Conducting Zoom meetings in Moodle

To create a Zoom meeting in your Moodle course, you must add the Zoom Meeting activity to the course.

1. Open Moodle of the University of Vienna.
2. Switch to edit mode by clicking on Edit.
3. Click on the + Activity or Create Material field in the relevant section.
4. A window will open. Select the Zoom Meeting activity.

• Title: Set a meaningful title for the meeting, such as Unit 1 – 17.2.
• Description (optional): Add a description and display it on the course page by activating the corresponding checkbox.

You have the following options for your meeting:

• One-time meeting: Your meeting has a defined start and end time and can only ever be attended from the set time. After the specified duration, users can no longer enter the meeting.
• Recurring meeting: Your meeting has no start or end time and is always available.

Make the desired settings:

• Start: Select a date and start time for your meeting.
• Duration: Select the duration of your meeting.
• Recurring meeting: If desired, activate the checkbox to offer the meeting permanently.
• Show Schedule section: If desired, activate the corresponding checkbox.

You can create breakout rooms for your meeting in advance and assign people to them.

• Click on the + symbol on the left to add a room.
• For information on how to manage breakout rooms, please refer to the Zoom Help Centre.

• Passcode: By default, a Zoom meeting in Moodle is a password-protected room. This setting cannot be changed.
  • The passcode is needed by people who are not registered for your Moodle course (such as guests) and who join the meeting via the join link, rather than via Moodle. The passcode is encrypted in the meeting link. If you forward the link in full, no passcode is required to join the meeting.
  • People who have access to your Moodle course and click on the Zoom meeting link there do not need the passcode.
• Encryption: If you want to use features such as polls, recordings and breakout rooms (only possible with enhanced encryption) or if more than 200 people are participating in your meeting, you must change the encryption of your meeting from end-to-end to enhanced. For data protection reasons, the University of Vienna recommends using the encryption activated by default (end-to-end).
• Waiting room: If you activate the checkbox, participants will be placed in a waiting room when they try to join the meeting. They can only enter the meeting room after you (the host) have granted them access.
• Enable join before host: If you activate the checkbox, participants can enter the meeting room before you. This function is disabled if the waiting room function is activated.
• Only users with a zoom account can join: If you activate the checkbox, participants must be logged into Zoom to join your meeting. The ZID advises against enabling this setting.
• Show Security section: Activate the corresponding checkbox if desired.

• Start video when host joins: Enable or disable this option, to (not) share the host's video from the start.
• Start video when participant joins: Enable or disable this option, to (not) share the participants' video from the start.
• Audio: Participants can use telephone audio, computer audio or both when they join the meeting. Select the desired option.
• Mute participants upon entry: If you activate the checkbox, participants will be muted when they join the meeting, but they can activate their microphones.
• Show Media section: Activate the corresponding checkbox if desired.

Alternative Hosts: You can give other people host rights in the meeting, including the right to start the meeting.

• The person must have a Zoom license (not a basic account)
• and rights as a teacher, tutor or administrator for the Moodle course. People with these rights can also sign up independently as an alternative host in the Moodle activity at any time.

When you add someone as an alternative host, they will be notified by e-mail. You can manage this notification in your Zoom settings in the Meeting tab. To do this, activate or deactivate the option When an alternative host is set or removed from a meeting in the Email Notification section.

For an existing Zoom meeting activity, you can select one or more alternative hosts by clicking on Edit. 

Activate the corresponding checkbox to make new recordings for this meeting visible by default.

As the host, you can start the meeting via the access page as soon as the specified start time of the meeting has been reached.

1. Open the Zoom meeting activity by clicking on it.
2. Click on the Start Meeting button in the top right-hand corner.

If you are not currently logged in to Zoom, you will not be redirected to the meeting directly. A message will appear. Click on the Launch Meeting button in this window.

Click on the Host Sign in link.

A login window will open. Click on the key icon (SSO) to log in.

If you have inlcuded the Zoom Meeting activity in your Moodle course, recordings are automatically made available directly in Moodle. You no longer need to inlcude them separately in your Moodle course.

To make the recordings available to students,

1. Open the settings for the Zoom Meeting activity and open the Recording section.
2. Activate the checkbox Yes next to the option Are recordings for this meeting visible by default?
3. This will automatically make all recordings visible, you do not need to do anything else.
4. Open the Zoom Meeting activity by clicking on it. After the recording has been automatically processed and linked to Moodle, you will find the View Recordings button in the table.

Clicking on the View Recordings button takes you to a list of your recordings. Here you will also find the respective Recording Link and the Passcode.

As a teacher, you can also edit the visibility of individual recordings at any time or overwrite the selected default setting. To do this, click on the corresponding button next to the desired recording in the Toggle Show Recording column.

Add the link to the recording to your course as an activity URL.

1. Switch to edit mode by clicking on Edit.
2. Click on the + Activity or Create Material field in the desired section.
3. A window will open. Select the URL activity.

Enter a name, add the the external URL to the recording and (optionally) a description. Save your entries.

1. Go to the access page of the Zoom Meeting activity by clicking on the activity.
2. Click on the All meetings link below the table.
3. You will see an overview of all upcoming and completed meetings in yourMoodle course. You can also view reports on each meeting (e.g. when they took place, which people attended).