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Why using the pre-set Timetable links in Outlook makes it easier and better for Zoom Meetings and Webinars.

Behind the scenes to every centrally timetabled  Zoom link that appears in your diary are lots of interlinked systems that are working together to try and make the lives of lecturers and students easier and better.

For each scheduled event the Zoom software and the timetabling system will:

  • Allow only Essex users to access the event
  • Recording the event [or not*] for transfer to listen again
  • Honour your opt out preferences
  • Subtitle the recording.
  • Check if the students watched or attended the event
  • Update the students engagement in LEAP
  • Put the event in the students Listen Again feed and web page
  • Delete the event from Zoom.

If you set up your own zoom meetings most of these steps will have to be done manually or can’t be done at all so using a centrally timetabled link is easier and offers a better experience for you and your students.

Are there any exceptions?

Yes, we encourage you to manually create your own zoom meeting/webinar for events that are not part of core teaching, for example, ad hoc meetings with students and Discussion Groups. Please note that if your student numbers exceed 300 the event should be run as a webinar otherwise some students will not be able to join the Zoom session.

Common problems and solutions are here:

  1. I wanted a webinar not meeting or vice versa – see FAQ here on how to convert. 
  2. I need to invite non Essex guests / hosts. - On the day, follow these instructions to allow them to log in by changing the settings: https://www.essex.ac.uk/staff/it-services/getting-the-best-from-zoom#externals
  3. I need to add a poll – we recommend that you use PollEverywhere which is separate to Zoom and persists beyond timetable changes and can be re-used.
  4. Note takers are missing from the invite – these are now automatically added to the event.
  • If there are reasons that you aren’t using the links because something doesn’t work correctly for you, please would you contact us with what we would need to change to solve this problem helpdesk@essex.ac.uk

Kind regards

ITS, Timetabling and TEL Team

*We are developing Zoom to respect opt out preferences – whilst not essential as Listen again will always reflect this it is none the less under development and soon to be released

Also see: 

» Elearning FAQ