Scheduling Zoom meetings within Canvas
Zoom within Canvas allow 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 meetings with the Zoom tool
After you have added the Zoom tool to your course site, you can use the Zoom tool to schedule sessions from within your Canvas Course.
- Go to your Canvas course and click on the Zoom tool in your course navigation menu.
- The Zoom tool's landing page shows information on upcoming meetings and previous meetings. Click the "Schedule a New Meeting" button to create a new meeting.
- You will be brought to a page to enter the meeting information
General Settings information and Recommendations - for full description of available settings, refer to Zoom's guide on scheduling meetings.
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).
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.
NOTE: Always include your course title in your Zoom meeting so students can easily identify what course the Zoom meeting is for.
- When - Set the date and time for your session - be aware that by default sessions are added in Easter 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.
- Duration - Set the approximate duration for the Zoom meeting. This setting will not impact the session itself - the duration is only used to create the associated Canvas Calendar entry.
- Recurring Meeting - Use this setting if you are scheduling an event that repeats (e.g. scheduling all of your class lecture meetings at once). You can schedule meetings that recur daily, weekly, by weekly.
- Video options for Host/Participant - This setting controls whether a person's video will be turned on as they enter your meeting. The user can still chose to turn on/off their video after they are in your meeting - this only controls their setting when they first enter the meeting.
- Audio options - 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 (recommended).
NOTE: Set the Audio options to allow Both (join by computer audio and/or by telephone) to provide students who do not have stable internet connection the ability to call in by phone.
Meeting Options -
- Require meeting password - requires those who join the session to enter a password to enter
- Enable join before host (recommended) - allows students to join the session before the host has joined
- Mute participants upon entry (recommended for large classes) - when users first enter the meeting, they would be muted. Users are able to mute/unmute after they have entered the meeting (unless the host changes the settings from within the meeting to prevent unmuting).
- Use Personal Meeting ID (not recommended) - would create the meeting link 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.
- Enable waiting room - creates a holding area where users that join the session must wait until the host allows them into the meeting. Host does need to allow users one by one 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.
Record the meeting automatically - will automatically record the session when it begins. Host can select to record to:
- Local computer (recommended) - recording will be process and stored on the Host's computer and can then later be uploaded into the Media Library.
- Cloud (not recommended) - recording is processed and stored in online Zoom servers.
NOTE: Links for cloud recordings are not fully protected so there are concerns over student privacy in regards to FERPA. If you must record to the cloud, we recommend that as soon as possible you download the cloud recording to your computer and delete the recording from the cloud. The downloaded file can then be placed in your course site's Media Library for distribution to your students.
- 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 too can start and manage some features of your session.
NOTE: 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. Check our help article for setting Co-Hosts in Zoom sessions for details.
- Once you filled out the necessary information and click Save.
- You will now see a screen confirming the details of your meeting settings.
Once you schedule a Zoom meeting through the Canvas Zoom tool, an event will automatically be placed on the Canvas course calendar and on you course site's Syllabus under the Course Summary. Deleted meetings with be removed from both the Canvas calendar and Syllabus.
Example Calendar Post
- Go to the Calendar tool [A].
- Make sure that you have selected the calendar for your course [B].
- Your event will appear on the calendar - click the calendar item to view additional details and the link to join the meeting [C].
Example Syllabus Course Summary
- Go to your course's Syllabus tool [A].
- Go to the Course Summary section and your meeting will be listed there [B].