You must have a paid Zoom account that allows for more than a 40-minute meeting. You may also need an account that can handle the number of anticipated attendees. It may be possible to use the EMDC Zoom account which can handle much larger sizes.  


To set up the Zoom meeting, please follow these steps. These instructions apply to using the Zoom web portal to schedule the meeting. If you are using the Zoom App or a browser extension, the screens may look slightly different. 


Create Meeting with EMDC.online Meeting Details

These instructions apply to setting up a single meeting. Most of them will apply to a multi-session Training Track, Course or Series as well. But for those three types of sessions, there is an additional note as well.

  1. Go to the EMDC.online website and be ready to copy the details. What you enter into the Zoom Meeting needs to exactly match the Website.++
  2. Go to Zoom and select the "Schedule a Meeting" tab.  See the images below for what you should see.
  3. We recommend against using a personal meeting room unless you KNOW FOR SURE that you will be the only one accessing the room. 
  4. You will use the details from EMDC.online to enter data for the fields marked in orange on the diagram.
    • Topic: Use the title of your class.
    • Description: Use the online description. (this is an optional field in that is available in the Zoom web portal)
    • Time Zone: VERY IMPORTANT!!!  Change the Time Zone to GMT+000 Universal Time UTC. Do NOT enter your local time.**
    • When: Now change the time zone to match what the UTC Time is from EMDC.online Website.  If you have any doubt, submit a ticket and have EMDC furnish the exact starting time from the Website. ^^
    • Duration: Set it for 30 minutes longer than what you anticipate presenting.
    • Meeting Password: Use the word "Class" followed by your class. No spaces. So if your class is 24, the password would be "Class24". See extra note below.##
  5. For other fields in the images below (not marked in orange), just set the various settings to match as indicated. 
  6. Save the Meeting.

++ The best way to get your meeting details is to use the class shortcut link. Use the "go link" option and then select "View Details". 

** A great way to check if the time is entered correct is to click on one of the "Calendar Links" from this save page. Then see when it assigns the meeting in your local calendar. It should match with when you expect the meeting will be held.

^^Note, if you are setting up a multi-session training track, there are some additional instructions below for setting up multiple sessions.


## Passwords: If you have multiple sessions (e.g. a repeated class), there is no need to set up a different Zoom link for each class. If you are doing a course that uses the same Zoom Link for all classes, you then select the password based on the first class in the course.  (e.g. Course #4, has three classes: #101, 102 and 103. You would use "Class101" as the password for the recurring Zoom meeting.)


Copy the Meeting Details and Input Into EMDC.online


There are three things that need to be entered into EMDC.online. 

  1. The password included link to the meeting++
  2. The meeting ID
  3. The meeting password.  

SEND INFO VIA TICKET TO EMDC.ONLINE

The second image below shows you which three items need to be submitted to EMDC.online. You need to submit those items to EMDC.online via a support ticket. Be sure to include the class ID and title.##   The sending of the ticket is a temporary workaround step until we can get the admin setup module completed.


Do NOT USE the "Copy Invitation" button. Instead you need to "copy" just the link and provide that. It is the link circled in red in the second image below. If you use the "Copy Invitation" it gives way to much invitation. All we need is the link. Then you need to provide two other values. The meeting ID and the Password.


++ Note: If your Zoom account does not give the option to include the embedded password, you may need to change one of your Zoom settings. It is explained in this article from Zoom.

## At some point in the future we hope to have the admin access on the site set up so that a presenter can manage their own meeting details. But at this time, that can only be done by a general site administrator.


VISUAL SCREEN SHOTS OF SET UP

The following show how it looks in Zoom.


Visual Explanation of How to Set Up Your Meeting in Zoom

IMAGE FOR INITIAL SETUP:  Items marked in orange come from the EMDC.online Website.



IMAGE FOR WHAT YOU ENTER/SUBMIT to EMDC.online:  

Submit these items via a support ticket.


Multi-Session Training Track, Course or Series Instructions


If you are doing a multi session set up for a Training Track, Course or Series, most of the above instructions will apply. You are setting up ONE SINGLE Zoom Meeting for the entire series of sessions. 


The big difference is you will click the "Recurring Meeting" checkbox (red arrow) which then opens up some other boxes in to record your frequency (green circle). For example, this illustrates a training track of four days in a row at the same time each day. You enter "Daily" => "1 Day" => 4 occurrences.  You would also set your time and length as indicated with purple arrow. That should then produce the desired set of classes for when this room is scheduled. Remember the note above (##) regarding the password for a multi-session training track.


If your schedule does not fit well into the "repeat" option, you can still set up individual Zoom links for each session. It will may require special handling by the support desk. 


Again, you can check to make sure all is set up right and then save it and click the calendar icon in the save page. **