Webex Classrooms Prerequisites

General Requirements

To use Webex Classrooms, you must have the following:

  • A paid Webex license.

  • Ensure that all Webex Classrooms users have been added in Control Hub.

  • Allow the following URL domain names for Meetings in Control Hub

    • webex.com

    • lti.educonnector.io

  • Ensure instructor accounts have the Account Type: Host enabled for Meetings.


    Students who don't need to host meetings may have Host or Attendee permissions.

Set the Webex Classrooms Domain Name

To use Webex Classrooms, you must allow a domain name in Control Hub.

1

Go to https://admin.webex.com and sign in to the Control Hub using your Webex credentials.

2

Go to Services > Meeting, select your site, and then click Configure Site.

3

Under Common Settings, select Site Options.

4

Under Security Options, locate Allow the followign URL domain names and add lti.educonnector.io.

5

Click Update.

Enable the Host Account Type for Instructors

Any user who will be an instructor and host meetings must have host a host account.

1

Go to https://admin.webex.com and sign in to the Control Hub using your Webex credentials.

2

In the Management menu, select Users, then select a user.

3

In the Services section, select Edit licenses.

4

Review the services currently enabled, and select Edit licenses.

5

Enable the following permissions:

  • Messaging: Advanced Messaging

  • Meetings: Advanced space meetings

  • Meetings: Webex Meetings Suite
6

Ensure Host is selected in the Account Type field, and Webex Meetings Suite is selected in the Licenses field.

7

Click Save.

Claiming Your Webex Classrooms Site

Administrators

Your institution's Webex Classrooms site can be claimed by any user who has full administrator permissions for your institution’s Webex site and belongs to only one Webex site. As the first user with Webex administrator permissions to sign in to Webex Classrooms for your school, you claim an Administrator role.

As the first Administrator, you can add other administrators, instructors, and students to your Webex Classrooms site. If another user with Webex administrator permissions tries to sign in to your Webex Classrooms site, they receive a message alerting them that your school’s Webex Classrooms site has already been claimed. You then receive an email that allows you to add that user to Webex Classrooms.

Sign in to Webex Classrooms

Sign in to Webex Classrooms using your existing Webex credentials.

1

Go to https://classrooms.webex.com and select Sign in with Webex.

2

Enter your Webex credentials.

If you're signing in for the first time, Webex Classrooms requests permission to access your Webex account information. Allow these permissions so you can have the full Webex Classrooms experience.

You're taken to the Webex Classrooms Home page.

Settings

Set the Time Zone in Webex Classrooms

You must configure the time zone of your Webex Classrooms site to the same time zone set for your Webex site.

1

Select the Settings tab from the header menu.

2

Go to General Settings and set your time zone.

3

Click Save.

The site time zone becomes the default time zone for all users when creating meetings and office hours on your Webex Classrooms site.

Configure Meetings Settings

You can configure the Meetings settings available within all courses.

1

Select the Settings tab from the header menu.

2

Go to General Settings and toggle on or off the following settings:

  1. Cisco Webex Meetings

  2. Office Hours

  3. Cisco Webex Training

  4. Cisco Webex Events

All Meetings settings are enabled by default.

Changing the Meetings settings affects all instructors within your Webex Classrooms site.

Terms

Create a Term

To display courses to students and instructors, you first need to create a term. You can create terms in the Terms menu. Once a term is created, you can add courses and create users for your Webex Classrooms site. A term can be a semester, trimester, quarter, or other time-defined period.

1

Select the Settings tab in the header menu.

2

Go to Terms & Courses and select the + New Term.

3

Enter the Term Name, Term Start Date and Term End Date.


 

Once a term is created, you can't edit the Term Start Date or Term End Date.

4

Click Create Term.

Manage Terms

You can edit the term to change the term name, as well as delete all courses within the term or delete the term.

1

Select the Settings tab in the header menu.

2

Go to Terms & Courses and select the Terms tab.

3

Under the Search Terms field, enter the term name and select the magnifying glass icon or find the term from the term list.

4

Click the term name and select the Term Settings tab to edit the term settings.

Users

Manage Users

You can create and maintain user accounts for students, instructors, and administrators for your Webex Classrooms site in the Manage Users menu.

To manage users in Webex Classrooms, ensure all users have been added in Control Hub.

Before creating user accounts for the first time, first create a term.

Import Users

You can create user accounts by uploading a CSV file.

1

Select the Settings tab in the header menu.

2

In Manage Users, click Template CSV to download the template file.

3

Fill out the CSV file ensuring the First Name, Last Name, Email and Role fields are completed.

4

Click + Import Users and choose the CSV file.

5

(Optional) Check the box next to Send welcome email to new instructors.

6

Click Upload.

Once the file finishes uploading, the user accounts are created.
7

Check the status of the file import under Import History.

  • If the status shows COMPLETED, the user accounts were created successfully.
  • If the status shows CSV ERROR, download the error list file to review and correct the errors. Then, import the CSV file again.
  • If the status shows MIGRATE ERROR, check the CSV file to make sure the headers are the same as the template CSV file, and then upload your CSV file again.

What to do next

Once you create user accounts, enroll students and instructors into courses or add additional administrators to your Webex Classrooms site.

Search Users

1

Select the Settings tab in the header menu.

2

Go to Manage Users, and select the Users tab.

3

Under the Search Users field, enter the user’s email address or name, and select the magnifying glass icon or locate them from the user list.

Update User Roles

To edit or update any existing user information that you imported in a previous CSV file upload, you must upload a new user file. The email address of the user is used to identify the updated information that you include in the new file. If you leave any values blank or they are missing from the CSV file, they won't be updated.

There are restrictions to the changes you can make to user roles from the CSV file. Use the table below to see the roles that you can change.

Existing Role

New Role

Permitted

Admin

Instructor

Yes

Admin

Student

No

Instructor

Admin

Yes

Instructor

Student

No

Student

Admin

No

Student

Instructor

No

1

Select the Settings tab in the header menu.

2

In Manage Users, click Template CSV to download the template file.

3

Fill out the CSV file with the First Name, Last Name, Email and Role of the users that you want to update.

4

Click + Import Users, choose the CSV file, and then click Upload.

Courses

Create a Course

After you add a term, you can create course information and enroll instructors into courses. Instructors can also create their own courses after signing into Webex Classrooms for the first time.

1

Select the + icon in the header menu.

2

Select the term that the course is in, and then enter the course name, a course ID, and course description.
3

As the course creator, you are enrolled as an instructor for the course automatically. To add additional instructors, enter the email addresses of the instructors in the field.

4

Check the box next to Notify instructors via email to send an email letting instructors know that were added to the course.

5

Click the Create Course button.

What to do next

Once created, you can edit the course or the course instructors at any time by selecting the pencil icon in the About Course section.

As long as the course has at least one instructor, you can remove yourself as an instructor from the course. Removing yourself from the course will remove any existing meetings and recordings you have created in the course.

Enroll Students

Once you create a course, you can enroll students.

1

Select the Home tab in the header menu.

2

Under Courses, select your term.

3

Select the course that you want to enroll students to.
4

Click the pencil icon next to the students that you want to enroll and enter their name and email address.

If the student whom you enrolled has an account in Webex Classrooms, their email address appear in the list of student emails.

If a student's email address doesn't appear, they are added to Webex Classrooms and enrolled in the course.

5

Check the box next to Notify students of enrollment via email to send an email notification letting the students know that they were added to the course.

When users are added to courses, students and instructors can view the courses they they’re enrolled in from the Home page.

Delete a Course

1

Select the Home tab in the header menu.

2

Under Courses, select the term with the course that you want.

3

Select the course that you want to delete.
4

Click the Pencil icon in the About Course section, and then click Delete course.

Once you delete the course, all meetings, office hours, recordings, and attendance is deleted, and the course is no longer visible to instructors and students in Webex Classrooms.

If other instructors are also enrolled in the course, their meetings are deleted from only Webex Classrooms. They must also delete their meetings from their Webex site.