Using Zoom Meetings

How to: Set up a virtual class session in Sakai using Zoom Meetings

What is Zoom Meetings?

Faces of users in Zoom Meetings

Zoom Meetings is a tool faculty, students and staff can use for video and audio conferencing, collaboration, chat, and webinars across mobile devices, desktops, telephones, and room systems. 

Learn more about Zoom Meetings at Duke.

What is the benefit of using Zoom Meetings in Sakai?

The Zoom LTI integration with Sakai allows students and faculty to start and join Zoom meetings via a join link that is displayed on a Sakai course and share cloud recording links to the course.

Add the Zoom Meetings to your Sakai site.

Adding Zoom Meetings is just as easy as adding any other tool in Sakai.

Go to Site Info.

Shows the location of the site info tool.

Choose Manage Tools.

Shows the location of the site info tool in the manage tools option.

Scroll to External Tools and check Zoom Meetings. Select Continue.

Upon confirming your selection, the Zoom Meetings tool will be displayed in the left sidebar. Selecting the Zoom Meetings tool displays the Sakai interface for Zoom Meetings.

  1. Click the Zoom icon in Sakai.
  2. Click Schedule a Meeting.
  3. Select the desired settings for the meeting. 
    • Topic: Choose a topic/name for your meeting.
    • Description: Enter in an option meeting description.
    • When: Select a date and time for your meeting. 
    • Duration: Choose the approximate duration of the meeting. Note that this is only for scheduling purposes. The meeting will not end after this length of time.
    • Time Zone: By default, Zoom will use the time zone that you sent in your Profile. Click on the drop down to select a different time zone. 
    • Recurring meeting: Check if you would like a recurring meeting, i.e. the meeting ID will remain the same for each session. This will open up additional recurrence options.
      • Recurrence: Select how often you need the meeting to recur: Daily, Weekly, Monthly, or No Fixed Time. It can recur up to 50 times. If you need more than 50 recurrences, use the No Fixed Time option.
      • The other recurrence options will depend on how often the meeting recurs. You can configure the meeting to end after a set amount of occurrences or have the recurring meeting end on a specific date.
    • Registration: Check this option if your meeting will require registration. Instead of a join link for your participants, you will be provided a registration link. Read more about meeting registration.
    • Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video. 
    • Participant Video: Choose if you would like the participants' videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video. 
    • Audio Options:  choose whether to allow users to call in via Telephone only, Computer Audio only, Telephone and Computer Audio (both), or 3rd Party Audio (if enabled for your account). 
    • Dial in From: If Telephone only is enabled for this meeting, click Edit to select the dial-in countries that you would like included in the invitation. By default, this includes your Global Dial-In Countries listed in My Meeting Settings
    • Require Meeting Passcode: You can select and input your meeting password here. Joining participants will be required to input this before joining your scheduled meeting.
    • Enable join before host: Allow participants to join the meeting without you or before you join. The meeting will end after 40-minutes for Basic (free) subscribers.
    • Mute Participants Upon Entry: If join before host is not enabled, this will mute all participants as they join the meeting.
    • Use Personal Meeting ID: Check this if you want to use your Personal Meeting ID. If not selected, a random unique meeting ID will be generated.
    • Enable Waiting Room: Check this if you want to enable Waiting Room for your meeting to manually admit attendees. Learn more about Waiting Room.
    • Record the meeting automatically: Check this if you want the meeting to be automatically recorded. Select if you want it to be recorded locally (to your computer) or to the cloud (zoom.us/recordings). 
    • Alternative Hosts: Enter the email address (netid@duke.edu) of another Zoom user with a Pro license on your account to allow them to start the meeting in your absence. Read more about Alternative Host.

Starting or Joining a Meeting

When it is time for the scheduled meeting, students and instructors can access the Zoom meeting similarly. 

  1. In the Sakai course, click the Zoom link.
  2. Next to the scheduled meeting, the instructor can click Start to launch Zoom and begin the meeting.
  3. Next to the scheduled meeting, the students can click Join to launch Zoom and join the meeting.

Access Meeting Cloud Recordings

Select the Cloud Recordings tab in the Zoom Meetings interface. Your previously recorded course-related Zoom meetings are displayed.

Adding a Zoom Room or Zoom Room Cart to Sakai

Zoom Rooms can be added to any meeting created through the Zoom Meetings for Sakai tool. This allows your students benefits such as joining a meeting and accessing meeting recordings directly through Sakai.

Please see the Zoom Room Cart / Sakai Integration article for detailed instructions, and contact your local IT group with specific questions or concerns on using the Zoom Room cart with Sakai.

Not Meeting Host

Note: If you see an error "3,003 Not Meeting Host" error when attempting to perform certain functions in Zoom Meetings for Sakai (such as trying to Add the event to your calendar), please know this is an issue currently being worked on by the Zoom development team. Try this simple workaround to authenticate into Duke Zoom:

Go to https://duke.zoom.us/ and Sign In. Then, navigate back to your Sakai site to try once more.

If you're still experiencing the error, try navigating to your Upcoming meetings in your web browser at https://duke.zoom.us/meeting
Here, you'll see the meeting which you've already created through Sakai. You can proceed with normal functions of editing the meeting such as Add to Outlook Calendar.

How do I add a passcode or waiting room to my meeting?

After September 27th, 2020, all Zoom meetings (including meetings created through Sakai and Personal Meeting Rooms) will require either a Passcode or Waiting Room.

If you wish to disable waiting room, you will need to enable passcode for your meeting. If you have a recurring meetings, you can do this once for all upcoming meetings. Be sure to share the updated passcode and invite link with your Sakai site participants using tools like Announcements or Email.

When you are scheduling or editing a Zoom meeting, the options to add Passcode and Waiting Room appear as checkboxes in the "Security" section of your meeting settings.

Learn more about these changes at "OIT Help: Zoom Meetings: Passcodes and Waiting Rooms."

Passcode or Waiting Room: Which is best for me?

Enabling passcode for your Zoom meeting provides some additional security to your class session. It eliminates the possibility chance that an uninvited guest can join your meeting by simply guessing the Meeting ID or Personal Meeting ID.

You can also add waiting room to ensure meeting privacy if it isn't too distracting or if you have a co-host who can help monitor and admit users from the waiting room. 

Make sure to remind students to avoid sharing meeting ID, invite link and password beyond the classroom. For more information, see "Zoom Meetings: Security and Privacy in Your Meetings."

If an uninvited participant manages to join your meeting, the meeting host and co-hosts have the option to admit or remove them from the Waiting Room. If you prefer to not use this feature, you can instead enable Passcode before the meeting begins in order to disable waiting room during the meeting.

Furthermore, you can share an Invite Link which, by default, includes the password "hashed" at the end of the link. Sharing this link (only within the course) allows students to join the meeting and bypass the step to enter the meeting passcode.

Enabling Passcode for a Zoom meeting created in Sakai doesn't significantly alter the user experience, since participants only need to select the Join button to enter the meeting. It's still a good practice to share the Invite URL in case a participant saved the old meeting link elsewhere and typically joins meetings from outside Sakai.