Your external meeting platform, such as Zoom, WebEx, GoToTraining, and Teams, does not constantly communicate with Schoox. Due to this, before creating your Live Session, you need to tell your meeting platform of choice about your event. This is called initiating the event.
Initiating the event creates an event in the platform, and supplies the following information:
- Title
- Description
- Start and end time
- Participants (identifiable with email address)
The purpose of the "Initiate" button is to trigger an API call that synchronizes all relevant data, including registrant information, event details, and more.
You cannot start an event before initiating it.
Initiating a Live Session
To initiate your Live Session, navigate to your Administration panel, and under Live Sessions select Manage Events.
Under Status, you can see your upcoming events.
Click on the Initiate event button, select the account that you want to use for your event (in the pop-up window that arises) and hit Initiate.
Initiating Event — Key Considerations
- You need to have at least one registrant to initiate the event.
- The event should be "Public".
- You have the option to cancel the initiation of an event that was done in error.
- An event can be initiated until 15mins after the start of it. However, we strongly recommend initiating the event at least 24h prior to the event start time.
- WebEx requires a password for all events. It is advisable to use a unique password for every event.
- A password is required for all Zoom meetings. This password is configured during the event initiation process, and the user initiating the Zoom event will be responsible for setting it.
- Participants with no email address will not appear on the synced participants list. They will not have the Join button available to them, and will need to be provided the meeting information in some other way. They will also need to have their attendance manually entered.
Starting a Live Session
Once the event has been initiated, you can proceed to start it. An initiated event is indicated by the Event initiated status displayed in red beneath the event. Select Start Event to be redirected to your Zoom, WebEx, GoToTraining, or Microsoft Teams account.
Notes:
The Start button becomes available 15 minutes prior to the scheduled start time of the event.
Any instructor of the event is authorized to start the virtual session, regardless of which instructor originally initiated the event.