Setting up Zoom links for Synchronous Online only Teaching Events

You can set up Zoom links for synchronous teaching (i.e. those online seminars/labs/tutorials that are planned to be online and delivered live) through Canvas. These can be set up as individually scheduled sessions (recommended) or as a single (Open Link) recurring link for programmes where modules have a larger number of multiple groups.

The videos below show you how to do this. 

Setting up individual Zoom Links for Synchronous Online Teaching Events in Canvas

Watch a video showing how to set up a single online teaching session in Zoom via Canvas

Setting up Open Link (recurring) Zoom Links for Synchronous Online Teaching Events in Canvas

Watch the video to see how to schedule Open Link (recurring) Zoom online teaching sessions in Canvas

It is assumed that synchronous online teaching events will be delivered from home or from the office. The teaching rooms are not currently equipped to support bi-modal teaching or to live stream Zoom and record at the same time.

Text instructions

Below are the text instructions from the above videos for scheduling individual and recurring Zoom Links for Synchronous Online Teaching Events in Canvas.

Before starting:

Please refer to your module timetable to identify which teaching sessions you will be required to schedule within Zoom.

To ensure the Zoom links are correct for each live online teaching event, the academic member of staff responsible for that session will need to set up a Zoom link for each session. 

This should be done through the Canvas Zoom integration. 

The benefits of creating your Zoom meetings though Canvas for online Teaching events are: 

  1. Only students enrolled on the Canvas course will be invited to your meeting.
  2. When you choose to record your meeting, the recording will be automatically added to the Panopto folder for that course and made available to students.
  3. Meeting details are added to the Canvas course calendar and the Student MyUoB App.
  4. Meetings are listed in the Canvas course Zoom menu ‘upcoming meetings’.  

This Guidance covers:

  1. Setting up an Individual Zoom Session Link.
  2. Setting up an Open (or reoccurring) Zoom link.  
  3. Managing Alternative hosts.
  4. Viewing Zoom meetings in Canvas.

Setting up an Individual Zoom Session Link

  • Navigate to your Canvas module and click on ‘Zoom’ in the left hand menu. 
  • Click on 'Schedule a New Meeting'.Screenshot showing location of Zoom link in Canvas
  • Fill in the ‘Topic title’ with a suitable title for the session for example: “Weekly Group Tutorial” or “Introduction to the Module”. 
  • Where there is more than one group on the course, it’s important to identify which group the zoom link is for example “Group A”, so it appears correctly in the Canvas calendar and the MyUOB app. Screenshot of location of groupor Alternative screenshot of group location
  • Set the Date, Time and Duration of the session.Screenshot to illustrate setting the date, time and duration
  • If there is a large cohort of students, select the ‘Mute Participants on entry’ box.
  • Scroll down and ‘Save’ to create your session link.Screenshot of setting alternative host and Save button
  • To view the scheduled meetings select the Zoom menu link in Canvas. Screenshot of Zoom link in Canvas

 

Setting up an Open (or reoccurring) Zoom link

  • Navigate to your Canvas module and click on ‘Zoom’ in the left hand menu.
    Click on 'Schedule a New Meeting'. Screenshot of Zoom links in Canvas
  • Fill in the Topic title with a suitable name for the reoccurring session link. 
  • Where there is more than one group on the course, it’s important to identify which group the zoom link is for example “Group A”. Screenshot of finding group
    or Another screenshot of finding group
  • Click on the ‘Recurring meeting’ checkbox and then next to Recurrence select ‘No Fixed Time’. Screenshot of recurring meeting option
  • If there is a large cohort of students, select the ‘Mute participants upon entry’ box.
  • Click on the ‘Save’ button at the bottom of the screen to create your reoccurring zoom link. Screenshot of muting participants, and of Save button

Managing Alternative hosts

  • Zoom meetings can have ‘Alternative hosts’.
  • Alternative hosts can be used 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. 
  • Alternative hosts can start meetings as if they are the host. 
  • They can run pre-set polls and manage breakout rooms in the meeting.
  • They cannot pre-assign Breakout Room groups or write Polling questions where the meeting was set up by another course Teacher (‘the host’).
  • Alternative hosts can be added manually at meeting creation

Viewing Zoom meetings in Canvas

  1. Meetings created through Canvas can be viewed in the Canvas Calendar. The calendar is accessed from the main Canvas menu or from within the course: 

    If using the main menu link it is possible to select which course calendar to view by toggling on / off each course. 
    Otherwise one course will shown: 
    Month view: 
    Week view: 
    Schedule view: 
    Zoom meeting links are available from the calendar entry: 
    These details are also available in the Student My UoB app.
  2. Zoom meeting links are available via the Canvas course Zoom menu link: 
    Meeting organisers and Alternative hosts will see a start and delete button in place of the Join button seen by other course users.