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An Overview of Zoom and Breakout Rooms

Please watch this video (from a live session), in which the TEL team demonstrates Zoom (including how to log in and use Breakout Rooms).

Our main Zoom pages contact more information on:

Accounts

Information on creating an account in Zoom, and signing in via Single Sign On, can be found on the Hub with detailed guidance.

You can direct students to this Student Guide: how to login to Zoom and access your meetings for instructions.

The simplest option is for you to create the Zoom meeting using the Moodle scheduling tool, and for students to simply click on the join meeting option from the Moodle page/link. Alternatively, students can log in to Zoom on the web, or via the desktop/mobile client using Single Sign On. Note: students and staff must log in to Zoom via SSO to join the meeting. If joining from the Moodle link, they will be prompted to log in after clicking the meeting link.

Zoom meetings will have always exactly one host at any time. This has a few implications that are illustrated in the following scenario.

Person A schedules the meeting, Person B is set as an alternative host in the meeting setup

  • the first person to the meeting will become the host. If Person B starts the meeting they become the host (and so are able to start breakout rooms, create polls). If Person A arrives  later they become a cohost.
  • there is a maximum of one host. Continuing from the scenario above if person B (host) allocates person A (cohost) to the host role, the result is: Person A is now host and Person B now reverts to being a participant (Person A would have to reinstate Person B as a host). Note that if the host privilege is transferred, the breakout groups membership will be reset.
  • there is a minimum of one host: Continuing the scenario further, if Person B leaves the meeting and then Person A’s (host) internet connection drops. The result is that one of the participants will be randomly allocated as a host (the participant would have to reinstate the host later).

There is no limit to the number of cohosts a meeting can have.

Zoom can sometimes remember a display name even after a user has logged out/in of the app.

Hosts or cohosts can allow participants to rename themselves in the meeting via the in meeting Security settings  and ticking “Rename themselves”.

screenshot of zoom meeting with secuirty icon circled and "rename themselves" underlined.

To rename a user, open the Participants list, hover over the name, click more then rename.

Setting up a Zoom meeting

Detailed guidance on how to set up meetings in Zoom, and various options, including the differences between host/co-host and alternative-host, can be found on the Hub.

This assumes you have already created a Zoom meeting and would like to send it to students.

There are two stages to this process:

  1. accessing the unit mailing lists and creating the email
  2. copy and pasting the meeting link information from Zoom to your email

1. Accessing the unit mailing lists and creating the email

2. Copy and pasting the meeting link information from Zoom to your email

  • If you are the meeting organiser, visit bath-ac-uk.zoom.us and sign-in (even if you scheduled the meeting in Moodle).
  • (Note: if you did not schedule the Zoom meeting, it will not appear in your list of Zoom meetings and you will need to visit the Moodle page and copy the link from there).
  • Select the Meeting from the list (note that recurring meetings don’t have a specified time will appear at the end of this list).
  • Screenshot of Zoom web client showing a meeting name underlined
  • Press the “Copy Invitation” to copy the Invitation link to the clipboard
  • Screenshot of Zoom meeting information showing the Meeting ID and passcode highlighted. The Copy invitation link is also underlined.
  • Paste the Zoom Invite link into the email to students and send.
  • Optional: copy the meeting ID and passcode as an alternative way to join (participants only need the meeting link to join).

If you are running a regular session and want to set up a recurring link, you can set this up in two ways:

  1. Using the Zoom activity in Moodle, schedule your meeting as normal and tick the “Recurring” checkbox.  This will make the meeting slot open-ended so the link can be used at any time.
  2. If you want to set up more specific, recurring meeting slots, start off as above and tick the “Recurring” option in the Zoom activity in Moodle.  You will then need to go to https://bath-ac-uk.zoom.us/ and click the button to Sign In. Under Meetings in your Personal area, you will see details of the meeting you have set up. Click on the option to Edit the meeting and, under the Recurring meeting checkbox, choose the frequency of the recurrence (daily, weekly, monthly).  You will then be presented with a series of options to set the time and length of your recurring meetings.
  3. The recurring sessions will not feed back to the Zoom activity in Moodle, so we recommend you include a list of the times/dates in the link description for the meeting.

The Zoom Support site has a useful page on Scheduling recurring meetings too.

It is not recommended to schedule more than one meeting to run at the same time (e.g. two meetings at 10am, with you as host in one and an alternative host allocated to the other). This can sometimes result in the meetings closing. Instead ask each host to schedule their own meeting.

After creating the Zoom meeting, please share the link (and any meeting IDs/Passcodes) with your external guests. They will be required to create a basic account on Zoom (free) to join the meeting or join with a Zoom account from another institution.

This step-by-step guide for external guests explains how to sign up and join meetings.

Only University of Bath members of staff with a registered Zoom account can be set as Alternative Host (i.e. not students or externals). If they are a teaching member of staff, please make sure they have registered their Zoom account.

By default, participants are not sent meeting invites (it is possible to send these manually to a cohort) so it is important to carefully label and signpost the meeting on your Moodle page.

The table below summarises the notifications for different users:

Meeting Information Organiser Alternative Host Student (participant)
Appears in Zoom Meetings list? Yes No No
Receive an email invite? n/a Yes No
Receive email updates (time change/cancellation)? n/a Yes No
Appears in Outlook calendar? Only if linked with Zoom Outlook addin-in Only if linked .ics file is downloaded from invite email No
Appears in Moodle calendar? Yes, if not set to recurring

Another member of staff (e.g. an administrator, director of teaching) can schedule a meeting on behalf of a colleague (e.g. lecturer, teaching staff), if that colleague has allocated them scheduling privileges beforehand. Please follow the instructions to allocate another member of staff to schedule on your behalf.

We don’t have the Zoom webinar add-on as part of the University license – only Zoom meetings. Zoom Meetings allow up to 300 participants to join  and many of the features are similar to webinars. There are slight differences however; for example webinar chat allows the panel to review comments and meetings allow participants to unmute themselves by default (although this can be changed) – see a Meeting vs Webinar head to comparison.

Please contact tel@bath.ac.uk if you need more support in planning your session.

If you create a recurring Zoom meeting in Moodle, then only one event is automatically created in the Moodle calendar.  However, if you go to the Meeting settings in Zoom Cloud then you can specify the separate versions of the meeting (e.g. weekly, every Monday at 10:00am).  This is only visible for the person scheduling the meeting.  Zoom then provides you with a file you can upload to your Outlook calendar, allowing you to have a record of those events.   

  • In Zoom Cloud, click Edit next to the chosen ‘recurring’ meeting. 
  • From the ‘Recurrence’ drop-down menu select the relevant option (daily, weekly etc.) and select the relevant day.  

Zoom screenshot.

  • Select an end date or the number of occurrences you need.

Screenshot of Zoom recurring meeting.

  • Scroll the page and click Save.
  • Back in My Meetings you should see there are now a number of occurrences of your meeting.  (You can click Show all occurrences to check them).
  • Click the Outlook Calendar (.ics) file and this will be downloaded to your PC.  

Screenshot from Zoom of iCal file.

  • Open Outlook on the web (https://outlook.office365.com) and sign in with your University username and password.
  • Click Add calendar.  
  • Select Upload from file and browse for the .ics file you previously downloaded. 
  • Select the relevant calendar and click Import.
  • You should see a pop-up message confirming the import. 

You can do this for stand-alone meetings too.

By default, students signing in with their Bath Single Sign-on will bypass the waiting room (the waiting room is for external users or students not signed in with Bath single sign-on).

Warning: overriding this default means hosts will have to “Admit all”, which can inadvertently allow external users or students not signed in with Bath single sign-on into a meeting.

Furthermore changing this setting will be force all participants to the waiting room for all meetings you schedule (and will be inherited by the host). We do not recommend changing this setting unless necessary.

Go to the Bath Zoom on the web (bath-ac-uk.zoom.us) and Settings. Under the “Waiting Room Options”, click “Edit Options”.

Screenshot of Zoom settings in the browser. The settings and Edit options under waiting room are circled

To force all participants to go to the waiting room for all meetings you  schedule, click “Everyone” and then “Continue”.

Screenshot showing the Waiting Room options. Everyone is circled.

Zoom have detailed instructions on how to test your setup here. You can test these settings in a meeting or better still visit zoom.us/test to test your setup before a meeting.

Also see: What can I do about audio issues?

The TEL team are unable to troubleshoot individual problems, particularly if this is a hardware/software issue particular to your setup. Some common fixes to issues are:

  1. Try unplugging/replugging in devices.
  2. Try rebooting your device.
  3. Check the microphone settings and security permissions for your device:

Note: also see How do I test my microphone and webcam?

During a meeting

For staff, we recommend downloading the Zoom desktop app. This allows full control of the meeting and all features.

Students are advised to download the Zoom app (Windows/Mac/iOS/Android) as the browser version doesn’t allow students to respond to Polls or student to choose their breakout room.

You can have a maximum of 300 students attend a Zoom meeting.

There are several ways to manage participants during a Zoom meeting such as: Mute participants, prevent participants from screen-sharing, and remove a participant. This help page explains ways in which to manage participants during a Zoom meeting. This video further explains how to use meeting controls during a Zoom meeting.

This short video explains how to use waiting rooms for drop-in sessions.

It is possible to turn off waiting rooms after you have started the session (this is suggested if you are presenting by yourself as it lets participants rejoin if they had an internet connection drop).

Users can only see the chat from when they joined the meeting. This means that:

  • latecomers won’t be able to items of chat at the start
  • if staff/students leave and come back to a meeting (e.g. due to internet connection interruption) they won’t be able to see any of the chat prior to when they rejoined.

Presenting & Collaborating in a meeting

This short video explains how to create multiple-choice polls during a Zoom meeting. You can create a poll either in advance, or during the meeting. Only the person scheduling the meeting can create polls, but alternative hosts and co-hosts can run these polls during the meeting. You can download polling results after the meeting following the instructions on Zoom’s website.

Note: if you have scheduled the meeting using the Moodle plugin, and wish to create a poll in advance, please log into Zoom, go to the meeting tab,  the relevant meeting and add a poll as necessary.

Please note:  students will only be able to see and participate in Polls if they are using the desktop application or the Zoom mobile app. Those using a web browser (such as Chrome or Firefox) will not be able to see or access a poll.

Hosts can share their screens in Zoom. Hosts can give participants the ability to share their screens during the meeting by clicking on the options under “Share Screen”. Detailed guidance on Sharing a screen (including using two screens) can be found on Zoom’s website. A short video on youtube is also available.

Detailed guidance on annotations can be found on Zoom’s website, and detailed guidance on using a whiteboard can also be found on Zoom’s website.

Warning: if sharing a tablet screen, be aware to stop email and messaging notifications so they aren’t shared with students.

You can share you entire iPad screen from the Zoom desktop client via airplay (you will be prompted to download a small add-on in Zoom).

You can access this option by on the PC going to “Share Screen” > “iPhone/iPad” and following the instructions for connecting your ipad (full Zoom client and ipad/iphone sharing instructions).

Please note: the above option won’t work on campus because of how campus wifi is configured. 

Alternatively, if you have an Android tablet (or are on campus with an iPad), you can join the meeting on this second device and share your tablet’s screen in addition to being in the meeting on a computer/lectern PC. You should mute your tablet speakers and microphone and use this as device for screen sharing only.

Also see hub page: Capturing Handwritten Notes Electronically.

By default, all participants are able to annotate on a whiteboard when the host shares this with the group.  If you do not want students to be able to annotate a whiteboard space, you need to ‘disable annotation for others’ in the Whiteboard settings (see screenshot).  This option appears under More … in the toolbar when sharing a Whiteboard.

disabling-annotation

In the Share Screen options and under Advanced tab, select share “Content from 2nd Camera” (pictured below).

Screenshot showing zoom screen share window with the Advanced tab and content from 2nd camera circled.

You may need to use the “Switch Camera” button (top left of screen, pictured below) to cycle through to the correct camera. This optimises the visualiser feed for best quality for students and featured as the main view in the meeting recording.

Screenshot showing the 2nd camera view. The Switch Camera button on the top left of the screen is circled. There is a video inset top right and handwritten maths below.

It is possible to rotate the visualiser feed in a Zoom meeting (this can be useful where you wish to have the visualiser arm at the top of the page and writing appears upside down) – no additional camera software is needed.

  1. Select the Video Settings and under Camera, select the visualiser as the input.
  2. At the top right of the preview pane, press Rotate 90° until the orientation is correct. You should also ensure Mirror my video is unchecked. This orientation will be remembered when next sharing Content from 2nd Camera
  3. Under camera, revert the camera selection to your regular webcam.
  4. Share your visualiser using the Share>Advanced>Content from 2nd Camera

Screenshot of Zoom video settings showing Rotate 90 degrees button at top of preview window circled. The camera selection dropdown is underlined. The mirror my video box is unchecked and circled. The image preview inset is upside down.

Breakout Rooms

Detailed guidance on how to pre-assign students into breakout rooms can be found on our Scheduling a Meeting page.

Notes:

  • You can only pre-assign 200 students into breakout rooms in advance.
  • The students will need to be pre-assigned with their University of Bath email addresses. Students need to log in to the meeting with their University of Bath accounts. If they log in with a personal Zoom account then only those who logged in with their Bath accounts will be able to go into the pre-assigned rooms.
  • Students can log in to https://bath-ac-uk.zoom.us to use their Bath accounts. Or alternatively, switch account in the Zoom client and log in with SSO using their Bath credentials.

Switch accounts in Zoom by clicking your initials followed by Switch Account

Further guidance of pre-assigning breakout rooms can be found on Zoom’s website.

The maximum of number of breakout rooms depends on the number of participants in the meeting.

  • For 200 participants or fewer you can create a maximum of 50 breakout rooms
  • For 200-300 participants you can create a maximum of 30 breakout rooms

It is quick and easy to create breakout rooms during a meeting as Host. Only the Host of the meeting can create breakout rooms, but alternative hosts and co-hosts can move between breakout rooms during the session. There are two options to create breakout rooms during the meeting.

Image of Creating Breakout Rooms

Automatically: Zoom calculates the number of rooms required, and assigns students into those rooms. You can subsequently move students into another room if required. Manually: You can stipulate the number of rooms required, and manually assign students into those rooms. Detailed guidance on managing breakout rooms can be found on Zoom’s Website, including a short video on YouTube..

There are a number of breakout rooms options that you can configure during the meeting, and the details are explained on Zoom’s website,  but these include:

Breakout Room Options

  • Allow Participants to choose room  – this lets students choose which breakout room they move to and move between rooms.
  • Move all participants into breakout rooms automatically: Checking this option will move all participants into the breakout rooms automatically. If this option is unchecked, the participants will need to click Join to be added to the breakout room.
  • Allow participants to return to the main session at any time: If this option is checked, the participants can move back to the main session from their meeting controls. If this is disabled, they need to wait for the host to end the breakout rooms.
  • Breakout rooms close automatically after x minutes:If this option is checked, the breakout rooms will automatically end after the configured time.
    • Notify me when the time is up: If this option is checked, the host will be notified when the breakout room time is up.
  • Countdown after closing breakout rooms: If this option is checked, the participants will be given a countdown of how much time they have left before being returned to the main room.

Additionally, participants will only be able to unmute themselves, chat, and share screen in breakout rooms IF the hosts enables this from main room’s Security settings (see below). Hosts should consider amending these settings when moving to/from breakout rooms, to allow collaboration between students whilst maintaining order in the main meeting.

Screenshot of Zoom client with the security badge circled and the share screen, chat and unmute options underlined.

During a breakout room session, the Host can broadcast a message to all breakout rooms at once (e.g. Please return to the main room in 10 minutes). Detailed guidance is on Zoom’s website, but a short animation is below:

Broadcast a message

Whilst participants will unlikely need technical guidance on working a breakout room, further information if needed is on Zoom’s website.

If the host has enabled “Participants can choose breakout room” they can do so on the desktop or mobile client via the breakout room option: see screenshots below.

screenshot showing the zoom client breakout room option and a list of rooms with Join next to each room

Screenshot showing the mobile Zoom client. In the top left corner, join breakout room is circled and then a list of breakout rooms (highlighted) with Join button underlined

Participants will only be able to unmute themselves, chat, and share screen in breakout rooms IF the hosts enables this from main room’s Security settings. In particular, hosts may want to remember to 

Currently, it is not possible to record breakout rooms.

The latest versions of the Zoom app (>v5.3.0 for Win/OSX/Linux/android/ios, not the browser version of Zoom) allow students to pick their own breakout room (if enabled by the host). Students and staff both need the latest version of the app running.

Host can enable participants to choose rooms (either at the point of creation) or before opening rooms, which is pictured in the first and second screenshots, respectively.

screenshot showing portion of Zoom meeting window. Breakout rooms option is circled and in the Create Breakout room dialogue. The Let participants choose room is underlined.

Snapshoot showing zoom client with the breakout rooms window open .The options button is underlined and the allow participants to choose room option is checked

Please see the corresponding FAQ for how students move themselves into breakout rooms.

You can use this “Let participants choose room” feature to:

  • save on the administration of preloading breakout groups via csv upload: instead, simply share the list of rooms and students names.
  • mix-up teacher allocated breakup groups: the csv upload only allows one set of breakout groups to be upload.
  • dynamically create student breakout groups: for example, in response to student interest or Assessment for Learning outcome.

Hosts and participants need the Zoom app running (>v5.3.0 for Win/OSX/Linux/android/ios). It does not work on the browser version.

The host needs to have selected “Let participants choose room” or from the Breakout room settings, enabled “Allow Participants to choose room”.

Students might also need to update the app. On mobile devices this can be managed through the Google Play/App stores. On the desktop client go to the User Icon (top right) and select “Check for Updates”.

Screenshot showing the zoom client with the user icon circled and the Check for updates menu option underlined

Note: if a few students can’t allocate themselves to a breakout room the Host is able to assign them to a room manually.

Recording a Meeting

Record a Zoom Meeting

To record a meeting, the Host should press the “record” button at the appropriate time. The Host may wish to request the permission of participants before recording, but this is not a requirement as our Student Registration Document covers recording students for teaching purposes. During the meeting, you can pause or stop the recording. If you pause the meeting, a separate video is created once you start recording again (e.g. if you press pause once, you will end up with two videos).

If you record a meeting in Zoom, it will automatically be moved to the meeting organiser’s My Folder in Re:View/Panopto (in a sub-folder called Meeting Recordings, meeting organisers will receive an email notification). A copy will also be saved to Zoom Cloud Recordings for 30 days after which it will be moved to the recycle bin (there is no need to do anything with the Zoom Cloud recording).

From the Panopto > My Folder > Meeting Recordings Folder, the meeting organiser should move the recording to the corresponding Moodle/Panopto folder, which will share it with the cohort.

We recommend adding a link and/or an embedded video into your Moodle page so that it is clearly signposted to students.

By default, the recording will show any screen shares (and the presenters video inset). If this is not running the recording will show the gallery view participants (see below), which will include students if their webcams are turned on.

Zoom screenshot of the gallery view

It is possible to change the default Panopto recording to show the screen share and active speaker only (this is normally the presenter or a participant if they are speaking) by turning off the gallery view recording:

  1. Log into your Zoom account (bath-ac-uk.zoom.us)
  2. On the left hand menu, click Settings
  3. At the top of the page click the Recording tab
  4. Uncheck the box Record gallery view with shared screen (pictured below). The Record active speaker with shared screen should remain checked.
  5. When you make this selection, the Save button will appear
  6. Click the Save button

Screenshot showing the Zoom recording settings. The Record gallery view with sahred screen is circled and the checkbox is unselected. The save button is circled

The recording will be stored with the account of the person scheduling the meeting’s Zoom and Panopto account, so only they will be able to access the recording (even if they did not attend the meeting an alternative host ran the meeting instead).

If you did schedule the meeting but you can’t see the your Meeting Recordings folder in the Panopto My Folder, there may be an issue linking your zoom account to Panopto. To correct this, please ensure your email address on Moodle is of the form abc123@bath.ac.uk (this will automatically update the email in Panopto).

It may take some time for the meeting recording to appear on Panopto (up to 24 hours).

Due to the demand on the Re:View service, some recordings may take longer to process than usual. If you have remembered to press ‘record’ in Zoom, and have received a notification that your recording will soon be available, it should just be a question of remaining patient while it completes processing, which may take up to 24hrs, (although will usually be quicker).

During week 2 there were Europe-wide issues with the Re:View service which meant that some recordings were not automatically transferred to Re:View. If you have a missing recording, please note that there is a backup in the Zoom cloud, but this will be automatically deleted after 30 days! You can manually download your recording from the Zoom cloud and upload to Re:View by following the steps in the video .

The simplest way to download the meeting chat is to go the Recordings folder in Zoom Cloud select the recording and find a copy of the “Chat file” next to the meeting recording.

Downloading the chat directly from the meeting is disabled by default. If you enable it for yourself, you will do so for everyone (including students). To change this go to My Settings in Zoom and untick “Prevent participants from saving chat”.

If “Share Poll Results” is selected, the Zoom meeting recording will not show the polling results (despite students being able to see it at the time).

If it is important that these are visible in the recordings, either:

  • as a host, share your full screen and manually drag the poll results window so it is visible to students (and the recording)
  • use an alternative platform (e.g. TurningPoint) in combination with screen sharing.

There are two ways to access the usage reports: A) via Moodle or B) on the web (bath-ac-uk.zoom.us). These reports contain the time a participant joined and the duration they logged in for.

A) Viewing attendee list on Moodle

This method is easy to find as you just go to the meeting invitation on Moodle. It also allows any teacher on the course to view the reports.

  1. Navigate to the Zoom Meeting Invite
  2. Below the “Start Meeting” button or “Unable to join at this time” text, click “Sessions
  3. The session(s) will be listed in date order and also display the Duration and number or participants present.
  4. From the list, choose the session you want the report by clicking the corresponding number of participants (pictured below)Screenshot showing table with list of meetings. Circled is the number 21 which corresponds to the participant number for a meeting on the 23rd September.
  5. A full list of attendees will be displayed ordered by their entry time.
  6. Scroll to the bottom of the page to export the report as an Excel file.

Please note, there may be duplicate entries for a participant if they have rejoined the meeting.

B) Viewing attendee Usage Report on Zoom Web

These usage reports list here list all meetings the host has scheduled (including one’s not scheduled via Moodle) and also have a useful feature to only “Show unique users” (this merges participant entries, e.g. a student leaving and rejoining meeting, into a single entry per student a single participation duration time).

  1. Go to bath-ac-uk.zoom.us and Reports (via men on the left)
  2. Select “Usage” reports
  3. Enter in the time period you are interested in and click search
  4. A table of all meetings within that time period is then displayed.
  5. From the list, choose the session you want the report by clicking the corresponding number of participants (pictured below).
    imageScreenshot of Zoom usage report. The Reports menu (left) is underlined. The From/To dates and Search field are circled. Below is a list of search results presented as a table. "143" is circled which corresponds to the number of participants for the "CLT virtual drop in Intro".
  6. Use the Export button to save the file as a csv. You can also select “Show unique users” to give a combined overview of the duration a user was in a meeting.

No, students have basic accounts which does not allow them to record Zoom meetings. We suggest using Microsoft Teams for this purpose.

Further guidance

Zoom hold weekly webinars for educational users which cover topics such as joining and schedule meetings, in-meeting controls and user tools (including waiting room, screen sharing and breakout rooms). Sign up to attend a free session.