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How do I set up Zoom meetings in Moodle?

Add the Zoom activity in Moodle

In your Moodle course:

  1. Turn editing on.
  2. At the top section of your course, click Add an activity or resource.
  3. In the activity chooser, select Zoom LTI and click Add.
  4. Give a name to the activity, e.g. ANML7006 Online Seminars.
  5. Click Show more.
  6. In the Activity description field, type: All your Zoom meetings are accessible via the link above.
  7. Check the box next to Display description on course page.
  8. Click Save and return to course.

You just created a Zoom activity where all your course-related Zoom meetings will live, i.e. one activity link that allows you to set up multiple meetings.

You don’t need to add an activity or resource every time you want to set up Zoom meetings. You need to follow steps 1-8 for every module only once and every time you want to set up a new meeting for your students, click on that same link you created and set up as many meetings as you need (by following steps 9-14 below).

Figure 1. Add the Zoom LTI activity in Moodle.

Why do I get an error when I set up the Zoom activity?

If you haven’t used Zoom before, then when you click Save and display to complete the setup of the Zoom LTI activity, you should see the following error message:

Half planet icon in blue with a paper plane flying on top of it and the words "Warning. User does not exist. Error code 1001" shown below.
Figure 2. The Zoom activity returns this error if you haven’t used Zoom before.

To resolve this issue:

  1. Go to https://brookes.zoom.us.
  2. Click Sign in.
  3. Type your p number (without @brookes.ac.uk) and your Brookes password.
  4. Close the tab and return to Moodle.
  5. If you are still seeing the error in Moodle, click Refresh in your browser or try steps 1-8 above again.

Add the individual meetings to the Zoom activity

After clicking Save and return to course above, you will be directed to your module’s homepage. Click on the Zoom LTI activity you just created to create your meetings:

  1. Click Schedule a new meeting.
  2. Under Topic, give a clear name to the meeting that helps students to understand which meeting is for which lecture. We recommend the following format: [module code – session type – date – any set info etc]. For example: ANML7006 Seminar DD/MM/YYYY Set 1.

How you name your meeting link is critical, because any recordings you make will inherit the title of the meeting. Choosing clear labelling while you are setting up your meetings will save you time later. In addition, unclear meeting names could result in students getting stuck waiting for the host to open the meeting and not realise they are in the wrong meeting.

  1. Optionally enter a description for the meeting.
  2. When: choose the date and time as shown in your timetable.
  3. Duration: choose how long your lecture is going to last.
  4. Video: optionally choose whether the webcam will on or off when you and your students enter the meeting.
  5. Click Save.

You need to repeat steps 9-14 for as many lectures and other teaching sessions as your timetable shows, making sure every time that you name each meeting accordingly (i.e. meeting title reflects which seminar/lecture is each meeting for).

Good practice tip: Avoid recurring meetings and provide reasonable notice when setting up individual meetings.

Setting each meeting to recurring creates 12 occurrences of every meeting which will be a large number of links for students to wade through to find the link relevant to their set. You need to remember to add the meetings every week to avoid large numbers of meetings appearing on the page that will confuse the students.

Figure 3. Set up your meetings within the Zoom LTI activity.

How do I add alternative hosts to the Zoom meetings?

Seminar leaders and colleagues who have the co-teacher role in your Moodle course will be added to each Zoom meeting you set up in that course as alternative hosts automatically, without the Module Leader (who set up meeting) having to add them manually.

You can set up Zoom meetings on behalf of your seminar leaders and they will be able to join their respective set meeting as hosts without you having to be present in the meeting.

The person scheduling the meeting may not see all of the co-teachers appear as alternative hosts right away, but your co-teachers will be granted access to host meetings once they click on the Zoom LTI activity in their course that includes the meetings they meant to be alternative hosts for.

Upon joining the meeting, seminar leaders will be granted host access without you having to be present in the meeting. Becoming hosts will allow them to:

  • End meeting (when the session has finished).
  • Promote participants to host or co-host.
  • Assign participants to breakout rooms.

How will my students access the Zoom meeting?

Before your first lecture, post an announcement in the Announcements forum to let your students know that they will need to click Zoom LTI activity link from the top section of the course:

Moodle screenshot that show the Zoom activity link highlight in pink in the course page and a bubble icon that reads "click this link to access the session meetings".
Figure 4. The Zoom activity link appears at the top of the course.

Then click Join for individual meetings:

Moodle screenshot of the Zoom activity and that shows a list of recurring meetings, while the Join buttons on the right are highlighted in pink.
Figure 5. Click Join to access individual meetings.

How do my students access the Zoom meetings if I have assigned them to sets?

Students will be able to see the meeting links for all the sets you have created. To ensure the set meetings reflect the smaller groups to support their learning, remind students they have been allocated to sets and to only attend the meeting that has been created for their respective set. If a student attempts to attend a meeting not in their allocated set, they will be asked to leave that meeting or removed by the tutor.

Updated on September 17, 2020

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