What does the Zoom Video integration do?

Zoom is the leader in modern enterprise video communications, with a secure, easy platform for video and audio conferencing, messaging, and webinars across mobile, desktop, and room systems. Zoom Rooms is the original software-based conference room solution used around the world in conference, huddle, and training rooms, as well as executive offices and classrooms.

With Litmos’ Zoom integration, training administrators can create instructor led training modules that are hosted via Zoom video conference.

With Zoom instructor led training’s in Litmos, you will be able to:

• Automatically create Zoom sessions that are tied to Litmos ILT sessions and provide Learners with links into those web conferences.
• Launch Zoom as an Instructor or as a Learner directly from within Litmos.
• Generate a Zoom participation report to sync with Roll Call for each learner to Litmos with a click of one button.

When creating an ILT session, select the “Zoom training” type to create the Zoom session and ensure all participants receive web conference links in Litmos and via email once registered.

Activate the Zoom Integration

1. Navigate to the Account tab.
2. From the Integrations sub tab, click the Zoom icon.
3. Check the “Enable Zoom” box and click “Save Changes”.

Important Note:  You will need a paid Zoom account before you set up the link with Litmos. If your account is not licensed and states “basic” the integration will not work.

Authorize Zoom Session Generation for Administrators and Instructors:

1. Navigate to the “My Profile & Settings” link located in the top right of the screen.
2. Select “Edit my profile”.
3. Click “Authorize Zoom” at the bottom of the page.

Enter your username and password for Zoom.

Important Note: Each user who will be using Zoom to conduct a live training session will need to complete this step before creating ILT sessions with Zoom links or launching integrated Zoom sessions. If your organization wishes to have non-host instructors launch Zoom meetings as “alternative hosts”, please be sure that all non-host instructors added to that Zoom ILT session are licensed Zoom users that belong to the same account with which the host instructor belongs. This way, the non-host instructors can launch the meeting as an alternative host, which launches the meeting using a unique meeting launch link designated for the instructor.

How To Create a Zoom ILT Session in Litmos

1. Go to the Courses tab and select the course that the Zoom session will be created in.
2. Create a new ILT module in the course and create a new ILT session, or select an existing ILT module and create a Zoom web-conference link on an existing ILT session by selecting the “Zoom Training” session type.
3. Enter a name for the session, date, time, seats available, and any other information.  In the drop-down menu labeled “Type”, ensure “Zoom Training” is selected and click “Save”.

Important Note: Zoom sessions can only be created by users that have authorized their Zoom profile with their Litmos user profile.  See the instructions above for a guide on authorization.

To launch a session with Zoom Meeting as an Administrator or Instructor

1. Go to the Courses tab and open the course that the Zoom web-conference session is in.
2. Select the ILT module from the right-hand column.
3. Select the session to start.
4. Select the “Launch Zoom” link associated with the correct day.

Retrieve Roll Call information from Zoom:

To sync Zoom meeting participation, click the “get attendance” button that appears on the “roll call” page for a session within the ILT module:

This button will fetch all the Learners who attended the Zoom meeting and update the “attended” toggle in real-time. Due to the limitation of the zoom API call, currently, when we retrieve the attendance of the users in Litmos, it will only mark the Registered users “Attended” and the duration will not be recorded, and we will display “Time: Not Available”

Removing the Zoom app:

1. Navigate to your own profile by clicking on the profile icon in the top right corner of the page and selecting “My Profile & Settings”
2. Scroll down to the Authorizations section and click “UnAuthorize Zoom”
   
3. To fully remove us from your Zoom account, next navigate to the Zoom App Marketplace (https://marketplace.zoom.us/) and sign in.
4. From there you can select Manage in the top right corner.
5. From this page select Added Apps under the Personal App Management section.
6. Locate the Litmos application and click “Remove” on the right side of the page. You may have multiple apps for the three regions we support so ensure all are removed if needed.

Notes on revoking Zoom Authorization:

Revoking authorization permanently removes our ability to call Zoom APIs for the purposes of creating an updating vILT sessions using Zoom meetings. Your existing sessions will remain intact but we will not update the Launch URL for the host meaning you will need to sign in when launching sessions. You will also no longer have the ability to get session attendance requiring you to do so manually when marking the particular ILT session.

We do not currently use the Zoom API to fully remove our app from your Zoom account, please ensure you proceed with steps 3-6 above to fully remove us from your Zoom account. We are planning to make this improvement to fully remove when the authorization is revoked and will update this document as we complete it. For now the manual process entirely removes authorization.

To access a Zoom Meetings as a Learner

1. While viewing the Learner view, find the session you’re registered to under “Your Registered Sessions”, or, view “Available Sessions” and register to the Zoom training session.
2. Select the “Launch Zoom Training” link:

Important Note: Due to the requirements of Zoom, all learners who use the Zoom link must have an email address. This email address must be unique to successfully register to a Zoom meeting and access the web-conference link in Litmos. If users don’t have a unique email address, it can cause issues while updating their attendance and may not mark a user attended for the session.

Important Note:

• If the Use Personal Meeting ID (PMI) is enabled in the Zoom account, then we’ll see two problems with the Zoom type session in Litmos so it is recommended to leave this setting disabled in the Zoom account.
  • Attempt to register the user to the session from Admin view will throw an error “The email is required to register at Zoom. Register failed at Zoom.”
  • User will not see the Launch URL in the learner view after they are registered to the session.

• The registration setting must not be disabled in the Zoom session otherwise the user will not be registered in Zoom properly and in Litmos the user will not see the Launch URL to join the session. By default, this field will be enabled when a session is created in Litmos.

• In addition, the following is a list of points to look for when creating a Zoom type session in Litmos.
  • Only Licensed Zoom accounts should be used to create a Zoom session in Litmos.
  • Attempt to get the attendance should be made only after the meeting has ended.
  • If the same meeting has been started multiple times, it may cause some discrepancies and may not update the attendance of the users properly. It is advised that the meeting should not end/start several times.