Zoom Extension for InstructorSite Users

Overview

The Zoom Extension allows you to create a Zoom Meeting for attendees while creating an Event directly from InstructorSite. The extension authenticates the Zoom Meeting Owner, usually the Instructor, and creates the Zoom URL plus Meeting ID & Passcode when the Event is saved. After the Zoom Event ends, you can record attendance automatically using the Update from Zoom button. If you are interested in the Zoom Extension, please contact us at Sales@Profiscience.com

How to Use the Zoom Extension:

Create a new Event, complete the Profile fields, and choose Location Type Online or Meeting Room + Online.
From the Online Meeting Info section, set the Meeting Provider to Zoom.
Set the Zoom Meeting Owner to the Instructor for the event. The Zoom Extension will create a meeting using this person's Zoom account.

Note: A red label and border around the Zoom Meeting Owner's name mean we could not authenticate their Zoom account.
Set the Capacity and Locations.
Click Save Event. At this point, the Zoom Extension creates the meeting and URL with the Meeting ID & Passcode for attendees to the Event under Locations.
Send the Suggested Notifications, which contain the Zoom Meeting information.

Switch to a Different Meeting Owner for a Zoom Meeting Event

If you need to change the Zoom Meeting Owner, you will need to delete the current Zoom meeting before you can assign a new Zoom Meeting Owner, which then creates a new Zoom Meeting and URL for attendees directly from InstructorSite.

Locate and Edit the Event.
From Location | Online Meeting Info | Meeting Provider, click Other and confirm Delete Zoom Meeting.
From Online Meeting Info | Meeting Provider | Zoom, confirm Reset, set the Zoom Meeting Owner, and Save Event. At this point, the Zoom Extension creates a new Zoom Meeting and URL for attendees directly from InstructorSite.
Send the updated Suggested Notifications to ensure the latest meeting URL is in their meeting on their Calendar.

Record Attendance for a Zoom Meeting Event

After a Zoom Event ends, you can record attendance with attendee information from Zoom. The Update from Zoom button pulls the list of attendees with the email addresses, the amount of accumulative time spent in the Zoom meeting Event, and marks all as attended in InstructorSite.

Important Note: If the meeting owner restarts a previously ended meeting, Zoom deletes the report data, including attendee time spent in the meeting.

Steps:

After the Live Event ends, from the Live Event Registrants tab, click the Update from Zoom button.
Review the Results from Zoom below the Update from Zoom button to determine if further action is required. For example, if an attendee joined the Zoom meeting using an email address that doesn't match any users in InstructorSite, you might want to figure out who they are so they get credit for attending.
Review the time attended to determine if they should be marked as attended.
Save Registrants.