Virtual Classroom | How to create and add a meeting

A Virtual Classroom is an integrated tool in Brightspace provided by Bongo. The Virtual Classroom allows lecturers and students to engage with each other through live stream video. Virtual Classroom provides an online environment for live lectures, discussion and group work. In Brightspace Virtual Classroom meetings can be created.

This article will show how to:

Please note that the maximum amount of users in the Virtual Classroom meeting is 150

Virtual Classroom is not recommended to record videos that you would like to use in multiple courses or over the years. This is because Virtual Classroom recordings cannot be copied. They are accessible only within the Brightspace course where they took place.

If you are looking for different tools to record lectures that you could reuse in future courses, please visit the Brightspace pageĀ What's up, What's new > Content > Available Tools >Ā Create recordings.

If you already have a recorded session in Virtual Classroom that you want to use in another course, please checkĀ Reusing Virtual Classroom recordings out of your course.

Creating a meeting

Virtual Classroom restrictions:

  • Maximum participants: 150
  • Maximum session time: 240 minutes
  • Maximum presentation file size: 30 MB
  • Maximum presentation slides: 200 (PDF format is recommended)
  • Maximum webcams at the same time: 10
  • Maximum breakout rooms: 8Ā 
via Content

Navigate to your course, in the green navigation bar,

1. Click onĀ Content

2. Select the (sub)module where the meeting link needs to be added

3. Click onĀ Existing Activities,Ā  a drop-down menu will appear, scroll down

4. Click onĀ Virtual Classroom

In the pop-up window Add Activity,

5. Click on Schedule meeting

Step 1 - Schedule meeting Virtual classroom

Scheduling a meeting

This action will open the pop-up window Add Activity, schedule the meeting by,

Step 2 - set up meeting Virtual Classroom
1. Filling in the Obligatory fields
  • Title - Give a name to the meeting
  • Date - to determine the day and time of the meeting
  • Max duration - to set the duration of the meeting (from 15 to 240 minutes)Ā 
2. Filling in the Optional fields

When creating a Virtual Classroom meeting, please make sure to select the option Invite Entire Class. Only then the meeting will be visible in the students' calendars. In case only a small group of participants need to attend the meeting, then restrictions can be set.

  • Start recording automatically - to record the meeting as soon as it starts. If deselected, the recording can manually start once you are inside the meeting
  • Publish recorded meeting - to publish the meeting recorded on the meeting page
  • Allow external participants - to allow external users (for example - external guest lecturers/speakers without a WUR account)
  • Invite entire class - to allow users from the course Classlist to enter the meeting (keep this option on)
  • Repeat weekly for - to generate a recurring meeting with the same settings (up to 15 weeks)
Click on Save

1. Click on Save

When creating a Virtual Classroom meeting via the Content, it will automatically be linked to the Content area

In the same pop-up window Add Activity, to add the newly created meeting to the Content area, Ā 

2. Click on the Title of the meetingĀ 

Step 3 - add meeting to content view

The pop-up window Add ActivityĀ will close, and the meeting will be added to the Content area

A topic will be created in the (sub)module's content.
via Course Tools

Navigate to your course, in the green navigation bar,

1. Click on Course Tools, a drop-down menu will appear

2. Click on Virtual Classroom

Adding Virtual Classroom meeting via Course Tools

Scheduling a meeting

This will open theĀ Virtual Classroom meetings homepage, on the bottom right corner,

3. Click on the + sign

Virtual Classroom meeting > Click on + sign at the bottom right corner

A pop-up windowĀ Schedule Meeting will appear,

Schedule Meeting pop-up window
1. Filling in the Obligatory fields
  • Title - Give a name to the meeting
  • Date - to determine the day of the meeting
  • Time - to determine the time of the meeting
  • Max duration - to set the duration of the meeting (from 15 to 240 minutes)Ā 
  • Repeat weekly for - to generate a recurring meeting with the same settings (up to 15 weeks)
2. Filling in the Optional fields

When creating a Virtual Classroom meeting, please make sure to select the option Invite Entire Class. Only then the meeting will be visible in the students' calendars. In case only a small group of participants need to attend the meeting, thenĀ restrictions can be set.

  • Automatically record meeting - to record the meeting as soon as it starts. If deselected, the recording can manually start once you are inside the meeting
  • Publish recorded meeting - to publish the meeting recorded on the meeting page
  • Allow external participants - to allow external users (for example - external guest lecturers/speakers without a WUR account)
  • Invite entire class - to allow users from the course Classlist to enter the meeting (keep this option on)

1. Click on Save

Click on Save

The pop-up window will close, and the Virtual Classroom meeting will appear in the section Active Meetings,

Contrary to adding a meeting from the Content, the Virtual Classroom meeting created via Course tools will not be added to the Content area

Newly created meeting appears in the Active Meetings overview
Adding Virtual Classroom to the Content area

In the green navigation bar,

1. Click onĀ Content

2. Select the (sub)module where the meeting link needs to be added

3. Click onĀ Existing Activities,Ā  a drop-down menu will appear, scroll down

4. Click onĀ Virtual Classroom

In the pop-up window Add Activity, under Class Meetings,

5. Click on the Title of the Virtual Classroom meetingĀ 

Pop-up window Add activity, click on Title of meeting

The pop-up window Add ActivityĀ will close, and the meeting will be added to the Content area

A topic will be created in the (sub)module's content.

As soon as the Virtual Classroom meeting has been created it will automatically be added to the Calendar

When editing the time of the Virtual Classroom it may create an additional calendar item, make sure to delete the unwanted Calendar item

Access meeting via Calendar

You now know how to create Virtual Classroom meetings in Brightspace!