We understand that switching to a new system can raise questions and perhaps cause some uncertainty. Fortunately, we have good news: although we are switching from Kaltura Live Room (hereinafter: KLR) to Zoom, the way we work will remain largely the same. Everything you are used to, from preparing your session to sharing the recording, will still be possible, but within a new, user-friendly environment.
Significant differences
In the sections below, we briefly explain the main differences between KLR and Zoom meetings. We describe various scenarios and provide practical solutions. Click on the headings to view the explanation.
Zoom has the following roles:
| Host | The host organises the meeting and has all the rights. |
| Co-host | The co-host's rights are focused on managing participants. This includes, for example, admitting participants to a meeting or muting microphones. The co-host is designated during the meeting and therefore cannot start the meeting. |
| Alternative host | The rights of the alternative host are the same as those of the co-host. The main difference is that the alternative host can start the meeting. |
Please note: users in each role must be internal. The email address must be linked to a UCLN account. Click on save to schedule the meeting. Would you like to know more about roles in Zoom? All information can be found in the manual: How do I use the Tools in a Zoom meeting?
Previously, you had to manually create a link between the KLR and your course in Brightspace. With Zoom, it was also necessary to first create a link before you could start a session. With the recent transition, this is no longer necessary. Zoom is now automatically integrated into the Brightspace page and can be found under course tools.
Please note: this section describes a method involving the alternative host. The alternative host cannot manage the session. In concrete terms, this means that the alternative host does not receive the recordings or, for example, cannot view the statistics. If this is necessary for your process please contact the ISSC Helpdesk for more information.
You can schedule a meeting for another user using alternative hosts. Go to the scheduler in Zoom. Enter the details of your meeting and then scroll down. You will see the following options:
Under the heading alternative hosts, enter the email address of the user for whom you are organising the meeting. Please note: this must be an email address linked to a UCLN account. Click save to schedule the meeting.
Would you like to know more about the possibilities of scheduling meetings for others? Please contact the ISSC Helpdesk for more information.
The main difference between a Zoom meeting and a KLR is the nature of the live space. The KLR is a permanent space, whereas you have to create a Zoom meeting each time you want to use it.
To avoid unnecessary work, you can schedule a recurring meeting in Zoom. To do this, open Zoom via your course in Brightspace and click on schedule a new meeting. A new screen will appear where you can adjust the meeting settings. Select the recurring meeting option to set up a recurring pattern.
Once you have checked the box for recurring meetings, you can specify how often you want the meeting to recur.
Would you like to learn more about scheduling meetings in Zoom? All the information can be found in the manual: How do I use the Tools in a Zoom meeting?
A KLR could accommodate approximately 200 participants. Zoom can also handle a normal meeting with a small group of less than 300 participants. If you want to facilitate a larger number of participants, you can use a webinar.
What is the difference between a meeting and a webinar?
- Meetings are designed for collaboration. All participants can share their screen, turn on their video and audio, and see who else is present. Meetings can accommodate smaller groups (< 300 participants).
- Webinars are designed so that the host (and any designated panel members) can share their video, audio, and screen. The host can also mute participants' audio. Webinars allow view-only participants, who can participate in the session via the Q&A chat and surveys. Webinars can accommodate larger groups (> 300 participants).
How does a webinar licence work?
A webinar licence is assigned to an individual user. This means that in the case of a webinar, one user applies for the webinar licence using a UCLN email address. More information about the application process is provided below.
Please note: the user with a licence must also start the webinar. You cannot schedule a webinar for another user without a licence. To discuss the options, please contact the ISSC Helpdesk for more information.
How do I request a webinar licence?
- Go to the ISSC Helpdesk and log in.
- Click on the Digital Learning Environment tile.
3. A new page will open. Scroll down and click on zoom.
4. Click on ask a question/report an issue.
5. The following form will appear:
6. Please answer the following questions:
- Will it be a webinar or an interactive meeting?
- How many participants do you expect?
- Will it be a recurring session or a one-off?
- How long do you need the licence for?
- Please provide the university email address of the session host.
7. Klik op indienen.
If the action is not successful in the Helpdesk, you can also send an email to [email protected]. Copy the questions from step 6 into your message.
Yes, this is possible. Consider, for example, organising a separate meeting for a working group. The instructions for this can be found in the manual: How can I set up separate Zoom meetings within a Brightspace Course?
Record session
Start a session via Brightspace. You can find instructions on how to do this in this manual under the heading ‘starting a session’. Once you have started the session, go to more and click on record. The recording will start.
You can find a detailed step-by-step plan for recording a meeting in the general Zoom manual.
End session
You can stop recording by going to more and clicking on the square. When you have stopped recording, you will receive a notification that the recording will be automatically saved in the Cloud (video portal). You will receive an email after the session has ended:
You can click directly on the links in the email. After logging in with your UCLN account, you will be automatically redirected to the recording. There are two ways to share the recording. We will briefly explain these below:
How do I share a recording in my Brightspace course?
Want to know how to share a recording in your Brightspace course? See the guide How do I upload a video to Kaltura and place it in the course content? for more information.
How do I share a recording via Kaltura?
Would you like to know how to share a recording from Kaltura in general? See the 7. Share Videos manual for more information.
Tools
In the old Kaltura manuals, the functions of the KLR were explained in the manual How do I use the Live Room buttons? In the section below, we show you where you can find these functions in Zoom. If certain functions are not available in Zoom, we offer suggestions for suitable alternatives.
Basic settings and startup
Previously, you started a KLR session via the video portal. In Zoom, this works differently: go to course tools in Brightspace and click on zoom. The Zoom window will open. From there, you can schedule a new session using the schedule a new meeting button.
In the section above entitled How do I schedule a recurring meeting? you can read more about scheduling recurring meetings.
To start a scheduled zoom session, go to zoom in Brightspace via course tools. You will see an overview of the scheduled meetings.
Click on start to begin the meeting.
In the KLR, you could turn the camera and microphone on or off using the icons. They looked like this:
This feature is also available in Zoom and works in a similar way. There, the camera and microphone look like this:
In both KLR and Zoom, you can easily turn the camera and microphone on and off by clicking on the icons. In Zoom, you can easily adjust the camera and microphone settings by clicking on the arrow to the right of the relevant icon.
Would you like to learn more about using the camera and microphone in Zoom? All the information can be found in the manual: How do I use the Tools in a Zoom meeting?
In the KLR, you could start recording a live session through course tools.
This feature is also available in Zoom and works in a similar way. In Zoom, you can start a recording by clicking the more button.
Would you like to learn more about recording in Zoom? All the information can be found in the manual: How do I use the Tools in a Zoom meeting?
Participants and interaction
In the KLR, you could easily invite participants via a link or email using the invite button.
This feature is also available in Zoom and works in a similar way. In Zoom, you can invite others via the participants button.
Want to learn more about inviting users in Zoom? All the information can be found in the manual: How do I use the Tools in a Zoom meeting?
Previously, you could manage participants in the KLR via the participants button.
This allowed you, as moderator, to mute all microphones or remove raised hands. You could also assign new roles on the spot.
This feature is also available in Zoom and works in a similar way. In Zoom, you can manage participants via the participants button.
By clicking on the button, you will get an overview of all participants, just like in KLR. Here, too, you can perform the following actions:
- Turn off the participant's camera and/or microphone.
- Ask the participant to turn on their camera and/or microphone.
- Chat privately.
- Assign roles.
- See when participants have raised their hands.
Would you like to know more about managing participants? All the information can be found in the manual: How do I use the Tools in a Zoom meeting?
The chat button allowed you to communicate with the participants of the live room session via messages. There were three channels in the chat: Q&A, room chat, and moderator chat. The chat function looked like this:
This feature is also available in Zoom, but it works differently.
In Zoom, it is possible to chat with different participants. You can decide who you send a message to, and as the host, you can set who is allowed to chat with whom. For example, you can choose to allow students to send messages only to the host.
It is not possible to organise a Q&A session directly via the chat function. However, you can schedule a separate Q&A session prior to the meeting as part of your programme. You can read more about this on the Zoom support page.
Would you like to learn more about the chat feature in Zoom? All the information can be found in the manual: How do I use the Tools in a Zoom meeting?
Previously, you could divide students into groups during a session in the KLR using breakout rooms. You started the KLR via course tools in Brightspace.
This feature is also available in Zoom, but it works differently. In Zoom, you must enable the breakout feature in advance via Meetings (Advanced). More information about this setting can be found in the manual: How do I use the Tools in a Zoom meeting?
Interactive tools
In KLR, you could add files via the files tab and display them during a session. Files were added to a playlist, after which you could simply click on the desired document, video or image file to present it during the session.
This feature is also available in Zoom, but it works differently. You can easily share files using the share screen feature. To do this, click on the green share button at the bottom of the screen and select the window or file you want to show during the meeting.
Here you will find various options for sharing your screen, a whiteboard or notes. Via the advanced settings, you can also share PowerPoint presentations and video files. In addition, it is even possible to use AirPlay.
Would you like to learn more about file sharing in Zoom? All the information can be found in the manual: How do I use the Tools in a Zoom meeting?
Can I save my files in Zoom?
Although it was not desirable, teachers regularly saved their files in the KLR. This is not possible in Zoom: all files disappear as soon as the meeting is closed, even in recurring meeting series. Teachers can open files from their own device and share them using the share screen function. It is also possible to upload documents in the chat. More information about the share screen function can be found in the manual: How do I use the Tools in a Zoom meeting?
In KLR, moderators could create notes under the notes tab and then share them with participants by clicking on broadcast note. This feature is also available in Zoom, but it works differently. In Zoom, you must enable the breakout feature in advance via Advanced Meetings. More information about this setting can be found in the manual: How do I use the Tools in a Zoom meeting?
The KLR made it possible to conduct a quick poll. Participants could provide feedback by clicking on the bar chart icon.
This feature is also available in Zoom and works in a similar way. In Zoom, you can display a quiz during the meeting in addition to a poll. You can find the settings for this in the bottom bar:
Would you like to learn more about using polls and quizzes in Zoom? All the information can be found in the manual: How do I use the Tools in a Zoom meeting? Zoom-meeting?
Step-by-step guide
To help you get started step by step, we have created a clear guide for using Zoom during a live session, just as we did for Kaltura. Instead of describing all the steps again here, we would like to refer you to the following guide: Zoom Step-by-Step Guide.
Contact and information
For more information about the transition from Kaltura to Zoom, please refer to the following manuals:
Please contact the ISSC Helpdesk for any further questions.