Using Zoom with Events

Overview

Once the Zoom integration is set up, you can create Events in Learn Amp that automatically generate Zoom meeting links. This guide covers how to create Zoom-enabled Events, how learners join meetings, how attendance is tracked, and how to save recordings to your library.

Functionality Breakdown

Creating a Zoom Event

When creating an Event in Learn Amp, you can select Zoom as the meeting location. This automatically:

• Creates a Zoom meeting linked to the Event

• Generates a unique meeting link for attendees

• Adds the meeting details to calendar invitations

Selecting a Host

Every Zoom meeting needs a host. When setting up a Zoom Event:

• You'll see a list of licensed Zoom users from your organisation

• Select the person who will host the meeting

• The meeting is created under their Zoom account

Note: You can have multiple potential hosts available. Each host needs a licensed account in your Zoom application. If you need to add more hosts, see Zoom's guide on linking accounts.

Joining Meetings

Enrolled users can join Zoom meetings in two ways:

1. From Learn Amp – A Launch button appears on the Event page up to 60 minutes before the session starts

2. From calendar invitation – Users can click the meeting link in their email invitation

The meeting is started by the designated Zoom host.

Attendance Tracking

Learn Amp can automatically record attendance for Zoom meetings:

• Attendance is marked when the event ends

• Users are matched by their email address (Learn Amp profile must match Zoom sign-in email)

• If email doesn't match, the system falls back to matching by name

• Users who can't be matched will need to be marked manually

Important: For automatic attendance to work, the Event must be set to "automatically confirm attendance" in the event settings.

Cloud Recordings

If cloud recording is enabled and the host records the session:

1. During the meeting, the host clicks Record and selects Save to cloud

2. After the meeting ends, Zoom processes the recording

3. Once processed, the host receives a notification in Learn Amp

4. The recording is saved as an Item with pre-populated details (name, duration)

5. The host can edit the Item details and share it with learners

Note: Recordings saved to the host's local computer will not sync with Learn Amp.

Pre-requisites

To create and manage Zoom Events, you need:

• The Zoom integration must be set up and connected

• Permission to create Events in Learn Amp

• For hosting: A licensed Zoom account linked to the integration

Required User Roles

Quick Start Guide

Creating a Zoom Event

1. Click the + icon in the top navigation

2. Select Event

3. Fill in the Event details (name, description, date/time)

4. In the Location section, select Zoom

5. Choose a Host from the dropdown list of Zoom users

6. Configure attendance settings:

   • Tick "Automatically confirm attendance" for automatic tracking

7. Complete the remaining Event setup

8. Save and publish the Event

Recording a Session

1. Start the Zoom meeting as the host

2. Click the Record button

3. Select Save to cloud storage

4. Click Stop recording when finished

5. End the meeting

6. Wait for Zoom to process the recording (check "My recordings" in Zoom)

7. Once processed, you'll receive a notification in Learn Amp

8. Click the notification to open the Item form

9. Edit the details as needed and click Submit

Viewing Attendance

1. Go to the Event in Learn Amp

2. Click on the session to view enrollment details

3. Attendance status shows as Attended, Did not attend, or Pending

4. For users not automatically matched, click to manually update their attendance

FAQs

Q: When does the Launch button appear?
The Launch button appears on the Event page up to 60 minutes before the session is due to begin.

Q: What if two Events are scheduled at the same time?
If you try to select the same host for two overlapping Events, an error message will appear. Choose a different host for one of the Events.

Q: Why wasn't a user's attendance recorded?
The user's email in Learn Amp must match the email they used to join the Zoom meeting. If they joined with a different email (or as a guest), they won't be matched automatically.

Q: Can I change the host after creating an Event?
Yes, you can edit the Event and select a different host from the dropdown. The Zoom meeting will be updated accordingly.

Q: What happens if the host doesn't show up?
Another licensed Zoom user can start the meeting if they have appropriate permissions in Zoom, but the meeting link remains tied to the original host.

Q: How long does it take for recordings to appear?
This depends on the recording length and Zoom's processing time. Short recordings typically appear within minutes; longer recordings may take longer.

Troubleshooting