1. How to manually create Calendar entries for recurring Zoom meetings with no fixed time
  2. How to manually create Calendar entries for recurring Zoom meetings with no fixed time
  3. Updating Zoom Meeting Event Entries

When a Zoom meeting is scheduled through the Zoom tool in a Brightspace course, an entry will automatically be created for that meeting in the Brightspace Calendar. This will work whether the meeting is scheduled using the Brightspace Zoom tool itself or manually imported into a course’s Zoom tool. Follow these links for instructions on how to schedule meetings and how to import meetings using the Brightspace Zoom tool.

NOTE: Brightspace will not create Calendar entries for recurring meetings that are set to “No fixed time.” Calendar entries for meetings of this sort need to be created manually (click here for instructions).

The event entry that the Zoom tool creates in the Brightspace Calendar provides students with the following information:

  • The date and time of the meeting.
  • The name of the Zoom meeting.
  • The course to which the meeting belongs.
  • The Zoom meeting ID.
  • A hyperlink for joining the Zoom meeting.

When students access their Calendar via the navigation bar or view the Calendar widget on the course homepage, the “Agenda” display mode will prominently display the event entry for that day’s Zoom meeting.

If you have added a description for the Zoom meeting itself when creating it, this will not be displayed in the Calendar. However, it is possible to edit the Calendar entry to add further instructions and even links to course content.

NOTE: In order for a change of settings to be reflected in the Brightspace Calendar entry, you must edit the meeting using the Brightspace Zoom tool.The tool is synched with your Carleton Zoom Pro account. As such, any change of settings made in the Brightspace Zoom tool will immediately be reflected in both your https://zoom.us account and your Zoom Desktop Client.
If you have created a passcode for your meeting, please be aware that the Brightspace Calendar entry neither displays the meeting’s passcode nor embeds it in the hyperlink by default. Should you wish, you can edit the Calendar entry to include the passcode information.

Alternately, you can change the settings for your Zoom account to embed passcodes in your Zoom meeting links automatically. To do this:

  1. Log into your account at https://zoom.us
  2. Click on the Settings tab in the menu at the far-left side of the screen.
  3. Under the Security settings, scroll down to “Embed passcode in invite link for one-click join.”
  4. Click on the button to the right of the setting to toggle it on. (It will turn blue to show that it is enabled.)

Now when you create a Zoom meeting, the passcode information will be included in the joining link. When students click on the link in their Brightspace Calendar, Zoom will automatically enter the passcode for them.

How to manually create Calendar entries for recurring Zoom meetings with no fixed time

Recurring Zoom meetings that are set to “No fixed time” do not have a designated date/time. As such, Brightspace cannot create event entries in the Calendar for them. However, you can create event entries for these manually.

Step 1: Retrieve the Zoom meeting information.
This section will explain how to add the Zoom plug-in to a module or sub-module in your Brightspace course. To learn how to add a new module in Brightspace, see Adding Modules and Sub-Modules.

  1. Log in to Brightspace with your MyCarletonOne credentials.
  2. On your Brightspace homepage, access your course in one of the following ways:
    • Click on your course under My Courses.
    • Click the Course selector gridand search for your course name or select your course from the menu.
  3. Click Content in your course navbar.
  4. In the Table of Contents sidebar, click the module where your Zoom plug-in is located.                
  5. Click the Zoom plug-in to access the list of meetings associated with your course.
  6. In the list of “Upcoming Meetings,” click on the title/name of the recurring Zoom meeting to view the meeting’s details.
  7. Scroll down to “Invite Attendees.”
  8. Right-click on the “Join URL” link and select the “copy link” option from the floating menu.
NOTE: If you have assigned a passcode for your Zoom meeting, this information is not included in the Zoom link by default. You must add it manually to the event entry in order for students to be able to join the meeting.Alternately, click here for instructions on how to enable the “Embed passcode in invite link” setting.

Step 2: Create an Event in the Calendar
  1. Click Tools in the navigation bar at the top of the course page.
  2. Select Calendar from the dropdown menu.
  3. Click the Create Event button at the left side of the screen.

This will bring you to a new page where you can program your settings for the Calendar entry and insert content.

Step 3: Add your Zoom Link

You will want to insert the Zoom meeting link that you copied into the “Description” field, as well as any other instructions you may have pertaining to the meeting. There are two ways to paste the Zoom link:

Direct Paste by using the command Ctrl+V or Cmd+V, or by right-clicking anywhere in the “Description” field and selecting the “paste” option. Directly pasting the Zoom weblink will display the bare URL in full. Brightspace will automatically convert this into a clickable link.

Hyperlinking. If you would instead like to convert a section of text into a clickable link:

  1. Type in the text that you would like to hyperlink. (E.g., “Click here to join the class!”)
  2. Highlight the word or phrase that you would like to hyperlink. (I.e., click, hold, and drag your cursor over the words to select a section of text.)
  3. Click the Insert Quicklink button (the “chain link” symbol) in the editing toolbar above.
  4. In the menu that opens, scroll down and select “URL.”
  5. Paste the Zoom meeting link that you copied into the “URL” field and click the Insert button below.

The text that you have hyperlinked should now appear underlined and in a colour other than black. When students click on the hyperlinked word(s), it will supply the Zoom meeting information in their browser and prompt them to connect to the session.

NOTE: If there is a passcode associated with the Zoom meeting, students will be prompted to enter it in when they attempt to join the meeting. Include the passcode below the link in the “Description” field so that students can locate it easily.If you have enabled the “Embed passcode in invite link” setting, the passcode information will be part of the link.

Step 4: Program the Event to be “Recurring”
It is not necessary to create a separate event entry for every session using the same Zoom meeting link. The “Create Event” settings page has the option to duplicate an event entry. To do this:
  1. Scroll down the “Create Event” page to the When section.
  2. Enter in the date and time details for the first occurrence of the event.
  3. Click on the Add Recurrence button below. A new menu will expand with settings for how often the event recurs, on which days of the week, and when the recurrence should end.
  4. Enter the scheduling details for the recurring event. (E.g., Weekly, every 1 week, Monday and Wednesday, until 5 December 2021.)
  5. Click the Create button at the bottom of the screen.

Now the event entry that you have created will automatically be replicated as a series. Individual event entries will appear for each day of the recurrence and contain identical information.

If you later need to edit a single event entry or the entire series (e.g., to include a passcode, insert additional information, etc):

  1. Select the event entry you would like to change. The event will expand to show the description.
  2. Click the Edit button at the bottom of the pop-up window.
  3. Make your adjustments to the settings and click Save at the bottom of the screen.
  4. If the event is part of a recurring series, a new settings pop-up window will appear asking whether you would like the changes to apply to:
    • All events in the series. (I.e., every instance of this recurring event entry.)
    • Selected occurrence. (I.e., just the individual event entry you have changed.)
    • Selected occurrence and all future occurrences. (I.e., this and every subsequent event entry in the recurring series.)
  5. Click Update at the bottom of the pop-up window to apply your settings.

How to manually create Calendar entries for recurring Zoom meetings with no fixed time

Recurring Zoom meetings that are set to “No fixed time” do not have a designated date/time. As such, Brightspace cannot create event entries in the Calendar for them. However, you can create event entries for these manually.

Step 1: Create an Event in the Calendar
  1. Click on Tools in the navigation bar at the top of the course page.
  2. Select Calendar from the dropdown menu.
  3. Click the Create Event button at the left side of the screen.

This will bring you to a new page where you can program your settings for the Calendar entry and insert content.

Step 2: Add a Content Link for the Course’s Zoom Tool

You will want to insert a quicklink to the Brightspace Zoom tool in the “Description” field, as well as any other instructions you may have pertaining to the meeting. To do this:

  1. Click anywhere in the Description field’s HTML editor to place your typing cursor.
  2. Click on the Insert Quicklink button (the “chain link” symbol) in the editing toolbar in the header of the HTML editor.
  3. Select the Content option from the pop-up menu.
  4. Navigate to your Zoom plug-in module in the menu.
  5. Click on the pencil symbol to the right of the Zoom plug-in to give the link a different name. (E.g., “Click here to join the class!”)
  6. Click the Insert button at the bottom of the window to create the Content Quicklink.

A clickable link will now appear in the “Description” of the event entry. When students click on this link in the Calendar, they will be taken to the course’s Zoom tool. They can join the Zoom meeting from there.

Step 3: Program the Link to be “Recurring”
It is not necessary to create a separate event entry for every session using the same Zoom meeting link. The “Create Event” settings page has the option to duplicate an event entry. To do this:
  1. Scroll down the “Create Event” page to the When section.
  2. Enter in the date and time details for the first occurrence of the event.
  3. Click on the Add Recurrence button below. A new menu will expand with settings for how often the event recurs, on which days of the week, and when the recurrence should end.
  4. Enter the scheduling details for the recurring event. (E.g., Weekly, every 1 week, Monday and Wednesday, until 5 December 2021.)
  5. Click the Create button at the bottom of the screen.

Now the event entry that you have created will be replicated as a series. Individual event entries will appear for each day of the recurrence and contain identical information. But Brightspace will recognise the various events as being connected. If changes are made to one event in the series (e.g., updating settings, deleting an event), Brightspace will offer the option to apply the changes to the rest of the series.

Updating Zoom Meeting Event Entries

If you later need to edit a single event entry or the entire series (e.g., to include a passcode, insert additional information, etc):

  1. Click Tools in the navigation bar at the top of the course page.
  2. Select Calendar from the dropdown menu.
  3. Select the event entry you would like to change. The event will expand to show the description.
  4. Click the Edit button at the bottom of the pop-up window.
  5. Make your adjustments to the settings, and click Save at the bottom of the screen.

If the event is part of a recurring series, a new settings pop-up window will appear asking whether you would like the changes to apply to:

  • All events in the series. (I.e., every instance of this recurring event entry.)
  • Selected occurrence. (I.e., just the individual event entry you have changed.)
  • Selected occurrence and all future occurrences. (i.e., this event entry and every subsequent event entry in the recurring series.)

Clicking Update at the bottom of the pop-up window will apply your settings.

NOTE: If you have created a recurring Zoom meeting with fixed dates/times, the respective event entries in the Brightspace Calendar are considered a series. As such, when making changes to one event entry for that Zoom meeting, Brightspace will offer the same prompts as above.

Need help with Zoom?

  • Contact zoom@carleton.ca for Zoom support or visit the Zoom at Carleton support page
  • Teaching and Learning Services is offering a number of online training sessions to help you get started with Zoom. Please visit the EDC’s event page for more information.