Creating a Hybrid Educational Event in Zoom

Before you begin, things you need to know:

Concurrent Meetings

In order to host more than 2 concurrent meetings, you will need to either use multiple Zoom accounts to schedule your meetings (2 meetings per Zoom account) or purchase a "Zoom Concurrent Meeting" add-on for your account through QHS IT. While it is easier to manage all of your meetings through your primary Program/Departmental account, it can take up to 10 business days to enable the Concurrent Meeting add-on for your account, and the cost is $336 per year.

Logging in using Single Sign-on (SSO)

You must log into Zoom using your Queen's NetID and password through Single Sign-on. If you are logged in with a personal Zoom account or non-Queen's account, you cannot be added as an Alternative Host.

Alternative Hosts

For administrative staff creating Zoom meetings, you can assign your Alternative Hosts when creating the meeting. If you cannot find someone using the Alternative Host search feature, it is likely that they have not previously logged into Zoom using their Queen's NetID. Please have them log into Zoom at https://queensu.zoom.us, and then you will be able to add them as an Alternative Host.

Here to Support You

QHS IT is available to support you while you are creating these sessions. Feel free to contact us if you would like us to review your meeting set up, and don't hesitate to call us if you have any difficulties. We can be reached by emailing [email protected] (non-urgent) or by phone at 613-533-6909 (urgent).

Overview

• Ideally you will log into Zoom using a Program/Departmental Queen's NetID (not your employee account) to schedule Zoom meetings. If you schedule meetings under your employee Zoom account and later transition to a different role, the Zoom meetings within your account will need to be recreated.
• Login to create the meeting https://queensu.zoom.us (Please note: these specific events cannot be scheduled in the Zoom desktop app, you will need to use the website.)
• Click +Schedule a Meeting
• Name meeting appropriately in the Topic field (e.g., 2023 MD Program Year 1)
• Click the Recurring Meeting checkbox and under the Recurrence drop-down select No Fixed Time

• In Security Section add check in Require authentication to join section and use drop-down to pick @queensu.ca email
• This will only allow individuals who have signed into Zoom with their licensed Queen's Zoom account to join the meeting

• Click Show next to Options to reveal more advanced options
• Check Automatically record meeting
• Specify In the cloud
• Add alternative Hosts who have the ability to start the meeting (including the meeting creator)
  • Please always add the following alternative hosts:
    1. [email protected]
    2. [email protected]
    3. [email protected]

• Click Save to complete the scheduling of your meeting
• On the following screen you will have an Invite Link which can be copied to distribute to students, staff and faculty