Overview

Zoom is a powerful, modern, and highly popular conferencing platform. We have integrated it into Aptem and it can be used from within Aptem for virtual classrooms and 1:1 meetings and reviews. The zoom licences used are “Zoom Education” licences with the features tailored to work seamlessly within the Aptem environment.

Requirements

In order to take advantage of the integrated Zoom functionality within Aptem the client will have to purchase the requisite number of Zoom licences. Licences are concurrent so a client who has purchased 3 zoom licences could hold 3 simultaneous meetings but not a 4^th.

The initial set-up of a zoom meeting, including inviting participants is controlled via Aptem. However, to run the zoom meeting the end users will have to install the free zoom video client on or before their first use (there will be a prompt and a download link to do so).

Features

Integration features:

Zoom integration can be used to deliver:

Workshops

• Workshops can be used to allow multiple participants to join a meeting
• At the end of a workshop zoom session Aptem will:
  • Monitor the attendance within the meeting and add the relevant OTJH to the learner. Attendance notes are attached to the learning plan component
  • Produce a copy of the workshop video (Which can be viewed by people who were not in the original session, to allow for catch-up following absence). Video is attached as a document in the learning plan component

Meetings or Review sessions

• At the end of a meeting or review zoom session Aptem will:
  • Store an Audio recording of the meeting in the relevant learning plan component
  • Store a transcript of the meeting attached as evidence to the relevant learning plan component

In meeting features (Host):

• The following features are available to the meeting host (component owner) during a zoom meeting
  • Control audio settings for call
  • Control video settings for calls including
    • Filters
    • Backgrounds
  • Share screen with the following options
    • 1 participant can share at a time
    • Multiple participants can share simultaneously
  • Share whiteboard and annotate
  • Chat
  • Create and control breakout rooms
  • Meeting reactions (non-verbal communications)
  • Control participants options including
    • Mute/Unmute
    • Switch off video feeds (Set to default as yes)
    • Chat
    • Ask to start video
    • Make host
    • Rename
    • Allow to record local files
    • Put in waiting room
    • Remove
    • Report
    • Ask all to unmute
    • Mute participants upon entry
    • Allow participants to unmute themselves
    • Allow participants to rename themselves
    • Play a sound when someone joins or leaves
    • Enable waiting room (Set as default to yes)
    • Lock meeting
  • Security features including:
    • “Lock meeting” – prevents anyone else joining meeting even with valid access details
    • Hide profile pictures
    • Allow (or prevent) participants to:
      • Share screen
      • Chat
      • Rename themselves
      • Unmute themselves
      • Start video
    • Remove participant
    • Suspend participant activities
  • Pause/Stop recording
    • NB: Default is set to start recording immediately on initiation of session

In meeting features (Participant/Learner):

• The following features are available to the participant (Learner) during a zoom meeting
  • Control audio settings for call
  • Control video settings for calls including
    • Filters
    • Backgrounds
  • Share screen
  • Share whiteboard and annotate
  • Chat
  • Meeting reactions (non-verbal communications)
  • Record session (requires approval from host)
  • Request remote control (requires approval from host)
  • Invite participant (requires approval from host)

In meeting features (Default for all):

• The following features are the default for all participants during a zoom meeting
  • Zoom meetings can only be started by the host (component owner)
  • Waiting room enabled – Meeting host must approve entry of participants
  • No instant meetings are available – must be scheduled within Aptem, no user log-on credentials exist for zoom client outside of Aptem
  • Host and participant video start disabled
  • Participants cannot join the meeting before the host
  • Meeting name set to component name
  • Group chat is enabled but chat content is not automatically saved
  • External meeting links are not available before session has started
  • Each session uses a unique ID so participants cannot reuse invites