Canvas @ YaleInstructor Guides Zoom in CanvasScheduling Zoom Meetings within Canvas

Scheduling Zoom Meetings within Canvas

Zoom within Canvas allows you to schedule and display meetings directly in your Canvas course page. Students can view upcoming Zoom sessions and join them from the Zoom section within your course.

Scheduling Zoom Meetings in a Course

After you have enabled Zoom in your Canvas course, you can use the Zoom tool to schedule sessions from within your Course.

  1. Go to your Canvas course and click on the "Zoom" tool in your course navigation menu.
  2. The Zoom tool's landing page shows the information on upcoming meetings and previous meetings. Click the "Schedule a New Meeting" button to create a new meeting.

Always include your course title in your Zoom meeting so students can easily identify what course the Zoom meeting is for.

  1. You will be brought to a page to enter the meeting information:
    1. Topic - Provide a title for this session—if you are scheduling multiple types of sessions, include information in the Topic title to help students distinguish what each session is for (e.g lecture / lab / office hours / etc. sessions).  
      1. If a TA is creating sessions for their discussion / lab sessions, have the TA include their name and section number in the topic so that students know which sessions they should join.
    2. When - Set the date and time for your session—be aware that by default, sessions are added in Eastern Time (ET). Users can change their personal settings so that Zoom sessions appear in their local time. See our help article on how to change your personal time zone preferences in Canvas and Zoom.
    3. Duration - Set the approximate duration for the Zoom meeting. This setting will not impact the session itself, meaning the meeting can continue after the duration passes. The duration is used to create the associated Canvas Calendar entry.
    4. Recurring Meeting - Check off this setting if you are scheduling an event that repeats (e.g. scheduling all of your class meetings at once). You can schedule meetings to recur daily, weekly, biweekly, or monthly.
      1. When you elect to schedule a "weekly" recurring meeting, you will have the ability to choose between the seven days of the week.
    5. Security -  Sessions can enable multiple forms of security to control who can access a Zoom meeting.
      1. The "Passcode" option allows you to create a numeric / word code for users to enter before they are admitted to a meeting. 
      2. The "Waiting Room" option creates a holding area for users to join the session and wait for the host to admit them to the meeting. The host does need to admit users if using this setting. Waiting rooms can be useful for open office hours to allow students to wait in a queue while the instructor meets privately with one student at a time.
      3. The "Only authenticated users can join meetings" option prevents participants from joining the Zoom meeting session unless they are logged into Zoom.
    6. Video - These settings control whether a person's video will be turned on as they enter your meeting.  The user can still choose to turn on / off their video after they are in your meeting—this only controls their setting when they first enter the meeting.
    7. Audio - Zoom provides users the option to use their device's audio (microphone / speakers) controls or to call in with a phone number. As you schedule, you can select which audio option to provide or you can provide both.
      1. We recommend you set the Audio options to allow "Telephone and Computer Audio" to provide students who do not have a stable internet connection the ability to call in by phone.
    8. Meeting Options - For a full description of available settings, refer to Zoom's guide on scheduling meetings.
      1. Enable join before host (not recommended) - Allows participants to join the session before the host has joined.
      2. Mute participants upon entry (recommended for large classes) - When participants first enter the meeting, they will be muted. Participants are able to mute / unmute after they have entered the meeting (unless the host changes the settings from within the meeting to prevent unmuting).
      3. Use Personal Meeting ID (not recommended) - The Zoom session link would be based off of your personal meeting ID. Typically we would suggest not using your personal meeting ID since it could be predictable enough that users who are not in your course could join a session they do not belong in.
      4. Record the meeting automatically - The Zoom session will automatically begin recording when the meeting opens. The host can select to record the Zoom session to:
        1. Local computer (not recommended) - The recording will be processed and stored on the Host's computer, which can then later be uploaded into the Media Library.
        2. Cloud (recommended) - The recording will be processed and transferred to the Media Library for the course automatically. Learn more about the Zoom / Panopto (Media Library) Integration in our article.
    9. Alternative Hosts - Set up co-hosts (aka alternative hosts) for your sessions. If you have TAs in your course, you may want to set them up as co-hosts so that they can start your meeting without you, and manage some features of your session.
      1. Only users who have a Yale Zoom account can be set as a co-host. If the person you are trying to add as a co-host does not have an account already, they can go set one up, or you can just wait until the meeting begins and set them as the co-host from within the meeting.
      2. Check our help article for setting Co-Hosts in Zoom sessions for details.
  1. Once you filled out the necessary information, click the "Save" button.
    1. You will now see a screen confirming the details of your meeting settings. 

Calendar Notifications

Once you schedule a Zoom meeting through the Canvas Zoom tool, an event will automatically be placed on:

  1. The Canvas course Calendar
  2. Your course site's Syllabus under the Course Summary.  

Deleted meetings will be removed from both the Canvas Calendar and Syllabus.

Example Calendar Event

  1. Go to the "Calendar" tool in the Global Navigation.
  2. Make sure that you have your course visible from the "Calendars" list on the right-hand side.
  3. Your Zoom event(s) will appear on the calendar.
    1. Click the calendar item to view the "Details" and the link to join the meeting.

Example Syllabus Course Summary Event

  1. Go to your course's "Syllabus" page.
  2. Your meeting(s) will be listed under the "Course Summary" section.

 

For more information, please refer to these helpful links:

For more help, please contact [email protected].