Zoom: Host Guides

Overview

Here are quick details about Villanova University’s Zoom meetings:

  • Waiting Room Enabled by Default: All Zoom meetings are configured with a waiting room to prevent unauthorized access. This security measure was implemented after past incidents involving Zoom bombing.
  • SSO Bypass for Waiting Room: Villanova users who log in via SSO can bypass the waiting room.
  • Zoom AI Features: All accounts have access to Zoom AI. To learn more, please review the details on our Zoom AI page.

Instructions

 Steps to Schedule a Zoom Meeting from the Browser
  1. Open the Custom Zoom Portal
    • Go to https://villanova.zoom.us in your web browser.
    • Click Sign In.
    • You’ll be redirected to your institution’s login page—enter your Villanova credentials and complete any multi-factor authentication if required.
    • Note: If you are already logged into other Villanova University services such as MyNova or Outlook email, you might not see the password screen.
    • After successful login, you’ll land on your Zoom profile page.
  2. Schedule a New Meeting
    • Click Meetings (usually found on the left sidebar or top navigation).
    • Click Schedule a New Meeting.
    • Fill in the meeting details:
      • Topic: Enter the meeting name.
      • Description (optional): Add details about the meeting.
      • When: Set the date and time.
      • Duration: Specify how long the meeting will last.
      • Time Zone: Confirm your time zone.
      • Recurring Meeting: Check this if you want it to repeat.
    • To add a co-host: Click Show in the Options section located at the bottom of the page.
  3. Save the Meeting
    • Click Save at the bottom of the page.
  4. Copy the Invitation
    • After saving, you’ll see the meeting summary page.
    • Click Copy Invitation to share the meeting link with participants.
 Steps to Schedule a Zoom Meeting from Blackboard
  1. Click on the Zoom Link
    • Navigate to your course in Blackboard and click the Zoom link.
    • You might need to click Launch or Authorize to allow Zoom to open within your browser.
  1. Schedule a New Meeting
    • Once Zoom loads inside your browser, click Schedule a New Meeting.
  1. Fill Out the Meeting Details
    • Topic: Enter the meeting name.
    • When, Duration, and Time Zone:
      • Make sure the Duration is set because it is required for the recording to link back to Blackboard for students to review.
      • Check the box for Recurring Meeting if you plan to host multiple sessions.
        • If hosting regularly scheduled sessions (e.g., weekly live classes), select:
          • Frequency: Daily, Weekly, or Monthly.
          • Specific Days: If weekly, choose the days.
          • End Date: Typically the last day of the semester.
    • Registration, Video, Audio, and Meeting Options:
      • Leave these at the default settings unless you have specific needs.
    • Recording Option:
      • If you enable Record the meeting automatically, note that recording will start as soon as anyone enters the Zoom session.
  1. Click Save
    • After entering all details, click Save to confirm your meeting.
  1. Review Course Meetings
    • Scroll up and click Course Meetings to view all meetings listed for this course.
    • Note: If you selected Recurring Meeting, all instances will be listed.
  1. Return to Main Menu
    • Click on the Course ID to return to the main course menu.
  1. Start Your Meeting
    • From the course navigation, click the Zoom menu.
    • Click Start to open your Zoom room.
    • Note: If students are already in the room, the Start button will change to Join. Steps to Schedule a Zoom Meeting from Blackboard
 Steps to Schedule a Zoom Meeting from Blackboard
  1. Click on the Zoom Link
    • Navigate to your course in Brightspace and click the Zoom link.
    • You might need to click Launch or Authorize to allow Zoom to open within your browser.
  2. Schedule a New Meeting
    • Once Zoom loads inside your browser, click Schedule a New Meeting.
  3. Fill Out the Meeting Details
    • Topic: Enter the meeting name.
    • When, Duration, and Time Zone:
      • Make sure the Duration is set because it is required for the recording to link back to Brightspace for students to review.
      • Check the box for Recurring Meeting if you plan to host multiple sessions.
        • If hosting regularly scheduled sessions (e.g., weekly live classes), select:
          • Frequency: Daily, Weekly, or Monthly.
          • Specific Days: If weekly, choose the days.
          • End Date: Typically the last day of the semester.
    • Registration, Video, Audio, and Meeting Options:
      • Leave these at the default settings unless you have specific needs.
    • Recording Option:
      • If you enable Record the meeting automatically, note that recording will start as soon as anyone enters the Zoom session.
  1. Click Save
    • After entering all details, click Save to confirm your meeting.
  2. Review Course Meetings
    • Scroll up and click Course Meetings to view all meetings listed for this course.
    • Note: If you selected Recurring Meeting, all instances will be listed.
  3. Return to Main Menu
    • Click Content on the mini navbar to return to the main course menu.
  1. Start Your Meeting
    • From the course navigation, click the Zoom menu.
    • Click Start to open your Zoom room.
    • Note: If students are already in the room, the Start button will change to Join.

Please review guides and attend trainings to learn how to use Zoom. 

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