*The role Teacher has the same functionality as the Moderator. The term "Teacher" is used for EDU versions, whereas the term "Moderator" is used for corporation versions. In this article, we will refer the term as "Teacher". We will also refer to the Student/User role similarly, referring the role as "Student" in this article.
*This article is about scheduling and starting Zoom Live Meetings with Teacher account. For in-meeting management, see this section: https://destek.vedubox.com/hc/en-us/categories/360002587038-Live-Meetings-with-Zoom
Table of Contents:
Scheduling Live Meetings
1- The Vedubox system must have at least 1 Video Conference licence enabled. In order to schedule Webinar, the Vedubox system must have at least 1 Webinar licence.
2- Teacher must have at least 1 course assigned on them.
3- Teachers must be given permission from system administrator to schedule live meetings. (Teachers can schedule by default)
4- Teacher must have the Zoom Client installed on their devices. See the article here on how to install Zoom.
5- Each live meeting is scheduled for a chosen particular course. Therefore, student(s) must be enrolled in that particular course. Only the administrator can manually/automatically enroll the students into courses.
There are two most frequent cases for teachers' live course management.
a. The system administrator will remove the permission from teachers to schedule live courses, and system administrator will schedule courses themselves. In this case, the teacher is expected to only start their live courses.
b. Teachers will be allowed to schedule live courses. Teachers does not have the ability to view each other's live meeting schedules. In this case, teachers will not be able to schedule a live course in case the licence limit for the chosen hour is full. In such case, please contact your system administrator.
Scheduling Live Meetings:
Login as teacher, click "Live".
Click "Add New". This feature will only be available if permitted by the administrator.
Pick a course for which you want to schedule a meeting.
The live meeting form will open. On the form, you can change the following:
Type: Choose whether you are scheduling a Video Meeting or a Webinar.,
Multiple: (Optional) You can make your meeting a recurring meeting with "Multiple" option. This option will take chosen date & hour as basis.
Title: Name + Date by default. You can change the meeting title. It will be visible on your Live page, administrators "Live" page and your students "Live" page. Cloud recordings will also derive the title as their name.
Date: Pick a date.
Time: Pick at what hour your meeting will start. Your students can not join before it is the meeting hour. Notice that you can schedule according to an another timezone. For example, if you need to schedule a meeting according to 2:00PM London time, pick London from your timezone list.
It will be same as your system's timezone by default.
Duration: Define your meetings duration in minutes. 15 minutes minimum, 720 minutes maximum. Notice that your meeting can be extended, but it will be treated as ended if the duration is expired. In this case:
a. Your students will no longer see the start button.
b. You will no longer be able to add Zoom polls.
c. If you stop/start a recording after the duration is expired, your recording might not be recovered by the system.
Registration Limit: How many people can attend in your meeting, included the host.
Description: (Optional) The description you provide will be visible by administrators and enrolled students.
Private: Your meeting will be available to all students enrolled in the chosen course. However, if you want to restrict who can attend to this particular meeting, you can check the "Private" box and choose from the student list.
Once done, click "Save".
Your meeting will be scheduled and will be visible on the "Live" page under the relevant date. If you have multiple meetings for a single day, the meetings will sort by ascending according to starting hours. The ended meetings will be listed last.
Click "Start" in order to start your meeting. You can always start your meeting earlier, but your students need to wait until it is the starting hour.
However, you can share the Meeting ID/Password or join link for your meeting. In this case, your students can also join earlier. It is advisable to not share Meeting ID/Password or the link unless needed, as anyone have this information can join in your meeting. You can always use the Waiting Room feature of Zoom to make your meetings safer.
Once you click start, you will be taken to a page where your browser will try to start your Zoom Client automatically. If your browser fails to start the client, you can click "Launch Meeting" and force start the client.
1- You can view the list of participants AFTER your meeting ends. Click "Attendees" below your ended meeting.
The "Attendees" tab will show you the people joined in your meeting, as well as their joining hour and duration in minutes.
The participants whose duration is "0" are students who are enrolled in your course but did not join that meeting.
You can export this table with the export () button.
2- You can update/delete your scheduled meetings.
3- You can schedule overlapping meetings for yourself, but you can only start one of them simultaneously.
4- You can send e-mail reminder for your meeting. When a reminder is sent, enrolled students will receive an e-mail which contains the information about the meeting along with a joining button.
5- You can insert Zoom Polls in your meetings before/during the meeting. If you are looking for how to use a poll during a meeting, see the Zoom Help Center article: https://support.zoom.us/hc/en-us/articles/213756303-Polling-for-meetings#h_bdab5a42-600b-4ee0-8f3c-76a87b3f8ef3 (Note: Only the "Launching a Poll" section of this article is relevant.)
Click "Add" in order to add a poll. You can add multiple polls.
Enter your Poll name and add questions.
You can add Single Choice / Multiple Choice poll questions. The number of options can be minimum 2, maximum 5.
You can insert additional questions.
Once saved, you can access your Poll(s) by "Polls" button in the meeting. You can also access poll reports by "Attendees" button, under the "Poll Informations" tab.