In LearnWorlds, there are different ways to host live sessions/webinars. You can integrate your Zoom account into your LearnWorlds school. After Zoom is integrated, you can start creating Zoom Learning Activities in your courses since live Zoom sessions are part of your course's activities.
Users enrolled in courses with Zoom meetings/webinar learning activities can join your meeting through the LearnWorlds platform with no need to download and install the Zoom client. Everything happens within the course player.
How to Create Zoom Learning Activities
You can create your course, and once you integrate Zoom with your LearnWorlds school, you can add a Zoom Meeting or a Zoom Webinar activity to your course.
1. Go to Courses, find your course & then go to its Contents tab.
2. Click on Add an activity.
3. Choose the Live session category and select whether you want to create a Zoom Webinar or a Zoom Meeting learning activity.
4. Click on Save or Save & Edit to edit the activity immediately.
The Zoom learning activities are scheduled according to the time zone you have set up in your school via Settings → School Info. Zoom will adjust the time and convert it accordingly to the time zone each user has set up in their personal Zoom account.
Zoom Meetings vs. Webinars
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 at 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 option in your school.
How to Set up a Zoom Meeting/Webinar within LearnWorlds
After the Zoom Meeting or the Zoom Webinar activity has been created, hover over it, and click on Settings to configure all the properties.
A course author can set up most of the common functionality provided by Zoom Webinars or Zoom meetings, including:
- Course Player Details
- Zoom Account: If you have connected to more than one Zoom account (available in our Learning Center plan or higher), you will also be able to select the preferred one for the specific activity under the "Zoom Account" option. You can also assign an instructor’s Zoom account.
- Zoom Topic
- Zoom Description
- When (Date/Time)
- Recurring meeting: Your meeting can be scheduled as recurring on a daily, weekly, or monthly basis. You can schedule up to 20 occurrences within that learning activity, so after the 20 occurrences, the dates will be greyed out in the relevant field. Activate the Recurring meeting option and set up the following:
- RECURRENCE (monthly, weekly, daily)
- REPEAT EVERY
- OCCURS ON (for monthly and weekly → choose the day of the month/week that this meeting will occur)
- END DATE (by date or by occurrences or after a number of occurrences)
The new learning activities for each occurrence will be created automatically in your course content.
If you update the occurrences of a recurring meeting within your Zoom account, such changes will not impact the corresponding occurrences in LearnWorlds, thus potentially leading to complications with your Zoom meetings. If you want to remove specific instances of recurring meetings, you can delete them from the LearnWorlds course contents.
- Auto recording: You can enable local or cloud recording automatically when the meeting starts. At the end of the recording, the meeting will be saved either on your local device or in the Zoom Cloud. You can find more information in this article.
- Replay video: A Replay recording video will become available to your users once the meeting has ended. You can choose to provide an External URL of a live session recording or offer the recording of the specific meeting that can be made automatically available to the users only if it is saved in the ZOOM Cloud. You can find more information in this article.
- Password: The Password setting is at least a must-have property 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 from joining your meetings.
- Show "Join Url": 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.
- Start video when host joins meeting.
- Allow participants to join the meeting before the host starts the meeting (available for Zoom Meetings only).
- Mute participants upon entry (available for Zoom Meetings only).
- Enable waiting Room. If the waiting room is disabled on your Zoom Account, it should also be set to Disabled in your Zoom activity setup.
- Default to HD video (available for Zoom Webinars only).
- Enable Q&A (available for Zoom Webinars only).
- While creating a new meeting on Zoom, ensure that the Require authentication to join option is disabled so that users will experience no issues joining the created meeting.
How to Set Up Your Zoom Account Settings
1. As per the security guidelines, Zoom requires that all meetings are secured with one of the following security options:
- Meeting Passcode
- Waiting Room
- Only authenticated users can join meetings from Web Client
You should enable one of the first two options (Meeting Passcode or Waiting Room), otherwise, Zoom will secure all meetings in the Waiting Room by default, and whatever your settings are in the LearnWorlds Zoom learning activity will be overridden by the settings in your Zoom account.
2. In your Zoom account Settings, the options Use Personal Meeting ID (PMI) when scheduling a meeting and Only authenticated meeting participants and webinar attendees can join meetings and webinars, need to be disabled to avoid any issues.
Important Note: If you have already created live sessions and you had the PMI setting enabled by accident, as soon as you disable it, you will need to re-create your live sessions in your course.
How to Start and Manage Live Sessions
All the upcoming and previous Live sessions are accessible under the Live Sessions administration page, where you can review & edit all the scheduled live sessions in a simple and clear calendar view (Zoom meetings and webinars appear in blue color, Webex events appear in green, and Coaching sessions in purple).
So this calendar functions as the dashboard for all your live sessions.
If you click on any of the upcoming live sessions in the calendar, you can see the meeting/webinar setup properties & Start the Meeting.
When the admin starts the session (via LearnWorlds or Zoom account), the Zoom Desktop/Mobile client will open up, and the admin will become the Host of the Zoom session.
You can similarly Start a Zoom Meeting/Webinar through the Courses menu. Visit the Course that includes the Zoom activity, hover over the Zoom learning activity itself, and click on Settings. In the panel that will pop up, click on Start Meeting.
Zoom's web control does not support the Gallery view. This limitation mentioned in our Zoom integration article regards only the users that join the meeting directly from the course player.
- The instructors/admins can only start/join the meeting from their Zoom Account (Zoom client). They cannot join the session from the course player.
- The users who join from the course player do not have access to the Gallery view.
- The users who join with the Join URL have access to Gallery view like a usual Zoom meeting.
How Can Users Participate in Zoom 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 otherwise, users will get the message "The Live Session is not ready yet. Please wait for the host to start this session".
Once the instructor/school admin starts the session, the students can join the meeting/webinar without leaving the LearnWorlds course player. The last step is to click on Join Live Session.
How can Users Add the Zoom Live Session to their Calendar
LearnWorlds also supports the Add to Calendar option so users can add the live sessions to their Calendar.
You need to add an Events Calendar Widget/Section to your school's pages and enable the Add to Calendar option, as shown below.
Then users can visit the Events Calendar Widget/Section, click on the Add to Calendar option and choose if they want a placeholder event to be created to their Google, Apple, Outlook.com, Microsoft 365, Yahoo, or iCal File for the Live Session.
Otherwise, users can also add the live session to their Calendar from the Course Player by visiting the Zoom learning activity and clicking on Add to Calendar, which appears in the Course Player by default.
In the chosen calendar, the Zoom event title (name of learning activity), the date & time, and the direct Zoom link (not the learning activity) will be displayed so users can access it directly in the Zoom environment.
How to Delete Zoom Meetings/Webinars
When you go to the Live Sessions menu, the Upcoming and Previous tabs offer a list of all previous and coming live sessions with similar administration functionality. Additionally, from these lists, you can 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
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)
Track User Progress/Attendance
You can easily track the user progress/attendance for your Zoom Learning activities and even manually mark the live session as completed. You will find more information in this article.