Scheduling meetings in Zoom
For teaching purposes, most meetings in Zoom should be scheduled using the Moodle/Zoom activity integration. In some circumstances, you may also need to schedule standalone sessions. Guidance on how to do both is detailed below. Remember, that the maximum number of participants in a Zoom session at any one time (students and staff) is 300. The maximum number of breakout rooms in any one session is 50.
Please note, if you are using the Moodle Scheduling tool to schedule your meetings (recommended option), then please FIRST log into Zoom desktop or web client via SSO to create your account. You only need to do this once.
The option to schedule a meeting for your Unit cohort, or a sub-group of the cohort, is possible from within Moodle, using the Zoom meeting activity. This ensures that students will have a single and consistent place to go to find their meeting links, and also saves the need to share meeting links with them individually. If you need to change the meeting settings after scheduling, we would recommend doing this on Zoom's website. The settings will "flow" back down to Moodle (however, please see our FAQ on recurring meetings). Further, meetings added via Moodle will automatically be added to the External tools activity block.
The procedure for setting up a Zoom meeting through Moodle has changed for the 2021-22 academic year.
Watch the following video for guidance on scheduling a Zoom meeting through Moodle.
To schedule a meeting please follow the steps below:
Please note, scheduling a new meeting should be carried out by the person who will be the Host of the meeting (usually the unit convenor). If they are created by an administrator etc, then the Host of the meeting (the teacher) WILL NOT be able to start the meeting unless they are made an Alternative Host.
- In your Moodle course, Turn editing on using the green button at the top of the page.
- In the appropriate section of your Moodle course, click on the link to Add an activity or resource.
- Select the Zoom meeting option at the bottom of the list.
- Give your Zoom meeting an Activity name the Save.
- Click the link that now appears in the Moodle course.
- Use the Zoom interface to Schedule a New meeting.
- Add a topic (meeting name), and optionally a description.
- Choose the time and date for the session. You should also specify the duration of the meeting (students will not be able to join after the duration has elapsed, but the meeting will not close if the session runs beyond this time, as long as the host is still present). Alternatively, you can create a recurring meeting to reuse the meeting link for subsequent meetings. A recurring meeting is recommended over creating multiple links with the same host and participants.
- Leave the remaining settings as they are set, unless you are using some of the additional functionality outlined below. We recommend these settings:
- Enable waiting room - Enabled. This ensures that participants who are NOT using their Bath Zoom accounts will join a waiting room. Participants using their Bath Zoom accounts will not enter a waiting room.
- Enable join before host - Disabled. This ensures that only the host or alternative host can start the meeting.
- If you have alternative hosts you can add them at this stage. An Alternative Host will be able to start a meeting if the host is not able to.
This image summarises the default settings when scheduling a Zoom meeting through Moodle.
You can also schedule standalone meetings from within the web browser or from the Zoom client. Zoom provide extensive help guides but, when scheduling meetings, it is important to remember the following:
- All users accessing a meeting will need to have, as a minimum, a basic Zoom account to be able to join a session. University of Bath staff and students should have accounts linked to Single sign-on. Individuals joining a session from outside of the University will need to set up a basic (free) account in order to join a session if they do not already have one.
- We recommend that you set up your own meetings rather than delegating this otherwise you may find that you are unable to access the meeting yourself.
- If you do delegate the set up of meetings, ensure that you refer to the scheduling privilege and alternative host information before doing this and follow the guidance carefully.
Remember to press record if you want to keep a copy of your session. The recording will automatically be saved to your personal folder in Re:View/Panopto.