Scheduling a Zoom Meeting in Navigate360

Faculty and staff can create a Zoom room, add the location to MavCONNECT, update a previously scheduled meeting to the Zoom location, host the Zoom meeting, and log meeting notes in MavCONNECT.

Overview

This article outlines how faculty and staff can create a Zoom room, add the location to MavCONNECT, update a previously scheduled meeting to the Zoom location, host the Zoom meeting, and log meeting notes in MavCONNECT.

Schedule a Zoom meeting in Navigate360.

Instructions

Set up your personal Zoom room

Step 1 - Find and configure your Zoom room by logging in to Zoom using your StarID and StarID password.

Step 2 - Click Meetings in the menu

Step 3 - Click Personal Meeting Room

Step 4 - Scroll to the bottom of the Personal Meeting Room page and click Edit this Meeting

Step 5 - Under Meeting Password, make sure the Require meeting password option is unchecked

Step 6 - Under Video, select on if you would like video to start automatically for you (the host) and/or the participants

Step 7 - Under Audio, make sure Both is selected

Step 8 - Under Meeting Options, make sure Enable join before host is unchecked. If you might host back-to-back appointments and don’t want the next participant to join before the previous appointment has ended, check Enable waiting room.

Step 9 - Scroll to the bottom of the page and click Save. This will return you to your Personal Meeting Room section.

Get your Zoom room meeting information

Step 1 - In the Personal Meeting Room section, locate the line labeled Join URL

Step 2 - Click the Copy the invitation link

Step 3 - In the dialog box, copy the Meeting URL, Meeting Phone Number, and Meeting ID. You'll add this information to MavCONNECT in the next section.

Add your Zoom room as a location in MavCONNECT

Step 1 - Log in to MavCONNECT

Step 2 - Click on the triple-bar navigation menu

Step 3 - Click on your name

Step 4 - Click on Appointment Preferences

Step 5 - Under My Locations, click the add symbol to Add Location

Step 6 - Under Type, select Online

Step 7 - Enter a name, like Zoom Room 

Step 8 - In the Instructions box, enter the Zoom URL, phone number, and meeting ID. Note: There is a 100-character limit for this text box

Step 9 - Click Save

Update meeting locations in previously scheduled appointments or office hour blocks

If you need to change scheduled meetings from a physical location to this Zoom room:

Step 1 - Log in to MavCONNECT

Step 2 - Click on the triple-bar navigation menu

Step 3 - Click Appointments

Step 4 - Locate the relevant meeting

Step 5 - Hover over the calendar icon to bring up a dialog box

Step 6 - Click Edit

Step 7 - This opens the Edit Appointment dialog box

Step 8 - Under Where, select your Zoom room from the dropdown menu

Step 9 - Click Submit. MavCONNECT will send both you and the student an updated .ics calendar invitation containing the new location information.

Host the meeting via Zoom

Step 1 - When it’s time to host your appointment, locate your meeting on your Outlook calendar

Step 2 - Double click the meeting to open the meeting details

Step 3 - Click the URL for your Zoom room

Step 4 - If you have never used Zoom from your device before, you may need to allow a browser extension to install

Step 5 - Select how you would like to connect your own audio for this meeting. If using your computer audio, select Computer Audio and Join with Computer Audio. If you are not certain your computer speakers and microphone work, select Phone Call and use a phone to dial into your own meeting. Enter your Participant ID when prompted to connect your audio to yourself in Zoom.

Step 6 - When a student joins your meeting, they will be put in a waiting room and on hold. You will receive a notification in Zoom that the student is waiting.

Step 7 - Click Admit to allow the student into your meeting. Learn more about managing your appointments using Zoom’s waiting room feature.

Document appointment outcomes

To effectively support students, always log your meeting notes in MavCONNECT:

Step 1 - Navigate to the relevant appointment in MavCONNECT

Step 2 - Hover over the Edit Appointment icon and select Outcomes

Step 3 - Enter your appointment notes in the comments box

Step 4 - Click Submit

Outcome

Navigate360 is managed by the Department of Student Success and a team of System Administrators. To contact the Navigate360 system administrators, email mavconnect@mnsu.edu.