Nowadays Zoom became a very popular teleconferencing option, especially for online education. Zoom meetings and webinars are now available as a built-in integration for subscribers of the LearnWorlds Pro Trainer plan or above! You can automatically create Zoom webinars and meetings inside your courses or you can even create and sell online courses that consist solely of a single live Zoom meeting or webinar!
We have introduced two types of learning activities for your courses :
Zoom Meetings, where the instructors or the school admin can schedule a Zoom meeting
Zoom Webinars, where the instructors or the school admin can schedule a Zoom webinar.
The only thing you have to do is to connect your LearnWorlds school with your Zoom account and then use one of these two Zoom learning activities inside your courses.
Students enrolled in courses with Zoom meetings/webinar learning activities, will be able to join your meeting through LearnWorlds platform, with no need to download and install the Zoom client, everything happens within the course player!
For your convenience, your school also has a “Live Sessions” calendar where you are able to view and control all of the upcoming and past live sessions you create via Zoom.
TABLE OF CONTENTS
- Important Considerations
- Connect with your ZOOM account (available for Pro and higher plans)
- Connect multiple Zoom accounts (available in our Learning Center plan and above)
- An instructor is also able to connect a Zoom account and create Zoom meetings/webinars learning activities, via the instructor dashboard (available on Learning Center plans or higher).
- Create Zoom learning activities in your courses
- Setting up a Zoom Meeting
- Create Zoom meetings with multiple Zoom accounts
- Setting up a Zoom Webinar
- Create Zoom webinars with multiple Zoom accounts.
- Starting and Managing Live sessions
- How Students participate in Live sessions
- Uninstalling the Zoom App
- Known Limitations
- Frequently Asked Questions
In order to be able to exploit both Zoom Meetings and Webinars learning activities, you will need:
Zoom Meetings are aimed for interactive small group sessions while Zoom Webinars are ideal for large lecture-type events with Q&A and without a camera for all of the participants. Learn more about the differences between Zoom Meetings and Webinars here.
If you just wish to use Zoom meetings you can use:
One or more free or paid Zoom Accounts (kindly note that a free Zoom account has several limitations e.g. 40 minutes per meeting)
Connect with your Zoom account (available for Pro and higher plans)
Installing the Zoom app is pretty straightforward.
1 In your LearnWorlds dashboard, go to Settings - Integrations - Live Sessions, and click Activate to enable the Zoom integration.
2 Choose whether you wish to allow instructors to connect their own Zoom accounts (available in our Learning Center plans and above).
3 Then click on the “Add account” button.
4 This will take you to the Zoom Sign in form.
5When you sign in with your Zoom account details, you will be asked to Authorize the “LearnWorlds Meetings” application.
6Click on the Authorize button.
That’s all! You are now ready to start creating Zoom Meetings and Webinars within your LearnWorlds courses and share them with your students.
If you are using a company Zoom account and you have the credentials of a simple User, then you will need the LearnWorlds App to be pre-approved by your company’s Zoom admin in the Zoom Marketplace (i.e. you need the approval of your team’s Zoom admin in order to install the LearnWorlds Zoom App).
Once your Zoom account is connected with your online school, you can associate it with one (Pro plan) or more (LC plan +) of your school instructors.
Connect multiple Zoom accounts (available in our Learning Center plan and above)
In the Learning Center or higher plans, we provide the option to connect multiple Ζoom accounts. Simply follow the previous steps and connect additional Zoom accounts.
An instructor is also able to connect a Zoom account and create Zoom meetings/webinars learning activities, via the instructor dashboard (available on Learning Center plans or higher).
It is possible for instructors to connect their own Zoom accounts via their instructor Dashboard if you have enabled the “Enable instructor accounts” field in your Live session page:
In the instructor Dashboard, click on “Live Sessions” and connect your Zoom account.
Note that, the admin cannot set up a new class using an instructor account meanwhile it’s in use.
Create Zoom learning activities in your courses
Once you connect Zoom with your LearnWorlds school, you will be able to add a Zoom Meeting or a Zoom Webinar activity into your courses. When adding a new learning activity in the course contents, click the “Live session” tab and select whether you want to schedule a Zoom webinar or a Zoom meeting.
After the Zoom learning activity has been created, click on the Settings button to configure all the properties.
Setting up a Zoom Meeting
A course author can set up most of the common settings provided by the Zoom app, including:
Host joins with video on
Participants can join before the host
Participants join with audio off
("Waiting rooms" are no longer available on our build in zoom client. They are still available if you intend to use the Zoom client via the link. We suggest for smooth operation to always add a password and remove the "waiting rooms" option from your meetings.)
Although your meeting/webinar will be automatically accessible to all of your course students, you can also specify whether you want to enable the zoom registration process for the ones that will try to access your live session through their native zoom clients. There are two options available, “No registration required” and “Registration required (automatically)”
The same principle applies also for the “Password” setting. This is a must-have property enabled at least for K12 education students. Although your students will not need the password for connecting to your meeting/webinar through your school, that will prevent anyone with your Zoom link to join your meetings.
In order to overcome connection or browser compatibility issues, we have also made available a setting named “Join Url”, which makes the URL of the Zoom meeting/webinar visible, allowing students to join the live session through their native Zoom client (instead of watching it inside the LearnWorlds environment). The related URL appears on the course player screen before a student joins the meeting and next to the Zoom web client.
Please note that in case the "Participants can join before the host" is enabled, if your attendees attempt to join through LearnWorlds before the Zoom Meeting begins, they will get the message "Live session setup is not finalized yet.". However, they will be able to join the meeting normally if they follow the "Join Url" to join through the native Zoom client. In order to avoid any confusion, we recommend you keep this setting disabled.
Create Zoom meetings with multiple Zoom accounts
If you have connected more than one Zoom account (available in our Learning Center plans and above), you will also be able to select the preferred one for the specific activity.
Note that you can also assign an instructor’s Zoom account.
Setting up a Zoom Webinar
A course author can set up most of the common functionality provided by Zoom Webinars, including:
Host joins with video on
Enable Q&A on the webinar
The “Join Url” setting is also available for Zoom webinars.
Create Zoom webinars with multiple Zoom accounts.
If you have connected more than one Zoom account (available in our Learning Center plans and above), you will also be able to select the preferred Zoom account for the related learning activity.
Starting and Managing Live sessions
You have now created one or more Zoom Meetings and Webinars. Do not forget that you can create as many Live Sessions you want in as many courses as you wish :-)
But how can you manage all those meetings and make sure that you don’t miss any of them? We’ve got just what you need: all the upcoming and previous Live sessions are accessible under the Live Sessions administration page. The school owner can review and edit all the scheduled live sessions inside their courses, in a simple and clear calendar view. (Zoom meetings and webinars appear in blue color, while Webex events appear in green)
If you click on any of the upcoming live sessions in the calendar, you can see the meeting/webinar setup properties. Upcoming meetings/webinars, as listed in the calendar view, also include the ability to start the live session. So this calendar functions as the dashboard for all your live sessions.
When the admin starts the session (via LearnWorlds or Zoom account), the Zoom Desktop/Mobile client would open up and the admin will become the Host of the Zoom session.
The Upcoming and Previous tabs offer a list of all previous and coming live sessions with similar administration functionality. Additionally, from these lists you are able to access the course in which the meeting/webinar belongs and also perform the following actions:
You can delete a Zoom Meeting/Webinar in two ways:
- You can delete the Zoom Meeting/Webinar learning activity of a course
- You can delete a Zoom Meeting/Webinar from the Live Sessions page
It’s important to note that when you delete a live Zoom session from the Live Sessions page, the course learning activity that includes the Zoom meeting/webinar will not be removed and can be used to initiate a new live session.
Additionally, if you delete a Zoom webinar/activity either from the Live sessions page or by deleting an webinar/meeting course activity, the meeting/webinar will NOT be deleted from your Zoom account (you can always delete it from within your Zoom account).
Each Meeting/Webinar can be in the following status:
Pending → has not started yet
In Progress → has started, not ended yet
Finished → has started, has been ended by the instructor
Expired → if scheduled time + duration time has passed (for webinars only)
Please note that in your Zoom account, the option "Use Personal Meeting ID (PMI) when scheduling a meeting" needs to be disabled in order to avoid any issues with your meetings.
How Students participate in Live sessions
Students can access your meetings/webinars only if they are enrolled in the courses that include the respective Live Session learning activities.
First, they have to access the course (enrolling in the free course or buying a paid course), initialize the course player, and click on the Live Session learning activity of their choice.
Of course, access to the live session will be available only once the Live session has been started. Once the instructor/school admin starts the session, the students will be able to join the meeting/webinar, all without having to leave the LearnWorlds course player.
If the Join URL setting is enabled, the students are also able to join the session from their Zoom native client (desktop or mobile).
Last step is to click on the Join the Session button.
Note that the first time the student accesses a Zoom live session they will be asked to give permissions to their browser for using their microphone and camera.
And what happens when the Zoom Meeting/Webinar has finished? The students see a screen explaining that the meeting has finished.
We would suggest as a good practice to record your meetings and after they are finished to replace the Zoom Meeting/Webinar activity with a video activity presenting the recording of the Live Session.
Uninstalling the Zoom App
In case you want to disconnect your Zoom account from LearnWorlds, you will need to login into your Zoom account first, and click on “Disconnect”:
If you are not logged in with your Zoom account, you will be sent to the Zoom Marketplace.
Sign in and then visit the Installed Apps page. Browse for the LearnWorlds Meetings app and click Uninstall.
Note that, when the uninstall process is completed, the Zoom accounts will be deactivated in your “Live session” page as well and relevant learning activities will get unassigned.
There are some known limitations related to web integration of the Ζoom SDK:
Zoom polls are not supported
Zoom web components currently fully support Chrome or Chromium-based browsers.
Administrators (Zoom Hosts) will not be able to promote a student to panelist if he/she has joined the webinar from within the web browser.
Gallery view is not available (is not supported by Zoom's web control)
Any user that faces these problems can bypass them by simply enabling the “Join URL” setting provided on the related learning activity so as for the participants to be able to join the meeting via the native Zoom desktop or mobile client.
Frequently Asked Questions
1. Is it possible to create multiple Live Sessions?
Yes, and we encourage you to do that, that’s why we have created the “Live Sessions” page. There you can review and manage your multiple Live Sessions. Be careful not to schedule Zoom meetings/Webinar at the same time with the same account. If you need to schedule meetings at the same time, you can use multiple Zoom accounts (available with the LC plans).
2. What can I do if the web-based Zoom client isn’t working for all of my students?
You can always turn on the “Join URL” option and propose to your troubled students to connect through the Zoom native client.
3. Can I connect different Zoom accounts for different courses instructors?
Multiple Zoom accounts are available in our Learning Center plans and above.
4. Can I have a waiting room for my students?
Due to changes in how zoom is handling "waiting rooms" and passwords, this functionality is no longer available on our built-in zoom client. It is still available if you intend to use the Zoom client via the link.
We suggest for smooth operation to always add a password and remove the "waiting rooms" option from your meetings.