Schedule meetings to host live training presentations and videoconferences
Use the Meetings feature to host live training presentations and videoconferences
The Meetings section can be accessed in the "Manage Course" menu under "Content" — Not sure where to find the "Manage Course" menu? Follow the first steps listed here.
How to Schedule a Meeting
Meetings can be used for live group calls, webinars, training, etc. to offer your students all from within your course!
- If you haven't scheduled a meeting before, you will be prompted to create your first meeting (by clicking on "Create your first meeting")
Start off by giving your meeting a title, schedule the start date and time, and choose the duration of the meeting. Be sure to click the "Apply" button when scheduling the date and time of your meeting.
Next, you will see the 4 options you have for the type of meeting you can hold.
3a) The first (and default) meeting type is "Video Conference" which is a built-in video conferencing software that allows you and your students to join the meeting with your video and audio. You can also upload slides (ideally in PDF format) for the meeting that will automatically display when you start it.
The default settings are set to auto-record your meeting and allow your students to download the recording after it has been automatically uploaded for you on the course platform. You can toggle either or both of these options off if you wish.
3b) The second meeting type is "Presentation" which allows you to share your video and audio as the instructor but does not allow anyone else who joins to do so (this is great for a lecture-style meeting, for example). You can also upload slides (ideally in PDF format) for the meeting that will automatically display when you start it.
The default settings are also set to auto-record your meeting and allow your students to download the recording after it has been automatically uploaded for you on the course platform. You can toggle either or both of these options off if you wish.
3c) The third meeting type is "Zoom" which allows you to integrate your Zoom video conferencing account if you have one and wish to use it in your courses. In order to use this option, you'll first need to integrate your Zoom account by clicking on "Configure Zoom" which will take you to the Integrations page of your account, and then select the "Connect with Zoom" button at the bottom of the page:Select the correct Zoom account (if you have more than one) and follow the prompts to complete the integration setup.
Tip: You'll see that the process has completed when you see that the button next to Zoom shows "Integrated with Zoom"Next, you'll head back to your course and back to the meeting you were setting up (by clicking "Course Settings" and then "Meetings") and you will select the "Zoom" meeting type:Note: This option does not automatically record your meeting. You will need to set the recording settings within your Zoom account or set the meeting to record once it's started. With the integration, however, it will automatically upload your recordings to the meeting! The way to see them is by clicking on the "Student View" button on the upper right-hand corner of the screen (you will see this detailed meeting page display after you have selected the "Create Meeting" button at the bottom of the page):
And your recordings will automatically upload and display after the recording has ended:
3d) Finally, the fourth meeting type is "External" which allows you to use any external meeting or webinar hosting software you like to use. All you need to do is add the link for your students to join in the blank field:Note: This option does not automatically record your meeting or upload your meeting to the course. You will need to set the recording settings within your external account and manually upload the recording to the course if you want to share it with your students.
Tip: If you want to manually upload the recording to your course, we recommend adding it to the "Description" section of the meeting setup and clicking on "Add media" to select "Video or audio file" and upload it there (you will see this detailed page display after you have selected the "Create Meeting" button at the bottom of the page):
Once you have selected your meeting type, you want to be sure to click on the "Create Meeting" button at the bottom of the page:
Next, you'll be directed to the detailed display of the meeting setup. Notice that you can click on "Description" and "Reminders" for more details and options for your meeting, which we'll explain next.
The "Description" section allows you to add a custom description for your students to see on that meeting's information page within the course. You have a lot of editing and design power here and can also add images, videos, etc. to this page if you wish by selecting "Instert" — we recommend playing around with different options. Have fun!
The "Reminders" section allows you to send automated email reminders to your students about your meeting. By default, there are 2 reminders being sent for each meeting: 24 hours before and 1 hour before
There are many options to customize these messages, and the text for both the subject line and email body are completely editable.Tip: You can use the custom fields option to make your emails more personalized to each student. It automatically pulls the information from your course or student. To view them all, click on the hamburger-looking icon and you can click on them to add to your email:
You can also adjust when each reminder is set by clicking on the number of hours if you want to change the default: Just adjust the number of hours to what you want and click "Apply"
You can also toggle off either or both reminders to not send:
Notice the top row of items if you want to duplicate, reschedule, adjust the duration, or delete the meeting:
If you have several meetings that are similar, the "Duplicate" option is really nice once you've set up your meeting description and reminders how you want them. You'll be prompted to create a title for the duplicate meeting and schedule the date and time. You are also welcome to make any other edits to that duplicate. If you need to reschedule your meeting, there's a really nice feature that automatically emails your students to notify them of the updated date and/or time (you can also turn that off if you don't want to send it). Just be sure to click on the "Reschedule Meeting" button to save your changes.
Note: Setting the proper duration is important if you have a meeting type that is automatically recording for you. That will dictate how long the recording goes for, so better to over-estimate than under!
Note: If you are using a Ruzuku "Video Conference" or "Presentation" meeting type, you will also see a "Preview" button, which will allow you to test out the software (which we highly recommend!)
There are tons of options and features to choose from, including a chat, notes section, sharing your video/audio and your screen, creating a poll, selecting a random participant, and more!
To start your meeting, a "Start Meeting" button will show up about 5 minutes before your meeting is scheduled. Once it's been started, you and your students will see a green "ON AIR" icon display: Tip: Click on the "Student View" button on the upper right-hand corner of your screen at any time to see what it looks like on the front-end:
You will be able to see your meeting details, description, and also a few additional features for students to add the meeting to their calendars (you can use this too!) and you can also launch your meeting from here if you wish.