5. Schedule a Zoom meeting

When scheduling a Zoom meeting there are two options:

  1. Schedule via Learn.UQ: Students can access the Zoom meeting links from their Learn.UQ course site. 
  2. Schedule via the Zoom application or web interface: Students are provided with a URL to join the session via an announcement, email or their Learn.UQ course site.

Tip: If you have back to back scheduled meetings, schedule your meetings to finish 15 mins before the actual finish time to prevent overlaps.

Warning: The maximum number of participants that can join a Zoom meeting at any one time is 300. If you wish to host a Zoom meeting with more than 300 participants, please submit an IT request to increase the limit to 500.

Warning: You may need to enable third party cookies in order to access Zoom via your Learn.UQ course site. For further information, refer to the Enabling Third Party Cookies guide.

Schedule a meeting via Learn.UQ

When scheduling online tutorials through Learn.UQ, enter any staff (i.e. tutors or co-lecturers) who will need to host or join the meeting in the Alternative Hosts textbox.

Note: Any staff members you want to add an alternative host will need to have logged into Zoom at least once before you are able to add them.

Warning: Alternate hosts will receive an email that will contain their access link and a calendar invite for the scheduled meetings, they should use the link in the email to start the meeting. Only the creator of the meeting and students will see all the meetings listed in the Zoom meeting area.

For step-by-step instructions, refer to the Create a Zoom Meeting Area in your Learn.UQ Course Site guide.

Schedule a meeting via Zoom

For step-by-step instructions, refer to the Organising a Zoom meeting and Inviting participants to an active Zoom meeting guides.

Tip: Include the Zoom link in an announcement or as a web link in your Learn.UQ course and refer students to the Joining a Zoom meeting guide or video (YouTube, 53s). For step-by-step instructions, refer to the Add an Announcement and Add a Content Menu Web Link guides. 

Meeting Options

Option Recommendation Explanation
Registration OFF

If you select this option, participants will be provided with a registration link (instead of a join link) and will need to register before joining the meeting. After registering, participants will be given a link to join the meeting. Refer to the Registration for Meetings guide. 

If registration is required and the meeting is reoccurring, choose one of these options:

  • Attendees register once and can attend any of the occurrences: Registrants can attend all of the occurrences. All dates and times of the meeting will be listed and the registrant will be registered for all occurrences.
  • Attendees need to register for each occurrence to attend: Registrants need to register separately for each occurrence to attend. They can only choose one date and time on the registrant page.
  • Attendees register once and can choose one or more occurrences to attend: Registrants register once and can choose one or more occurrences to attend. They will need to select which dates and times they would like to attend and they will only be registered for those occurrences. They can choose multiple options.
Require meeting password OFF When this option is selected the participant will need to enter the password to access the meeting.
Enable join before host ON When this option is selected participants will be able to join the meeting prior to the host joining/starting the meeting.
Mute participants upon entry ON When this option is selected participants will automatically be muted when they join a meeting, this does not include the host or co-host.
Personal meeting ID OFF When this option is selected your personal meeting ID will be used for the meeting rather than a random meeting ID.
Enable waiting room OFF When this option is selected, participants joining your meeting will be placed in a waiting room until a host or co-host allows them to enter the meeting (i.e. Approve students to join the meeting one at a time for consultations or oral exams).
Record the meeting automatically

OFF

This setting is not recommended if Enable join before host is on, as every time a new student joins the meeting before the host, a new recording will automatically be recorded. 

When this option is selected you will receive additional options of "on the local computer" or "in the cloud (recommended option)"

Alternative hosts If required. This option allows you to add additional hosts that can host or join the meeting. This will require you to enter their UQ email address. Enter any staff (i.e. tutors or co-lecturers) who will need to host or join the meeting.

Tasks to complete

  1. Schedule a meeting within your Learn.UQ course (or staging course if you do not have a Learn.UQ course).
  2. Schedule a meeting using the Zoom web interface.
  3. Schedule a meeting using the Zoom application. For step-by-step instructions on installing the Zoom application refer to the Installing Zoom guide.