Canvas - TechConnect Zoom Appointments - Instructor Guide: Scheduling, Recording, and Reports

Instructors can offer private 1:1 meetings with students for office hours, counseling, tutoring or other private meetings using the Zoom Appointments feature.  Note that offered schedules and booked appointments will only appear on the Appointments page.

Create a Schedule of Available Appointments

• In the course, click the TechConnect tool >Appointments > +Create Schedule.
• Select Days for appointment offerings.
• Enter Select time for the total time period of the offered appointments that day.
• Click the + sign to the right of the Select time fields if offering multiple times on the same day, or to allow for a break period (see below).
• To allow for a break between appointments, see the example below.
• Or, to offer the same time period for each day, check Follow the same schedule each day. 
• Check End repeat and enter Select date for the last date of the series.
• Duration is how long each appointment slot will last. 
• Use Event Name to describe the type of appointment, i.e., grade review.
• Event Description to add comments regarding the appointment.
• Check Apply schedule to all courses if you teach more than one course, and want all students in all courses to have access to the same appointment schedule.
• Click Create to finalize the schedule.
• The offered schedule appears on the Appointments tab > My Schedules. 
• Confirming details are emailed to both the student and instructor. 

Schedule Breaks Between Appointments 

• Schedule the first time slot, click the + icon to add another time period. 
• Start the next slot with the start time after the break, for example break time is                            between 2:00 pm - 2:30 pm:
  

Schedule a Series

To offer appointments over a period of days:

• Create Schedule
• Select Days
• Select End repeat on <enter the last date in the series>.
• Check Apply schedule to all courses if appropriate - this is courses where you are a teacher.

If a holiday falls during the series dates, you will need to schedule multiple series, a second series for the week minus the holiday is a separate series, etc.

Important Note: The Zoom Appointment feature does not currently offer:

• The ability to edit a series to delete a date.  
• The ability to select a start date.  The system will assume the next calendar date for the first day you selected.

Booked Appointments

• When a student books an appointment, it will appear on the Upcoming Events tab.   
• Booked appointments will only appear on the Upcoming Events tab where the instructor will Start the meeting.  The student will Join the meeting from the Upcoming Events page.

Recording Appointments

Caution should be taken before recording an appointment. To protect privacy, recordings do not populate on the Cloud Recordings page.

Recordings made during an Appointment can be shared in the course by importing the meeting into the course:

1. Copy the meeting ID from the Previous Meetings tab.
2. Click the ellipses on the top right, select Import meeting, enter the Meeting ID and click Import.
3. The recording will be unpublished until the instructor toggles to Publish the recording for all students to view.

Reports

Reports after a scheduled Appointment are not available in Canvas; report data is available in your website Zoom account.   To obtain attendance reports from the appointment, navigate on the left to Reports > Usage Reports > Usage; locate the event then click on the number in the Participants column.