With video conferences, teachers and staff hold online lessons and meetings through Zoom, directly from Kinderpedia: on activities in the Activity Calendar or on Events.
Contents
1. How do I turn on video conferences?
Center Management › Kinderpedia Modules
Video conferences run through Zoom, directly from Kinderpedia. Students and parents join from the web platform or the mobile app, without their own Zoom account.
First, the Video Conference module must be active. An administrator turns it on in Center Management › Kinderpedia Modules (see Center Management. Complete guide). Then reload the page so the menu updates.
Note! The module is part of the Essentials package. If you don't see it, check your subscription or write to us in the chat.
2. Where do I see my Zoom account status?
Center Management › My Account › Video Conferences
Open My Account and click the Video Conferences tab. Account Status shows whether your Zoom account is Activated.
Below you find the steps for scheduling a conference: Create activity, Plan activity and Schedule a meeting. The Schedule Now button takes you to the Activity Calendar.
Note! A video conference must be linked to an activity in the Activity Calendar (or to an event). An activity is planned for a single group. For students from several groups, create an optional group with these students and plan the activity for it.
Tip: if the status is not “Activated”, check the e-mail address you use in Kinderpedia: Zoom sends a message called “Activate Your Zoom Account”. Follow the steps in the e-mail, then reload the page.
3. How do I set up Zoom settings?
My Account › Video Conferences › Video Conference Settings
Click Video Conference Settings.
In the Zoom Settings window, turn on or off the default options for your conferences: Host video, Join Before Host, Waiting Room, Co-host, Always show meeting control toolbar, Nonverbal feedback, Breakout room, Mute participants upon entry and Participants video. Click Save.
Tip: if you turn off Waiting Room, Zoom automatically requires a meeting password, for security.
4. How do I schedule a conference for a timetable activity?
Activity Calendar › Calendar
Open Activity Calendar › Calendar. Choose the class in Groups and click Filter. Click the activity you want to hold the conference for. Activities that already have a conference show a camera icon.
In the activity window, under Video Conferences, click Schedule Video Meeting.
5. How do I start, share or delete a conference?
Activity Calendar › activity › Video Conferences
After scheduling, Video Conferences shows the date, the time and who scheduled the conference, plus:
Start Meeting Now: opens the conference in Zoom;
Delete: cancels the conference;
Share video conference + Copy: the link you can also send through other channels;
Options: Join Before Host, Waiting Room and a password for this conference. Click Save after making changes.
Students and parents of the activity's class see the conference in their timetable and join from the web platform or the mobile app.
6. How do I schedule a conference for an event?
Events › event › Video Conferences
Open Events, then click the event (for example a parents' meeting). In the event window, open the Video Conferences tab and click Schedule Video Meeting.
The options are the same as for activities: start, delete, link and settings.
7. Where do I see the conference report?
Custom Reporting › Video Conference
The report with all conferences (topic, start, end, duration, participants) is in Custom Reporting › Video Conference. See Custom Reporting. Complete guide.
8. How do I hold a conference only with teachers?
Events › event › Participants / Video Conferences
Option 1 – from Events (recommended). You see exactly who takes part and you don't need an optional group.
In Events, click Add Event. Fill in the details and turn on RSVP only, so the event is visible only to the guests. In RSVP, choose teachers and managers. Save the event.
Open the event and go to Participants. Choose Teachers and Managers and invite them with Invite more guests.
Go to the Video Conferences tab and click Schedule Video Meeting (see section 6).
Option 2 – from the Activity Calendar. Create an optional group with no students and add only the teachers to it. Plan an activity for this group and schedule the conference for it (see section 4).
9. Can I schedule conferences automatically for a recurring activity?
Activity Calendar › Calendar
No. Each activity has its own conference link (meeting ID), so the conference is scheduled separately for each activity. You can schedule conferences in advance, for example for the next two weeks, by opening each activity in the calendar in turn.
10. What if Zoom activation fails or I join as a participant?
zoom.us › Account Management
The error “The user already holds an active account. Please contact Kinderpedia” appears when you already have a separate Zoom account with the same e-mail address as in Kinderpedia. Sign in to zoom.us with that account, go to Account Management › Account Profile, choose Terminate my account and confirm. Then go back to Kinderpedia and activate the account again (section 2).
Note! “Terminate my account” permanently deletes the separate Zoom account and everything in it. If you also use it for something else, write to us in the chat first.
If you join your own conference as a participant, not as the host:
Check in My Account which e-mail address you use in Kinderpedia.
On zoom.us, under My Account, check the Sign-In Email. If it is different, sign out.
Open the e-mail from Zoom and click Activate Your Zoom Account. Choose Sign Up with a Password, set a password and click Continue.
Join the conference again: you are now recognised as the host for all the conferences you schedule.
11. How do parents and students join?
Kinderpedia app › Daily Timeline / web platform
Parents and students join from the mobile app (Daily Timeline) or from the web platform, from the day's timetable, by tapping the video camera icon next to the activity and then joining the conference. The steps are in I'm a parent/student. How can I join a video conference?
Tip: the conference can be accessed 60 minutes before the activity starts. The link expires 10 minutes after it ends.
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