In LearnWorlds, you can host live sessions and webinars by integrating your Google account with your LearnWorlds school. Once Google Meet is integrated, you can begin adding Google Meet Learning Activities to your courses, making live interaction a seamless part of your learning experience. Learners enrolled in the course can join these sessions directly from within the LearnWorlds platform.
This article will guide you through the process of creating a Google Meet learning activity and offer tips on managing your live sessions with Google Meet.
Create Google Meet Learning Activities
Once Google Meet is integrated into your LearnWorlds school, you can add a Google Meet learning activity to your course by following these steps:
- Navigate to the Course Outline tab and click on Add activity.
- Select the Live Sessions category and choose Google Meet as the activity type.
- Click Save or Save & Edit if you wish to modify the activity details immediately.
Set up a Google Meet Session
Course authors can configure a variety of settings for Google Meet sessions, including:
Course Player Details
- Title and Description: Define how this activity will appear inside the course player. This helps learners quickly identify the purpose of the session.
- Icon: Select a custom icon to visually represent the session.
Google Account & Calendar
- Google Meet Account: Choose which connected Google account will be used to create the meeting.
- Google Calendar: Select the calendar where the event will be stored. (Typically, this will be the Primary Calendar associated with the selected account.)
Meeting Access Type
Decide how learners can access the session:
- Open – Anyone with the link can join without approval needed.
- Trusted – Only members of your Google organization, calendar invitees, and dial-in users can join freely. All others must request to join.
Google Meet also offers a third access setting—Restricted access. If you wish to use this option (available only on certain Google accounts), you’ll need to manually edit the corresponding Google Calendar event. Within the event settings, navigate to the Google Meet options and enable the Restricted access setting. You can check more details about this here.
Meeting Details
- Google Meet Topic: This becomes the meeting name shown inside Google Meet.
- Google Meet Description: Optional field for extra details about the meeting that will appear in Google Calendar.
- Date / Time: Schedule the exact start time of the live session.
- Duration: Define how long the session is expected to last (in minutes).
- Reminder Emails
- Enable reminder emails to notify learners before the session begins.
Replay Video
- If you record the session, you can select External URL and paste the recording link to make the replay accessible to students post-session.
Recurring Meeting
- Turn this meeting into a recurring event (daily, weekly, monthly). You can create up to 20 occurrences as individual learning units.
Additional Options
Set how the system will mark the session as completed:
- By default, the activity is completed when the learner joins the session.
- You can also set custom rules if your school requires specific conditions for completion.
- Only reminder emails sent via LearnWorlds are available for learners. Google Meet sessions created in LearnWorlds do not automatically invite users to the associated Google Calendar event, and no Google Calendar notifications are sent unless manually added by the admin.
- To schedule reminders as mass emails, you need to whitelabel the sender email in your school and allow recipients to opt out from future communications.
Start and Manage Live Sessions
All upcoming and past live sessions can be managed from the Live Sessions admin panel, where you can review, edit, and track your sessions using a calendar view.
You can also start a Google Meet session directly from the Courses area. Just:
- Open the course containing the Google Meet activity.
- Hover over the activity and click Settings.
- In the pop-up window, click Start Meeting to begin.
Make sure you are signed into the correct Google account—the same one used to create the session—before starting. Otherwise, Google may not recognize you as the meeting host.
-You can host multiple Google Meet sessions at the same time using the same Google account. Each meeting is tied to a unique URL and Google Calendar event.Student Experience
Students can access live Google Meet sessions only if they are enrolled in the course that includes the corresponding learning activity. Here’s what they need to do:
- Enroll in the course.
- Open the course player and navigate to the live session activity.
- Click on Join with Google Meet.
Learners will see the Join button appear right at the session start time. Until then, they’ll see a message indicating the session is upcoming. If an admin starts the meeting earlier than scheduled, the "Join" button will still not be visible to users until the official start time.
Allow Users to Add Sessions to Their Calendars
LearnWorlds supports an Add to Calendar feature that allows users to add upcoming live sessions to their personal calendars:
- Add the Events Calendar widget to any page from the Site Builder (Add Section → Event Calendar).
- Enable the Add to Calendar option.
- Users can click Add to Calendar either from the widget or directly in the course player under the Google Meet activity.
Supported calendars include Google, Apple, Outlook, Microsoft 365, Yahoo, and iCal. Only admins (session creators) are automatically invited to the associated Google Calendar event. Learners must use the “Add to Calendar” button to sync the event.Delete Google Meet Sessions
You can delete a Google Meet session in two ways
- Delete the learning activity from the course outline.
- Delete the session from the Live Sessions admin panel.
Deleting a session from Live Sessions does not remove the learning activity from your course. Deleting the activity from your course does not cancel the event in your Google Calendar—you’ll need to do that manually.
If you delete the session from your Google Calendar, the corresponding learning activity in your LearnWorlds school will remain active. Track User Progress and Attendance
Attendance is automatically tracked only when learners click the Join with Google Meet button from the LearnWorlds course player. The system begins tracking time when the activity is opened and stops when the learner navigates away.
If a user adds the event to their calendar and joins via the Google Calendar link instead of the LearnWorlds course player, their attendance and time spent will not be tracked. To ensure tracking, learners must join through the LearnWorlds platform. If necessary, you can manually mark their activity as completed.