How do I start and plan a session? | Zoom

With Zoom you can either start a session right away or plan a session. Zoom can be used both with the Desktop app and the browser.

Start a session right away

Start a session with the desktop app

  • Open the Zoom desktop app.
  • Click New Meeting.

Start a session via browser

Navigate to https://zoom.us

  1. Click Host a new meeting
  2. Choose whether you want to turn your camera on and if you want to share your screen.
Launch Meeting - Zoom - Google Chrome

Click Zoom Meetings openen/Open Zoom Meetings.

Invite

  1. Click Participants.
  2. Click Invite.

You can either send the invite via an email, your contacts, or a shareable link.

  • Contacts: Your RU contacts with a Zoom account have been imported automatically. If you invite someone they will receive a notification about your call.
  • Email: send an invitation via email.
  • Copy Invite Link: A shareable link will be copied to your clipboard.
  • Copy Invitation: An invitation will be copied to your clipboard. This invitation does not just contain the link, but also a Meeting ID and Password.

Plan a session

You can use either the browser or the desktop client to plan a meeting. You will have more advanced options within the browser, such as dividing the participants into breakout rooms.

Via the browser
Via the desktop app

Via the browser

Navigate to https://zoom.us/meetings and log in using your RU account.

  • Click Schedule a New Meeting.
  1. Name the meeting.
  2. Add a description if necessary.
  3. Choose a starting time and a duration for the meeting.
  4. If you want this meeting to be repeated click recurring meeting. You can then choose how many times the meeting has to be repeated. 
  5. Select this option if students have to register in order to participate. Instead of receiving a link to participate, participants will receive a registration link that is connected to the email address. If the meeting is repeated you will have the following additional options:
    • Attendees register once and can attend any of the occurerences: Registered participants can participate in all meetings.
    • Attendees need to register for each occurence to attend: Participants have to enroll seperately for each meeting.
    • Attendees register once and can choose one or more occurences to attend: Participants have to register once and then choose one or multiple meetings they want to participate in. They have to select their preferred date and time and will only be registered for these specific meetings.
  6. Select whether you are creating the meeting for yourself or someone else.
  7. Create a password that participants have to enter when they participate via browser.
  8. Choose whether you want the camera of the host and participants to be turned on by default. If you click Off then both the host and the participants will be able to turn on the camera at a later moment.
  9. Select which audio can be used by participants.
  10. Below meeting options you can choose: 
    • Enable join before host: Participants can join the meeting before the host gets online. If this feature is turned off participants can only join the meeting once the host has started the session.
    • Mute participants upon entry: Participants will automatically be muted when they participate. The host is able to determine whether they can unmute themselves.
    • Enable Waiting Room: Participants will arrive in a waiting room; the host then allows participants to enter from this room.
    • Only authenticated users can join: Sign in to Zoom: Participants can only join the session if they are logged into Zoom.
    • Breakout Room pre-assign: Create breakout rooms in advance.
  11. Enter the email address from an alternative host. They can then start the meeting if you are still absent. 
  12. Click Save.

You will be directed to an overview of your meeting. You can choose to:

  • Start the meeting right away with Start this meeting.
  • Copy the link of your planned meeting with Copy Invitation.

After you have created a session you can easily copy the link via Copy Invitation. Then add this link to Brightspace, for example in the right week's Table of ContentThis way students can easily find it.

Via the desktop app

  • Open the Zoom desktop app.
  • Click Schedule.
  1. Name the meeting.
  2. Choose a starting time and a duration for the meeting.
  3. Create a password that participants have to enter when they participate via browser.
  4. Choose whether you want the camera of the host and participants to be turned on by default. If you click Off then both the host and the participants will be able to turn on the camera at a later moment.
  5. Select which audio can be used by participants.
  6. Choose the Calendar you want to add the meeting to. For RU users the default calendar is Outlook.
  7. Below meeting options you can choose: 
    • Enable join before host: Participants can join the meeting before the host gets online. If this feature is turned off participants can only join the meeting once the host has started the session.
    • Mute participants upon entry: Participants will automatically be muted when they participate. The host is able to determine whether they can unmute themselves.
    • Enable Waiting Room: Participants will arrive in a waiting room; the host then allows participants to enter from this room.
    • Only authenticated users can join: Sign in to Zoom: Participants can only join the session if they are logged into Zoom.
    • Breakout Room pre-assign: Create breakout rooms in advance.
  8. Click Schedule.

After creating the session Outlook will automatically open with an email invitation. You can choose to invite participants via email, but it is advised to add the planned meeting to your Brightspace course.

  1. Click the three dots icon behind your planned meeting.
  2. Click Copy Invitation.

A link will now be copied to your clipboard. It can be added to your Brightspace course; this way students can easily find it. For example via Announcements or by adding the link to the right week (if you have a weekly schedule setup).

If you plan a recurring session please keep in mind that with a default RU license the maximum duratio n of a meeting with more than 2 people is 40 minutes. If you want to plan a longer meeting you will need an additional license. Read more about the different licenses in the manual How do I create a Zoom account? | Zoom

A Zoomlink is valid for 30 days. Recurring meetings can be scheduled up to 365 days in the future.