Instructors Offering Live Training and Webinars via Zoom

If you're an instructor who offers live webinars as part of your course content, our Webinar Modules are a streamlined way to allow students to launch the webinar from inside your course! To facilitate the webinars, we integrate with several third-party services: Zoom, Vimeo Live Streaming, GoTo Webinar, GoToTraining, and Microsoft Teams. Before creating a Webinar Module, the Instructor must first create an account with one of those service providers and download all the necessary software to their computer.

In this article, we'll go through how to set up a Webinar module via Zoom so you can connect with your students at a scheduled meeting time, as well as what the instructor and student experience is like. You'll need to have a Zoom account set up before diving in. 

In this article

Setting Up Zoom with Academy of Mine

There are a few steps to take to get Zoom integrated with your account. Let's go through them here.

Step 1: Setting up Zoom API Credentials

Integrating Zoom with Academy of Mine requires adding a JWT App API Key and API Secret from Zoom. If you don't have them already, detailed instructions for creating the JWT App Key and Secret can be found in the Zoom Developer Documentation

  1.  Head to the Zoom App Marketplace. In the Develop menu, select Build App.
  2. Choose JWT and select Create.
  3. Create an app by adding your company's information and developer contact information. Select Continue to move to the next section.
  4. Copy your API Key and API Secret for use in your Academy of Mine integration.

Step 2: Adding Your Zoom API Credentials to Academy of Mine

  1. Return to your Academy of Mine account. From the Dashboard, click the Webinar Configuration tab
    1. Note: If you are an Admin, you will access this via your Dashboard>Integrations
  2. You will be redirected to the Integrations page that allows the instructors to customize these tools as per their own will. Click on the "Manage" button associated with the Zoom Meetings section to link your Zoom account to Academy of Mine. 
  3. The JWT API Key and JWT API Secret that we have created earlier can now be added to the Zoom Integration Settings.
  4. Lastly, you must Enable Zoom. If Enable is turned off, your integration will not function, even if it has been set up correctly. To finish the Zoom integration process, you must click on the Save Changes button. 

Adding a Zoom Meeting to a Course

Now that your Zoom account is integrated, you can use it to schedule webinars in your courses by creating Webinar Modules. First, you'll need to schedule the meeting in Zoom, then you can add the information to the Webinar module. From there, you will add the Module to the appropriate Course. 

Step 1: Scheduling a Zoom Meeting

  1. Sign in to your Zoom account and head to the Meetings section to schedule your meeting
  2. Enter in the necessary information and Save
  3. Make sure to collect your Meeting ID and Meeting Passcode for later use in your Webinar Module.

Step 2: Creating a Webinar Module

Once the Zoom meeting has been created, you can build the module that will include that webinar! Modules are the building blocks of your Course. You can learn more about Modules in this Help document.

  1. To create your Module, head to the Courses > Webinars section of your Dashboard, and select Create Webinar Module.
  2. Give your Webinar Module a Name and a Brief Description that will be seen by your Students. Feel free to customize the text of your Brief Description, and even add HTML elements like images or videos.
  3. Select the Service Provider as Zoom Web Conferencing and provide all the necessary details related to the Zoom meeting. It requires you to set the Start Time and End Time of the meeting. Keep in mind that the Start Time and End Time reflect the time zone set for your Academy of Mine account on the General Settings page that will be managed by the administrator. You'll then need to add the Zoom Meeting ID with no spaces, and the Zoom Meeting Passcode. You'll also select an Instructor. 
  4. Click on the Save Module button. 

Step 3: Adding the Webinar Module to a Course

When you have finished scheduling your webinar, you will need to add your Webinar Module to your Course. This can be done on the Curriculum page of your Course.

  1. From the Dashboard, click Courses and then select All Courses.
  2. Find the Course you want to add this Webinar Module to, and select Edit from the Actions menu or by hovering over the course name. If you don't already have a Course, you can select Create Course at the top of the page. You may go through this article to know more about creating courses.
  3. In Step 2, Curriculum, you can add your created Webinar Module by searching for it by name in the existing module field. 
  4. Once added to your Course, you can set the availability of the Module and the minimum time spent inside. 
    1. Since Webinar Modules meet at a specific time, it is recommended that you set the availability to Fixed Date and choose the day of the webinar. 
    2. You can also set the minimum time spent in the Module to the duration of your webinar.
  5. Click Update Course to save your changes

Once the Webinar Module has been added, Instructors can look into the upcoming events/webinars by navigating to the Webinar Module listing page and then clicking on "View Events" in the upper right corner. It redirects the instructor to his/her personalized calendar with all the necessary details of the events.

Clicking on the event shows you its brief description along with the functionalities to launch the Webinar directly from your AOM Calendar or add the event to your Google calendar.

Instructor Experience of a Zoom Meeting in a Webinar Module

Let's go through how the instructor can manage the Webinar and what it looks like for them. 

  1. The Instructor will launch the scheduled Meeting directly from their calendar from their Dashboard, by clicking on the event directly:

    Which will open this option where you can launch the event:
    Then they will be able join the meeting directly within their browser. 
  2. Inside the Zoom Meeting, the Instructor acting as the Zoom Host will be able to view the active Student participants, control audio and video sharing, and chat.
  3. Instructors will also be able to share their screens with Students.
  4. When finished, the Instructor can end the Meeting for all participants.

Student Experience of a Zoom Meeting in a Webinar Module

Now let's take a look at the student experience! 

  1. Inside the Webinar Module, the details of the webinar will be displayed, with a Launch Webinar button that will open the Zoom meeting directly in the Student's browser. 
  2. Near the Launch Webinar button, the Student will be notified of the status of the Meeting. They be shown if the webinar is In Progress, Upcoming, or Past. When the student clicks to launch the webinar they will be prompted to join the webinar: 
  3. The student will click to join, and the Zoom Meeting will launch inside the same browser tab as the Webinar Module. If requested by the Instructor's Meeting settings, the Student will wait to be admitted by the Instructor. Students will have the option to control audio and video sharing, as well as chat. Screen Sharing will be turned off by default. The Student's name in the meeting will be the name they have given for their Course. 

  4. Students will have the option to control audio and video sharing, as well as chat. Screen Sharing will be turned off by default. The Student's name in the meeting will be the name they have given for their Course.
  5. When a Student leaves the Meeting, they will be returned to the main Course page. 
  6. When the Student leaves the webinar, their Webinar Module is changed to 100% Completed. 

Video Walkthrough of Integrating with Zoom

If you're more of a visual person, check out this video about integrating with Zoom for webinars.