Learning Technology@LJMU

Staff Guide: How do I set up a Zoom meeting in Canvas?

How to set up a Zoom meeting in Canvas

To set up a new meeting, click the Schedule a New Meeting button within the Zoom area of your Canvas course. This will take you to a page where you can set up the specifics of your meeting.

#Tip: Test out the scheduling process in one of your Canvas 'master' courses. These are test courses available for each module code where no students are enrolled.

Do not share meeting information/invitation on publicly accessible web pages.

 

Schedule Meeting Button

Important

  • Do not schedule meetings via the Zoom Desktop app as these will not sync up with your course's Zoom tool. Use the process outlined in this guidance.
  • Zoom meetings scheduled via Canvas will be visible all students enrolled on the course. Please provide guidance and signposting to direct students on how to join the correct meetings.
  • Canvas Inbox notifications will not be sent to students or staff.
  • Zoom meetings scheduled via Canvas will create a Canvas course calendar event which includes the join URL. This may, depending on the user's notification settings, send an email notification to course participants.
  • Students are provided with a Zoom account as part of their LJMU account.

 

Topic Give your meeting a name. This will also appear in the students’ list of meetings for the course so be descriptive. Also, make clear if the session is for a particular group in this title to signpost to students the correct session to attend.
Description Optional. A tip here is to add details about which course it resides in. As you build up your scheduled Zoom meetings, this field will help you to identify the module it is scheduled in.  
When The default option is in 30-minute blocks, but you can type in the exact time if necessary. You can start the meeting before the scheduled time to, for example, allow yourself and your participants to get settled in before the class starts. 
Duration  This doesn't mean that it will stop after this length of time, it is just for scheduling purposes in the course calendar.
Time Zone Click the drop-down menu to select a different time zone.  
Registration There is no need to check this box for normal class sessions. 
Recurring Use this if you want to set up meetings that occur at the same time each day or week. 
Video Determines whether you or your students start the meeting with your camera on or off. You and your students will still be able to turn this on once in the session, if you initially set to off.  
Audio Specify if you want users to be able to join via telephone (rates detailed here)computer, or both.
Meeting Options  
  • Require meeting passcode (required)
    Use the auto generated password for extra security.  If the link is shared mistakenly with anyone external to the course, they will not be able to access without the passcode. 
  • Enable join before host
    This has been set to disabled only.
  • Mute participants upon entry
    Helps with limiting noise on arrival into the session. Participants can un-mute themselves after joining.
  • Enable waiting room (required)
    This has been set to enabled only. This is an added way to secure your meetings and keep out unwanted participants. Allows you to admit users one at a time or all at once.
  • Only authenticated users can join (required)
    You have the choice of two options to protect who can join the meeting.

    • Users in your organisation (LJMU)
      This is the default option which only allows users with an LJMU account to join the session. This is the standard option for teaching sessions.
    • Sign in to Zoom
      Use this option if you would like to invite a non-LJMU participant (a guest lecturer for example). Any external users will require a Zoom account to access the meeting (this can be the free version). 
  • Record the Meeting Automatically in the Cloud
    Use this option to begin recording when the meeting starts without having to manually press the record button. If selected, on entry to the meeting you will notice that the meeting is recording as indicated at the top left of the Zoom meeting screen. Once the meeting has ended, the recording will appear in the Cloud Recording tab for the course it was scheduled in. It will be unpublished by default, toggle the Publish button to make available.
Alternative Host Add the LJMU email address (in the form p.name@ljmu.ac.uk ) of colleagues who can start and host the meeting in addition to yourself. Each alternative host will receive an email notification containing a link to start the session. Only LJMU members can be made alternative host. External speakers do not need to be made alternative hosts, but can be invited as a participant.

 

Once you have chosen your options, click Save and then the meeting details preview screen will appear. Click Edit this Meeting to change any settings. On this page you can copy the meeting invitation if you would like to send to non-LJMU participants. You can also delete the meeting from here and import poll questions for use during the session.

Are students notified?

Students may receive an Outlook email generated from Canvas if they have Canvas notifications enabled for Canvas course calendar events. However, this personalised setting can be set to immediate notification, daily, or weekly summary. Students may receive a notification, but not necessarily immediately.

Students have the ability to turn off notifications for individual courses, or separate types of notification for all courses under their account settings.

The email notifies that a new event has been created within the course as opposed to being a Zoom invitation.

 

Pre-assigning breakout rooms

If you would like to pre-assign users to breakout rooms before the session begins, you will need to visit ljmu.zoom.us to set these up. Further details can be found here.

Starting a meeting

Click the Start button in the Zoom section of your Canvas course:

Start Meeting button

 

Things to do at the start of your session

  • Check that your mic and camera are working using the Zoom test meeting. (Note the meeting options may differ slightly to the LJMU Zoom interface.)
  • Check the security options (under the Security button on the Zoom toolbar) for your session to check that your participants have the correct permissions (such as screen sharing, chat and permission to un-mute).
  • Check that any pre-assigned breakout rooms are present and ready to use, or create a new set of rooms.
  • Ensure that the lighting is set to the correct levels for your camera using the video settings (can be accessed under the Video button options)

 

 

Accessibility