Zoom became a very popular teleconferencing option, especially for online education. Zoom meetings and webinars are available as a built-in integration for subscribers of the LearnWorlds Pro Trainer plan or higher.
There are two types of learning activities:
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.
Users enrolled in courses with Zoom meetings/webinar learning activities, will be able to join your meeting through the LearnWorlds platform, with no need to download and install the Zoom client, everything happens within the course player.
Zoom Meetings vs Webinars
In order to be able to exploit Zoom Meetings and Webinars learning activities, you will need:
One or more free or paid Zoom Accounts (Note: A free Zoom account has several limitations e.g. 40 minutes per meeting)
One or more Zoom Webinar Add-ons for your Zoom accounts.
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, and you can use either both or one option in your school.
How to Connect your Zoom Account
1. Go to Settings → Integrations → Live Sessions and click on Activate to enable the Zoom integration.
2. Choose whether you wish to Enable Instructors to connect their own Zoom accounts (available in our Learning Center plans and above).
3. Click on Add account.
4. This will take you to the Zoom Sign-in form to log in with your credentials.
5. When you sign in with your Zoom account details, you will be asked to Authorize the “LearnWorlds Meetings” application.
You are ready to start creating Zoom Meetings and Webinars within your LearnWorlds courses and share them with your students.
Note: 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 higher) or more (Learning Center plan or higher) of your school instructors.
How to Connect Multiple Zoom Accounts
In the Learning Center or higher plans, we also provide the option to connect multiple Ζoom accounts. Follow the previous steps and connect additional Zoom accounts.
How to Assign Instructors to Zoom Accounts
An instructor is also able to connect a Zoom account and create Zoom meetings/webinars via the instructor dashboard (available on Learning Center plans or higher) if the admin has enabled the “Instructor accounts” field in the Live session page.
Instructors can click on Live Sessions in their Dashboard to connect their Zoom account.
Note: Admins cannot set up a new class using an instructor account meanwhile it’s in use.
How to Create Zoom Learning Activities
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 Settings to configure all the properties.
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
Zoom account: 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 under the "Zoom Account" option. Note that you can also assign an instructor’s Zoom account.
Password: The Password setting 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.
Join URL: 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.
Note: 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.
How to Set 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.
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.
How to Start and Manage Live sessions
You can create as many Live Sessions as you want in as many courses as you wish.
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:
How to Delete Zoom Meetings/Webinars
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
Note: 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. Also, if you delete a Zoom webinar/activity either from the Live sessions page or by deleting a 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).
Additionally, each Meeting/Webinar can be in the following states:
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)
Tip: In your Zoom account Settings, the option "Use Personal Meeting ID (PMI) when scheduling a meeting" needs to be disabled in order to avoid any issues with your meeting.
How Can Users Participate in Live Sessions
Users can access your meetings/webinars when they are enrolled in the courses that include the respective Live Session learning activities. 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 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).
The last step is to click on Join the Session. 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.
How to Uninstall 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.
Note: 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 a 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).
Buttons' functionalities, like the one that expands to full screen, depend entirely on Zoom.
Admins are not able to start a Zoom meeting via their mobile devices.
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/Webinars 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 course 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 a smooth experience to always add a password and remove the "waiting rooms" option from your meetings.
5. Can I have Zoom Breakout rooms?
Currently, breakout rooms are not supported in our Zoom integration.