the meeting (if a series, Zoom will clarify whether you wish to delete this occurrence or all).

Note: In the web portal, scroll beneath the summary of meeting details to see these options.

There are three meeting management options that you can only access by logging into the Zoom web portal:

  • Save as Template: Use this meeting’s settings to setup subsequent meetings.
  • Poll: Create questions for in-meeting polls
  • Live Streaming: Configure a connection to a live streaming platform. Typically used to enable people who are not logged in to view and listen to the meeting but not participate; may be needed for certain captioning services.
Above: Meeting management options available in the Zoom web portal.

 

Invite People to a Scheduled Meeting

To invite people to your meeting, send them the information they will need to join:

  1. Log into Zoom by going to https://brynmawr-edu.zoom.us or opening your Zoom desktop or mobile app and choosing Sign in with SSO.
  2. Click Meetings in the left sidebar (web portal) or top menu bar (apps).
  3. Click on the meeting to which you want to invite people.
  4. Click Copy invitation (next to the meeting invite link in the web portal) to copy the meeting link and information participants need to phone in (if application) to your clipboard.
  5. Paste the invitation into an email and send it to the people you wish to invite to the meeting.

Notes:

  • You can paste the meeting link and information about how to join your meeting anywhere. However, keep in mind that anyone who has the link can join the meeting.
  • Although you can paste the invitation onto a Moodle page to share it with students, we recommend you Schedule Course Meetings with the Moodle Zoom Activity instead.
  • If you are scheduling a meeting that is open to the public, we recommend turning registration on and sharing the registration link, rather than posting the meeting link to a website. Meeting links posted on websites are very vulnerable to Zoom-bombing because they can be harvested by bots that crawl the web looking for them. Registration prevents this and helps with security even if you set it up so that people are automatically approved and receive the meeting links immediately.
  • When sharing a meeting invitation with a mailing list or posting to a message board or other limited-access site, consider your audience. If it is small and you trust recipients not to share the link, it’s probably okay to send out the meeting link and invitation details. If it’s large or people may share widely, it is safer to turn registration on and share the registration link instead.

Increase Caption and Chat Font Size in Zoom

If you are have difficulty viewing the chat messages or captions when using Zoom on a computer, you can increase the font size:

  1. Open the Zoom app on your computer
  2. Click on your profile picture or initials and choose Settings from the drop-down menu.

    1. Click Accessibility in the left sidebar.
    2. Adjust the size of Closed Captions by dragging the slider bar.
    3. Adjust the Chat Display Size by entering a percentage. During a meeting you can also adjust the Chat font size by pressing Ctrl+ and Ctrl- (PC) or Command+ and Command- (Mac) on your keyboard.

These options aren’t available in the Zoom mobile app, but you can use your device’s font and accessibility settings to control the size instead.

Using Zoom to “Mirror” an iPad in a Classroom

If you are using a iOS or Android tablet to write on screen during a lecture, you may want to “mirror” it to a laptop or the podium computer to project overhead and record what you are projecting using Panopto. However, can be difficult to “mirror” in a classroom: wifi connections using AirPlay or AirServer don’t always work well or consistently on our enterprise wi-fi network, and software for wired connections, like Apowermirror, can be temperamental, especially when multiple people are connecting to the same computer.

Instead we recommend using Zoom to record a lecture involving an iPad or a Android tablet, even if you won’t have remote participants joining the meeting:  

  • If you are using a Mac computer and an iOS device, you can simply connect the two using a USB cable, start a Zoom meeting on the Mac, and choose the iOS device when sharing your screen. See Sharing an iOS device screen with a cable.
  • With any type of computer and tablet (iOS or Android), you can start a Zoom meeting on computer and join the meeting with the tablet, since Zoom allows the same individual to connect to a meeting with multiple devices, so long as each is a different type. See below for more detailed directions.

Setting up Your iPad

Download and install the Zoom app from the App Store. If you only need to annotate a blank screen, you can use the whiteboard feature in Zoom and no further set-up is needed.

If you need to annotate slides, documents or demo an iPad app:

  1. Install and open any app(s) you will use. (Notability is a popular tool for annotating slides or documents saved as PDFs, and works well when screencasting.)
  2. Launch the Zoom app and click Start a new meeting,
  3. Click Share content in the meeting toolbar and choose Screen.
  4. Your iPad screen will probably say Screen Recording, list Photos as the app that will be used; touch the app section for a drop-down menu of alternatives and select Zoom.
  5. The onscreen text will change to Screen Broadcast; you can click Start Broadcast to begin.

Note: Once you set the Zoom app as your Screen Broadcast app in step 5, it should be the default when you click Share Content > Screen in Zoom meetings.

Screencasting an iPad During a Zoom Meeting

  1. If you will be annotating slides or documents, open them in the iPad app(s) you’re using.
  2. Start the Zoom meeting on the podium computer. If you are recording the meeting, start the recording.
  3. Launch the Zoom app on your iPad and join the meeting.
  4. Choose Join without audio (to prevent feedback from having two mics on).
  5. Click Share content button in the iOS Zoom app, and choose either:
    • Whiteboard to display/record annotations on a blank screen
    • Screen, Start broadcasting to show/record annotations in a different app. Zoom will count down and then start the broadcasting, switch to the app your are using to annotated as you would normally and the broadcast will continue even though you no longer see the Zoom app.

Zoom should automatically keep the shared screen prominent and capture it in the recording. If other people are speaking in the Zoom meeting, you can “pin” the screen share window in the Zoom app on the podium computer to prevent the focus from shifting to the speaker.

If you are recording the Zoom meeting to the cloud it will automatically be saved to your My Folder > Meeting Recordings folder in Panopto.

Am I Using a Bryn Mawr Zoom Account?

It is sometimes difficult to tell whether you are using a Zoom account on Bryn Mawr’s license or a separate account attached to your Bryn Mawr email address.

The clue is in your Zoom account profile:

  1. Pull up your Zoom profile in a web browser.
    • If you’re logged into Zoom through your web browser, click Profile in the left sidebar menu.
    • If you’re logged into the desktop app, click your profile picture (or your initials if you don’t set up a picture) in the upper right and choose My Profile (Change Picture if you don’t have a picture) from the drop-down menu.
    • You cannot pull up your profile page from a Zoom mobile app
  2. If this is a Bryn Mawr account, your Personal Meeting ID will contain https://brynmawr-edu.zoom.us, as shown below.
A zoom account on Bryn Mawr’s license–note the brynmawr-edu in the Personal meeting ID link. 

 

A non-BMC Zoom account — note that brynmawr-edu does not appear in the Personal meeting ID

Minimizing Confusion

We have instructions that can help you log into your BMC Zoom account, but before you do we recommend doing one of the following with your non-BMC account to avoid confusion in the future:

  1. If you don’t need a personal Zoom account, delete your non-BMC account.
  2. If you want to keep a personal account, change the email address associated with it to something other than your brynmawr.edu email address.
    • Log into the non-BMC Zoom account if you haven’t already.
    • Click Edit next to Sign-In Email.
    • Enter a new email address.
    • Click Save Changes.
      • Check the new e-mail address for a confirmation email similar to the one below. Click Confirm Change to complete the email change process.

63322537-0bd1-44e6-af09-c363f3f8166f.png

    • If you don’t receive the confirmation email, log into Zoom using the old email address and password and resend the email. Be sure to check inbox folders where auto-generate mail might be routed (Spam, Junk, Other, Updates, etc.)

For help troubleshooting a personal Zoom account, please contact Zoom support — LITS cannot see information about non-BMC accounts.