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 the 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 a 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 Eastern 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, meaning the meeting can continue after the duration passes. The duration is 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 meetings at once). You can schedule meetings to recur daily, weekly, biweekly, or monthly. When you elect to schedule a "weekly" recurring meeting, you will have the ability to choose between the seven days of the week. You can choose multiple dates per week to schedule a class that meets multiple times per week (as pictured below for a meeting that occurs on Monday, Wednesday, and Friday for an entire semester).
- Security - The "Waiting Room" option creates a holding area for users to join the session and wait for the host to admit them to the meeting. The host does need to admit users 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. The "Passcode" option allows you to create a numeric code or word for users to enter before they are admitted to a meeting.
- 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 choose 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 (we recommend "Both").
NOTE: Set the Audio options to allow Both (join by computer audio and/or by telephone) to provide students who do not have a stable internet connection the ability to call in by phone.
- Enable join before host (not 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.
Record the meeting automatically- will automatically record the session when it begins. The host can select to record to:
- Local computer (not recommended) - the recording will be processed and stored on the Host's computer and can then later be uploaded into the Media Library.
- Cloud (recommended) - recording is processed and transferred to the Media Library for the course. See the following article for more information on the Zoom/Panopto Integration.
- 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 your course site's Syllabus under the Course Summary. Deleted meetings will 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].