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How do I create a conference in a course?

How do I create a conference in a course?

You can create a conference in a course to hold virtual office hours and speakers. Conference invitations are sent out when the conference is created. To alert invitees about upcoming conferences, you can create course events in the Calendar.

Conferences can be created with as many users as needed, though the recommended guideline is a limit of 100 users. You can create multiple conferences, which are listed in chronological order by the date they were created. The most recently created conference will appear at the top of the list.

Notes:

  • Creating a conference is a course permission. If you cannot create a conference, your institution has restricted this feature.
  • Users invited to a conference will not receive a notification in Canvas. However, depending on the user's notification settings, they may receive a notification via email, text, and/or push notifications. To notify users of a conference in Canvas, consider adding an announcement, assignment, or calendar event.
  • For more information on web conferencing options in Canvas, view Web Conferencing Resources.

Note: If your institution is likely to need more than 10 concurrent Conferences powered by BigBlueButton, consider upgrading to Premium BigBlueButton or exploring alternative conferencing solutions Canvas partners with, such as Zoom, Hangouts, Teams, and other video conferencing tools who are offering free or discounted services.

Open Conferences

Open Conferences

In Course Navigation, click the Conferences link.

Create New Conference

Create New Conference

Click the New Conference button.

Add Conference Details

Add Conference Details

To create a new conference, type a name for the conference in the Name field [1].

If you want to set a time limit on how long invited members are able to join the conference, enter the number of minutes in the Duration field [2]. The time limit will begin when the presenter starts the conference. Once the duration has expired, new participants will be unable to join and the conference will continue until the last person leaves the conference room or the conference organizer concludes the conference.

If you want to enable recording options for this conference, select the Enable recording for this conference checkbox [3].

If you don't want to set a time limit for the conference, you can create a long-running conference by selecting the No time limit (for long-running conferences) checkbox [4]. This option will remove the time limit in the duration field.

To create a description of your conference, type a description in the Description field [5].

Invite Course Members

Invite Course Members

You can add any user in your course to your conference. However, once a user has been invited, the user cannot be removed from the conference.

By default, all members in the course will be invited to the conference [1].

To remove all course observers from the conference invitation, select the Remove All Course Observer Members checkbox [2]. When this checkbox is selected all course members except observers are invited to the conference.

Note: Conferences can accommodate as many users as needed, though the recommended guideline is a limit of 100 users.

Select Individual Members

Select Individual Members

If you want to select specific members of your course, deselect the Invite All Course Members checkbox [1]. Select the checkbox(es) for the individual member(s) you would like to invite [2].

Update Conference

Update Conference

To save the conference settings, click the Update button.

Note: Students invited to a conference will not receive a notification in Canvas. However, depending on the student's notification settings, they may receive a notification via email, text, and/or push notifications. To notify students of a conference in Canvas, consider adding an announcement, assignment, or calendar event.

View Conference

View Conference

View your created conference.

Comments

Hi. Is it possible to invite students by section if I have several sections within my course? Thank you. 

@sheryl_velasque,

At this time, it is not possible to only invite a section to a conference without manually selecting each individual in that section. However, this is something that is currently being considered for future development by our product teams.

Cody

 

Is it possible to schedule a conference in advance.

@mccoyd there's not technically a scheduling function with conferences, but it's also kind of built in to the feature. When you create a conference, you can add information about when the conference begins in the description. The conference won't begin until you click the "Start" button, so you can create the conference in advance and it won't start until you want it to (i.e., the exact moment you click "Start"). Let us know if you have any other questions.

Thanks,

- Nathan

Is there a way to remove or not show the participants names in the conference?

 

Hi @respressb,

As far as I know, there's no way to remove/hide participant names in BigBlueButton (the conferencing tool found in the Conferences link in Course Navigation). However, I'd recommend looking through BBB's how-to documentation to see if it's possible.

Naomi

RE: "Note: If your institution is likely to need more than 10 concurrent Conferences powered by BigBlueButton"

Is there a way to tell how many conferences are running at once, or were at a specific time? 

What happens if that number goes over 10?  I had an instructor reach out and tell me they tried to start a conference and nothing happened, I'm wondering if this was the cause or there was some other issue. 

How are students notified that they have been invited to a Conference? Does the invitation go to their Inbox? What does the invitation say? Do students see anything on the left Navigation Bar that lets them know a Conference has started? 

@hmontgomery,

There isn't a way to view this in the Canvas UI, but you can reach out to your Canvas Admin or CSM to see if they can grab that information for you.

Cody 

@KimWhiteside,

If they have select to receive notifications in their Notification Preferences, they will receive a notification when the conference is ready. There is nothing that will display in the Global Navigation menu to inform users of new conferences.

Cody

This was very interested but it is difficult to do this.

@NIYITANGA2020,

We are glad you found this interesting. Could you please expand on what you find difficult about creating a conference?

Thanks,

Alli

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NOT your Canvas course.

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