Canvas - Scheduling Zoom Meetings for Class Sessions

This article contains recommended steps for using the Canvas Zoom integration to schedule Zoom meetings for recurring synchronous class sessions.

Related KBs:
Canvas - Zoom Integration Guide

Scheduling Zoom Meetings in Canvas

To schedule recurring Zoom meetings for your class's synchronous online meetings, perform the following recommended steps in Canvas:

  1. Open your Canvas course and click the Zoom link in the course navigation menu.
  2. Click Schedule a New Meeting.
  3. If desired, edit the meeting Topic (i.e. title). The default is the name of the Canvas course.
  4. Enter the date and time of the start of the first class meeting in the "When" field.
    • NOTE:  We recommend using the actual start time of your class meeting. You are free to start the meeting before its scheduled time and keep meeting going past its scheduled duration. There is no need to bake in extra “padding” time via scheduling. 
  5. Set the duration to the length of the class meeting.
    • NOTE: Zoom only allows you to select 15-minute intervals. We suggest rounding up to the closest available option.
  6. Select Recurring Meeting and fill in the following details:
    • Set the “Recurrence” to Weekly
    • If your class meets every week, “Repeat every” can stay set to 1 week. (If it meets every other week, set it to 2 weeks; every three weeks, set it to 3… and so on). 
    • Next to “Occurs on”, select each day of the week your class meets.
    • Next to "End Date", select the By option and enter the date of the last class meeting
      screenshot of the Zoom meeting time scheduling opitons
  7. Leave the "Registration Required" option unchecked. Registration unnecessarily complicates the process for students to join class meetings, so we advise that you do not require it for class meetings.
  8. Set the meeting security options:
    • We recommend leaving Passcode enabled. UWGB's Zoom setup embeds the passcode within the meeting join URL link that students will use, so they’ll still be able to easily join and won’t be asked to enter the code. The passcode option helps keep out uninvited guests who attempt to crash a Zoom meeting by guessing at the meeting ID number. 
    • Waiting room is an extra layer of security that requires participants to be manually admitted into the meeting by the host (you). Using the waiting room is the best practice for increased meeting security, but managing the waiting room can split your attention at the start of meetings if not all students join the meeting promptly.
    • We generally recommend leaving the "Only authenticated users can join meetings option" disabled.
      screenshot of zoom meeting security settings
  9. Toggle the “Video” settings on or off for the Host and Participants depending on whether you want yourself and students to join the meetings with their camera video on or off by default. Everyone will be able to toggle their video on/off during the meeting regardless of what you select. 
  10. Leave the “Audio” option set to Telephone and Computer Audio.
  11. Configure these meeting options to fit your preference:
    • Checking Enable join before host will allow students to enter the meeting and interact with each other before you join the meeting. If you leave this unchecked, students who join the meeting before you will see a message “Waiting for the host to start the meeting” on their screen until you join. Once you join, the meeting starts and all students who were waiting will enter the meeting automatically. 
    • Check Mute participants upon entry if you want students' mics to be muted when they join (they’ll be able to unmute themselves). 
    • For security reasons, we recommend leaving “Use Personal Meeting ID” unchecked
    • Checking Record the meeting automatically will automatically start a Zoom recording of the meeting as soon as you (the host) joins it. If you leave this option unchecked, you will have the option to start a cloud recording manually. If you choose to check this box, make sure to then select the In the cloud option so that you can make your recordings available to students in the Cloud Recordings tab of the Canvas Zoom integration.
  12. If you are co-teaching the course, you can add the email addresses of other teachers to the Alternative Hosts field in order to allow your co-teachers to start the meeting without you. 
  13. Click Save to schedule your meeting.

Recommendations for Sharing the Meeting Link with Students

When your meeting is scheduled, the Canvas Zoom integration creates a Canvas course calendar event for each recurring class session. Each calendar event will contain the join link for the Zoom meeting. Students can join Zoom meetings by clicking the calendar event links or by finding the meeting in the list of Upcoming Meetings after clicking the Zoom link in the course navigation menu. The same join link is used for each occurrence of a scheduled recurring meeting series. To give your students an additional way to access the meeting link, we recommend copying the meeting invitation and pasting it in a page in the introductory module of your course. You can also paste the meeting invitation in an email message to students. Follow these steps to copy the meeting invitation for your scheduled meeting:
  1. Open your Canvas course and click the Zoom link in the course navigation menu. 
  2. In the Upcoming Meetings tab, click the name of your meeting under “Topic”.
  3. In the “Invite Attendees” section, click Copy Meeting Invitation.
  4. In the meeting invitation window, click the Copy Meeting Invitation button to copy the invitation text.
  5. Share the meeting invitation with your students by pasting it in a page in the introductory module of your Canvas course and/or an email message to your students.