There are two easy methods to schedule a Flex class:
From Outlook 🎥
Introduction
By far the easiest method, scheduling from Outlook will setup a Flex classroom to automatically turn on and start recording when it is time for class to start! When class is over, the room will also automatically end the Zoom meeting and begin processing the recording. You can schedule a single class session or even the entire term with one invitation! Scheduling a series of classes is done as a recurring meeting. Recurring meetings are easy to communicate to students because every class session will have the same Zoom link.
Video Overview
Step-by-Step Instructions
Create a new meeting on your Outlook calendar:
Invite the Flex room to the meeting as a Participant (not in the location field):
Adjust the time, date, and recurring settings.
Click the Add a Zoom Meeting option:
Click the Settings button:
Under Advanced Options, click/uncheck Allow participants to join anytime and click/check Automatically record the meeting in the cloud:
Select to update the settings.
*Please note: When you add a Zoom meeting to the calendar event, a Zoom link for the meeting should automatically generate in the location field. While you can copy this link to communicate with your class, this link must stay in the location field in order for the meeting to work properly.
Send the meeting!
From Zoom or Canvas
Although it's not as easy and automated, you can also schedule and facilitate Flex/Zoom meetings through Waubonsee's Zoom portal (waubonsee.zoom.us) or from Zoom within Canvas. These meetings can be setup for single class sessions or as a series of recurring meetings. Meetings setup through these options will not automatically include the Flex classroom, so you must remember to join the Zoom meeting each day. In order to do this, you must follow these steps:
Start the Zoom meeting from another device if needed (e.g. the desktop computer in the room, a laptop, etc).
Join the meeting through the control panel. The process for joining a meeting is as simple as entering the meeting ID and password (if needed) from the room's control panel, but students will not be able to see nor hear you until you join from the classroom.
If you did start the Zoom meeting from another device, you must assign the room as a host or co-host if you want additional Zoom features through the control panel. These features include the ability to start/stop recording, adjust security settings, use the HDMI input, and more.
*Special note: Be sure to check that the meeting is being recorded and that the room is NOT muted.
Please see the Zoom page for detailed instructions on how to schedule Zoom meetings through Waubonsee's Zoom portal or the Canvas page for detailed instructions on how to enable Zoom as a course menu item and schedule Zoom meetings in Canvas.
