Zoom FAQs

As at 29 September 2020.

Below are some frequently asked questions about Zoom, with our answers.

Zoom roles and who can do what

Q: Who can set up Zoom meetings through Canvas?

A: Any Teacher on the course

Q: What are the roles in Zoom, and which roles can do what?

A: Meetings can be organised by any course Teacher in the Canvas course and will have full Meeting Organiser host permissions.Only the meeting organiser has full Host functionality prior to the session commencing.

Alternative hosts can be added to meetings for resilience purposes in case the main host is not available. The function should not be used for creating meetings, which will be run by someone else. A single user should not create sessions, which will be run at the same time by Alternative Hosts as this will result in meeting failures. 

Meeting organiser hosts or alternative hosts can start meetings through Canvas, and they assume the main host role. Others, joining later, have co-host roles. 
Once the session has started, hosts can launch polls, open and assign breakout rooms, move between breakout rooms, share their screen, assign additional hosts, start recording, and manage participants.
It is important to note that only the meeting organiser host can pre-assign breakout rooms before the meeting begins or pre-set polling questions before the meeting begins or ‘on the fly’ whilst the meeting is running. Alternative hosts or co-hosts cannot do this.

Co-hosts have more limited roles in meetings, they can launch polls, share their screen, start recording and manage participants. They are only able to move between breakout rooms in certain circumstances.

Hosts can, at any time, pass the main host role to another participant during a meeting.

Q: Who can start a Zoom meeting in a Canvas Course?

A: The meeting organiser (who set it up) can start a meeting. Any course Teacher who has been given ‘Alternative host’ permissions by the meeting organiser can start a Zoom meeting through Canvas if the meeting organiser is unavailable.

Q: How can I edit the Alternative host details when I create a meeting?

A: Alternative hosts can be added when creating a meeting through Canvas or through the Zoom web interface.

Q: If I start a meeting someone else has created, do I have the same hosting permissions?

A: Yes, if you are the first to start the meeting you can launch polls, open & assign breakout rooms in the meeting, move between breakout rooms, share your screen, assign additional hosts, start recording, and manage participants.

Q: When should Alternative Hosts be used?

A: Alternative hosts can be added to a meeting to allow other users to start the meeting, for example as a backup for the meeting organiser in case of illness or lateness. The meeting continues to belong to the original host and will fail if the original host has another meeting in progress at the same time.

Q: What if I join the meeting after another host has started it?

A: You join as co-host and you can launch polls, share your screen, start recording and manage participants. You are only able to move between breakout rooms in certain circumstances.

Q: Can the host pass the hosting permissions during a meeting?

A: Yes. Hosts can, at any time, pass the main host role to another participant during a meeting.

Q: Can the host pass the hosting permissions before a meeting?

A: Alternative hosts can be added to a meeting to allow other users to start the meeting, for example in case of illness or lateness. The meeting continues to belong to the original host and will fail if the original host has another meeting in progress at the same time.

Q: How do I set up polling questions?

A: You can set up polling questions if you created the meeting. This can be done in advance through the meeting settings in the Zoom app, via Canvas (using a CSV template) or during the meeting through the Zoom app.

Q: Can I set up polling questions in a meeting set up for me by someone else?

A: No. You will need the meeting organiser to do this.

Q: Can I set up breakout rooms in advance?

A: Yes. If you set up the meeting you can create breakout rooms by email address of participants. Participants will need to join the meeting logged in with this email address to be recognised.

Q: Can I set up breakout rooms in advance in a meeting set up for me by someone else?

A: No. You will need the meeting organiser to do this. You can use breakout rooms and manually allocate participants or get Zoom to do it automatically.

Q: Do I need to use the Zoom waiting room feature?

A: Zoom waiting rooms are optional. You will need to ‘admit’ users from the waiting room so this might be more difficult for larger groups.

Q: Do I need to use the ‘Only authenticated users can join’ setting and what does this mean?

A: This restricts meeting participants to UoB authenticated users only. Until students are recognised in the Zoom system as UoB users selecting this option may prevent students from joining the session.

Q: Should I use the ‘Mute participants on entry’ setting?

A: If you have a larger number of participants joining this is useful. For smaller groups it is not necessary.

Q: I cannot see the Zoom link in my Canvas course menu

A: Zoom is available in all Canvas courses. If it is not in the course menu already you can add it through the course settings. The process is the same as this guidance on adding Panopto to the course menu.

Q: How do I get the recording of my Zoom session into Panopto?

A: When you record a Zoom meeting set up through Canvas the recording of the meeting will be automatically added to the Panopto folder for that Canvas course.

Q: Can you set up a Zoom meeting using the Canvas interface for specific groups of students in a cohort and not the entire cohort of students in that Canvas course?

A: No. Meetings set up through a Canvas course are available to all students on the course.

Q: Can I share computer audio, for example for showing Panopto or YouTube videos during a meeting?

A: Yes. You can enable ‘share computer sounds’ when choosing which screen to share in the screen sharing settings.

Q: If I have pre-set breakout groups, can I assign others that join within the meeting?

A: Yes. Late arrivals after you have started breakout groups and those not pre-allocated can be assigned manually to breakout rooms.

Q: What is the maximum number of participants on my licence?

A: You can host meetings for up to 300 participants.

Q: What if I need a meeting with more than 300 participants?

A: Larger participant meeting licences are available on request. Please contact TAMU@contacts.bham.uk

Q: Where do I set Breakout rooms in advance?

A: In the meeting settings through the Zoom web interface.

Q: Who can move between Breakout rooms?

A:  The co-host can leave and join any breakout room only if they join a breakout room assigned to them by the host first. 

Q: How are alternative hosts set?

A: Canvas Teachers on Courses are set as Alternative hosts automatically, providing they have already accessed Zoom via the Course menu before a meeting is created.

Q: Can I edit Alternative hosts to add on other users?

A: Alternative hosts can be edited through your Zoom account. They cannot be edited in Canvas.

Q: Alternative Hosts used to be added automatically. Why is this no longer the case?

A: Colleagues have been experiencing inconsistencies with the automated addition of alternative hosts to scheduled Online Teaching Events. There are examples of the system failing to add the correct alternative host creating a risk to that teaching session. As a result we have disabled this function for now. Alternative hosts can still be added to each Online Teaching Event using their UoB email address within Zoom when setting up the meeting.

Q: Are meetings recorded automatically?

A: No. The host has control over making a recording of a meeting. Meetings set up through Canvas, when recorded, will be moved automatically to the course Panopto folder. 

Q: How do I extract a list of attendees for a Zoom meeting?

A: For meetings run through Canvas any course Teacher can view the participant report through the ‘Previous Meetings’ tab in the Zoom interface in Canvas. This can also be accessed through your Zoom account for meetings which you have set up.

Q: Can I use Zoom as an additional Canvas user (ivle-1234) account?

A: Yes, but the email address associated with your ivle account will need registering in the UoB Zoom account. Please contact the IT Service Desk.

Q: Can multiple meetings scheduled by one person be run concurrently?

A: No. Each meeting organiser can only have one meeting taking place at a time, even if they are hosted by another user (such as Alternative Hosts). A single user should not create sessions which will be run at the same time by different users as this will result in meeting failures.

Q: Can any participant annotate on a shared screen?

A: Only the user who is sharing can annotate on shared screen content. This doesn’t affect annotations on the Zoom Whiteboard.

Q: I have pre-set Breakout room groups but many students do not join automatically.

A: Students need to join the meeting on their UoB account. They will need to ensure that Zoom is not logged in to a separate personal account for their details to be recognised by the pre-set breakout rooms. Accessing through Canvas

Q: Alternative Hosts used to be added automatically. Why is this no longer the case?

A: Colleagues have been experiencing inconsistencies with the automated addition of alternative hosts to scheduled Online Teaching Events. There are examples of the system failing to add the correct alternative host creating a risk to that teaching session. As a result we have disabled this function for now. Alternative hosts can still be added to each Online Teaching Event using their UoB email address within Zoom when setting up the meeting.

Q: Can multiple meetings scheduled by one person be run concurrently?

A: No. Each meeting organiser can only have one meeting taking place at a time, even if they are hosted by another user (such as Alternative Hosts). A single user should not create sessions which will be run at the same time by different users as this will result in meeting failures.

Students and Zoom

Q: Can students start Zoom meetings in Canvas? 

A: Students cannot start meetings through Canvas. They only have the option to join.  

Q: There are pre-set Breakout room groups but many students do not join automatically.

A: Students need to join the meeting on their UoB account. They will need to ensure that Zoom is not logged in to a separate personal account for their details to be recognised by the pre-set breakout rooms. Accessing through Canvas 

Q: Can students set up their own Zoom meetings? 

A: Yes. Outside of Canvas in the Zoom app.  

Zoom settings and capabilities

Q: Do I need to use the ‘Only authenticated users can join’ setting and what does this mean? 

A: This restricts meeting participants to UoB authenticated users only. Until students are recognised in the Zoom system as UoB users selecting this option may prevent students from joining the session.  

Q: Should I use the ‘Mute participants on entry’ setting? 

A: If you have a larger number of participants joining this is useful. For smaller groups it is not necessary.  

Q: I cannot see the Zoom link in my Canvas course menu 

A: Zoom is available in all Canvas courses. If it is not in the course menu already you can add it through the course settings. The process is the same as this guidance on adding Panopto to the course menu.   

Q: Can I set up a Zoom meeting using the Canvas interface for specific groups of students in a cohort and not the entire cohort of students in that Canvas course? 

A: No. Meetings set up through a Canvas course are available to all students on the course.  

Q: Can I use Zoom as an additional Canvas user (ivle-1234) account?

A: Yes, but the email address associated with your ivle account will need registering in the UoB Zoom account. Please contact the IT Service Desk.

Q: Can multiple meetings scheduled by one person be run concurrently?

A: No. Each meeting organiser can only have one meeting taking place at a time, even if they are hosted by another user (such as Alternative Hosts). A single user should not create sessions which will be run at the same time by different users as this will result in meeting failures.

Q: Can any participant annotate on a shared screen?

A: Only the user who is sharing can annotate on shared screen content. This doesn’t affect annotations on the Zoom Whiteboard.

Q: Can I share computer audio, for example for showing Panopto or YouTube videos during a meeting? 

A: Yes. You can enable ‘share computer sounds’ when choosing which screen to share in the screen sharing settings.  

Q: What is the maximum number of participants on my licence? 

A: You can host meetings for up to 300 participants. 

Q: What if I need a meeting with more than 300 participants? 

A: Larger participant meeting licences are available on request. Please contact TAMU@contacts.bham.uk .

Q: How do I extract a list of attendees for a Zoom meeting? 

A: For meetings run through Canvas any course Teacher can view the participant report through the ‘Previous Meetings’ tab in the Zoom interface in Canvas. This can also be accessed through your Zoom account for meetings which you have set up. 

Waiting rooms, breakout rooms, and polling

Q: Do I need to use the Zoom waiting room feature? 
A: Zoom waiting rooms are optional. You will need to ‘admit’ users from the waiting room so this might be more difficult for larger groups.  

Q: Can I set up breakout rooms in advance? 
A: Yes. If you set up the meeting you can create breakout rooms by email address of participants. Participants will need to join the meeting logged in with this email address to be recognised.  

Q: Where do I set Breakout rooms in advance? 
A: In the meeting settings through the Zoom web interface. 

Q: Can I set up breakout rooms in advance in a meeting set up for me by someone else? 
A: No. You will need the meeting organiser to do this. You can use breakout rooms and manually allocate participants or get Zoom to do it automatically.  

Q: If I have pre-set breakout groups, can I assign others that join within the meeting? 
A: Yes. Late arrivals after you have started breakout groups and those not pre-allocated can be assigned manually to breakout rooms. 

Q: I have pre-set Breakout room groups but many students do not join automatically.

A: Students need to join the meeting on their UoB account. They will need to ensure that Zoom is not logged in to a separate personal account for their details to be recognised by the pre-set breakout rooms. Accessing through Canvas 

Q: Who can move between Breakout rooms? 
A:  The co-host can leave and join any breakout room only if they join a breakout room assigned to them by the host first.  

Q: How do I set up polling questions? 
A: You can set up polling questions if you created the meeting. This can be done in advance through the meeting settings in the Zoom app, via Canvas (using a CSV template) or during the meeting through the Zoom app.  

Q: Can I set up polling questions in a meeting set up for me by someone else? 
A: No. You will need the meeting organiser to do this.  

Recording Zoom sessions

Q: How do I get the recording of my Zoom session into Panopto? 
A: When you record a Zoom meeting set up through Canvas the recording of the meeting will be automatically added to the Panopto folder for that Canvas course.   

Q: Are meetings recorded automatically? 
A: No. The host has control over making a recording of a meeting. Meetings set up through Canvas, when recorded, will be moved automatically to the course Panopto folder. 

Q: Can you disable participant annotation on screen share within a meeting? 
A: Yes for that meeting you can "Disable Attendee Annotation" when screen sharing from within the screen share menu bar. 

Q: Can I record speaker view and screen share at the same time? 
 A: Yes, you can either have this as picture in picture (by default) or side by side. In the recording tab of the Zoom account settings (via bham-ac-uk.zoom.us), choose ‘Record active speaker, gallery view and shared screen separately’ and then select to only record active speaker and shared screen will create two separate streams which appear next each other when viewing the recording in either Panopto or Zoom.