Setup

Setup
Setup tab showing toggle buttons for meetings, other recordings, office hours, and classroom collaboration features. also shows classroom collaboration membership sync options, time zone picker, and about information

Customize feature preferences for your course.

1

Open Webex LTI in your LMS and go to the Setup tab.

2

Choose the features that you want to enable in your class.

  • Meetings
  • Other recordings
  • Office hours
  • Classroom collaboration

    To enable classroom collaboration in Webex LTI Legacy, you must first Authroize with your LMS.

    Authorize with your LMS is not required in Webex LTI.

Each feature that you enable appears as its own tab. If you don't see one of the options in the Setup tab, your school’s administrator hasn't enabled it.

3

Choose your time zone and click Save.

The About section tells you information about your school's registration, but there's nothing for you to do in this section.

Meetings

Schedule a meeting
schedule meeting button highlighted, meeting scheduling options available

The meetings feature allows you to schedule and host a one-time or recurring meeting with your class.

1

Go to Meetings and click Schedule meeting.

If prompted, sign in with Webex.

2

Enter the following information:

  • Meeting name—Enter a descriptive name for your meeting.

  • Date and time—Indicate when the meeting takes place.

  • Duration—Set how long the meeting will last.

  • (Optional) Recurrence—Choose how often you want your meeting to repeat and when your meeting will end.

  • Join rules—Choose what happens for people who aren't on the invite or who aren't signed in:

    • They can join the meeting.
    • They wait in the lobby until they're admitted.
    • They can't join the meeting.
      • If you want to choose they can't join the meeting, make sure that the setting Participants in your organization can always join unlocked meetings is enabled in Control Hub.

  • Auto lock—To lock your meeting after it starts, check this check box and choose how many minutes pass before the meeting locks.

  • Entry and exit tone—Choose the sound that people hear when someone joins or leaves the meeting.

  • Mute attendees—Select any of the following options:

    • Allow attendees to unmute themselves in the meeting—If you choose to mute attendees when they join, select this option so they can unmute themselves.
      • Don't select this option if you want only the host or cohost to be able to unmute attendees.
    • Always mute attendees when they join the meeting—Automatically mute attendees when they join the meeting. Allow attendees to raise their hands so that you can unmute them.

  • Automatic recording—Automatically start recording when the meeting starts.

3

Click Schedule

After you create a meeting, it appears in your Upcoming tab, where everyone that is enrolled in the course can see it. From the Upcoming tab, you can start, edit, or delete meetings

Editing or deleting a recurring meeting will edit or delete the entire meeting series. Recurring meetings can't be individually edited or deleted.

If there are multiple instructors in a course, you can only start, edit, and delete the meetings that you created.

Start a meeting
schedule meeting button highlighted and enlarged, date filter highlighted and enlarged, start button highlighted and enlarged, edit/delete buttons enlarged

Start class meetings from your LMS with Webex LTI.

1

Go to the Meetings tab.

2

Under the Upcoming tab, find your meeting and click Start.

You can only start meetings that you created, even if there are multiple instructors in your class.
Record a meeting

You can record a meeting that you scheduled in Webex LTI to make it available for your students.

For recordings to appear in Webex LTI, you must schedule the meeting in Webex LTI and be signed in to Webex from within Webex LTI when you start the meeting.

1

During your class meeting, click Record Record in Webex.

If you don't see the Record button, look for it under MoreMore options.

2

Select Record in cloud and then click Record.

You and other meeting participants should see a red icon at the top right of your window when a recording is in progress.

3

If needed, click RecordRecord again and do one of the following:

  • Click Pause and Resume to maintain a single recording for the meeting.
  • Click Stop to end your current recording.
    For meetings that last many hours, it's a good idea to make multiple recordings for more manageable file size and easier viewing.
After your meeting ends, the recording will be available in the meeting content in the Meetings > Completed tab. Depending on the file size and bandwidth, it can take up to 24 hours to display the recording. If you need the recording available sooner, you can click the Sync recordings button.
View meeting attendance
attendance button highlighted and enlarged, attendance screen enlarged

After your meeting has ended, see a list of participants that joined the meeting.

1

Go to the Meetings tab and click Completed.

2

Find the meeting that you want to see the attendance for and click Attendance.

3

(Optional): if there is no attendance yet, click the Sync attendance button.

What to do next

Click Export meeting attendance to export the attendance information for the meeting.

View meeting recordings
recording button highlighted and enlarged, recording screen enlarged

Watch recordings of your class meetings.

1

Go to the Meetings tab and click Completed.

2

Find the meeting with the recording you want to watch and click Recording.

3

Click the name of the recording to open it.

4

Copy the recording password and click View recording.

Enter the password on the next screen to view the meeting recording.
Manually sync a meeting recording
sync recording button highlighted and enlarged, sync recording modal enlarged

Your meeting recordings will automatically appear in the meeting content after the meeting has ended and the recording has been processed. If you need the recording to be available before the automatic process happens, you can manually sync the recording.

1

Go to the Meetings tab and click Completed.

2

Click the Sync recordings button.

3

Select a date range during which the recorded meeting happened.

You can only select a date range up to 7 days.

4

Find the meeting with the recording that you want to sync and click Sync now.

Meetings only appear in this window if they have already been processed by Webex.

5

When the recording has been synced, close the window.

You can view the recording in the meeting content on the Completed tab.

What to do next

If you edit a recording in User Hub, you can also use the Sync recordings button to sync those changes.

Other recordings

Import a Webex recording
import webex recordings button highlighted and enlarged, import recordings modal enlarged

Other recordings allows you to import any of your Webex recordings and publish them in your classes. Record yourself teaching a less or explaining a topic without any participants—you can reuse these recordings from semester to semester.

1

Go to the Other Recordings tab.

2

Click Import Webex recordings.

3

Select a date range that includes the recording you want to import.

4

Find your recording and click Import recording.

Close the Import recordings window after your recording has imported.
Publish a recording in your course
other recordings tab, manage button highlighted and enlarged, manage course recordings modal enlarged

After you've imported a Webex recording into Other Recordings, you can publish it to any of your courses to make it available to students.

1

In the Other Recordings tab, find the recording and click Manage.

2

Find the course in which you want to publish your recording and click Publish.

For a course to appear in this list, you must open Webex LTI at least one time in that course.

3

Click Save.

When published, your students can access the recording from the Other Recordings tab.
Unpublish a recording in your course

You can unpublish a recording from a course to make it unavailable to students.

1

In the Other Recordings tab, find the recording and click Manage.

2

Find the course in which you want to publish your recording and click Unpublish.

3

Click Save.

The recording is no longer available to students but still exists in the Other Recordings tab, so you can easily republish it in the future.
Delete a recording

Deleting a recording removes it from any course that you had published it in and from the Other Recordings tab.

1

Go to the Other Recordings tab.

2

Find the recording that you want to delete and click Delete.

The recording is removed from Webex LTI, but still exists in your Webex site, allowing you to import it again to Other Recordings in the future.

Office hours

Office hours overview

You can schedule and host office hours using Webex LTI. Under the Office Hours tab, set your availability and indicate times when your students can meet with you. The office hours you set apply to every course that you're an instructor for. If there are multiple instructors for a course, students must choose you from the list of instructors to schedule a meeting with you.

Office hours meetings allow students to schedule meetings directly with you. To hold office hours for multiple students at the same time, we recommend that you create a virtual meeting and name it “Office Hours.”

Set office hours availability
availability setup, includes options to set meeting duration, meeting buffer, date range, and time zone

The Office Hours feature allows you to indicate your availability on different days and times so your students can meet with you.

1

Go to the Office Hours tab.

2

In the Availability tab, set the following:

  • Meeting duration—Set the duration for your meetings.

  • Meeting buffer—Set the buffer time before and after meetings.

  • Date range—Set the range of dates during which students can schedule meetings.

  • Set availability—Specify the days and times that you are available each week.

  • Time zone—Set the time zone for your office hours meetings. This time zone applies to all courses where you enable office hours.

3

Scroll down and click Save.

Your students can now select a time to meet with you. When a student successfully schedules an appointment, that time slot isn't available to anyone else. You get an email with the meeting link and see the meeting in your Upcoming Meetings list on your Webex site.

Set exceptions to your office hours availability
add exceptions, select a date, indicate availability

Set exceptions to change your availability on a specific date so that your office hours accurately reflect your schedule. You can block availability for an entire date, remove time intervals from a date, or add new time intervals to a date.

1

Go to the Office Hours tab and click Exceptions.

2

Choose a date and use the following options to change your availability for that date:

  • Toggle Available on this day? off to block all availability for the specified date.

  • Click +Add availability to add a new time interval for the specified date.

  • Click the trash icon next to an existing time interval to block that time for the specified date.

3

Click Save.

What to do next

You can have a maximum of 50 future exceptions set at any time. Setting an exception for a date will not affect any office hours meetings that a student scheduled before you set the exception. If necessary, you can reschedule these meetings in Webex.

Classroom collaboration

Enable classroom collaboration in Webex LTI Legacy

Before you begin

To enable classroom collaboration in Webex LTI Legacy, you must first authorize with your LMS and sign in with Webex.

1

In the Setup, go to the classroom collaboration section.

2

Click Authorize and follow the on-screen prompts to authorize Webex LTI Legacy in your LMS.

If you have already authorized with your LMS, you will not see the Authorize button and can skip this step.

3

Click Sign in with Webex to enable classroom collaboration and enter your Webex credentials.

If you have already signed in with Webex, you will not see the Sign in with Webex to enable classroom collaboraiton button and can skip this step.

4

Toggle the switch on to enable classroom collaboration.

Webex LTI Legacy creates a team for your course in the Webex App and adds everyone in the course as a member of that team. A tab appears in the navigation bar of Webex LTI Legacy that takes enrolled users to the team in the Webex App.
Enable classroom collaboration in Webex LTI

Before you begin

To enable classroom collaboration in Webex LTI, you must first sign in with Webex.

1

In the Setup, go to the classroom collaboration section.

2

Click Sign in with Webex to enable classroom collaboration and enter your Webex credentials.

If you have already signed in with Webex, you will not see the Sign in with Webex to enable classroom collaboraiton button and can skip this step.

3

Toggle the switch on to enable classroom collaboration.

Webex LTI creates a team for your course in the Webex App and adds everyone in the course as a member of that team. A tab appears in the navigation bar of Webex LTI that takes enrolled users to the team in the Webex App.
Manage classroom collaboration settings

Enabling classroom collaboration creates a team for your course in the Webex App and adds everyone in the course as a member of that team. By default, Webex LTI automatically syncs your class roster daily. The automatic sync ensures that the members of the Webex team accurately reflect the list of members enrolled in your course.

Go to the Setup tab and find the classroom collabroation section.

  • To disable the automatic class roster sync, uncheck Automatically sync class roster.
  • To change how often the automatic class roster sync happens, choose Daily or Weekly.
  • To sync your class roster with the Webex team immediately, click Sync class roster now.
Disable classroom collaboration

You can disable classroom collaboration if you no longer want to use it in your class.

1

Go to the Setup tab and find the classroom collaboration section.

2

Click Disable classroom collaboration.

3

Read the explanation of what happens when you disable classroom collaboration and click OK.

Disabling classroom collaboration removes the tab from the navigation bar and stops syncing the course roster with the Webex team.

What to do next

Archive the team in the Webex App to make the team and spaces unavailable to your students.