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If you’re new to Zoom, start here – we run through how to access the UTS sign-in for Zoom, plus how to schedule and start meetings.
Accessing Zoom at UTS
All staff and students at UTS have automatic access to a Zoom premium account without needing to sign up. Premium access has more features than a free Zoom account, so it’s important to log in correctly to ensure you have full access to all features in UTS Zoom and to ensure you have a seamless Zoom experience. If you don’t follow these instructions, for example, when you join meetings as a participant, you will be placed in waiting rooms, and not allocated to breakout rooms.
To begin, you should access your UTS Zoom account on a laptop or computer through the UTS Zoom site using the following instructions. If you are using a mobile device, follow the instructions for using the Zoom mobile app.
Navigate to the UTS Zoom site at utsmeet.zoom.us. and select ‘Log in’.
Enter your UTS staff ID and password. Select ‘Submit’.
Your UTS Zoom account will appear as in the screenshot below, with your personal account information in the black spaces.
When you start or join a Zoom meeting, you will see the screen below. You can either join the meeting in your browser window, or download the Zoom desktop application to your computer.
- Select ‘Click here’, then ‘Start from your browser’ to join the meeting in your browser window. The Zoom browser client functions best on Chrome.
- Select ‘Download and run Zoom’ to start downloading the Zoom desktop application.
- Select ‘Open zoom.us‘ if you already have the application on your computer.
If you download the Zoom desktop application to your computer, it is still recommended to keep accessing Zoom through the UTS Zoom site. You will receive a prompt to open the application when you join a meeting. If you want to access your account directly through the Zoom desktop application, follow the instructions at the bottom of this page on how to correctly use the single sign-on (SSO) login.
To maximise security, users will no longer be able to change their name in Zoom. For staff, your Zoom profile name will be taken from your ‘preferred name’ in Neo. To add or update your preferred name, send a request to hrclientservices@uts.edu.au. For students, their display name will be taken from their preferred name in CASS.
If you want to allow students to change their name in your meeting, use the security tab in the meeting navigation menu to allow temporary name changes.
Scheduling a meeting
Go to ‘Schedule a Meeting’ and fill in the details of your meeting. The default settings in the ‘Meeting Options’ section have been adjusted to keep your meeting secure and prevent disruption. Options that are faded out have been locked and cannot be changed.
If you would like multiple people to be able to host the event (ie. different tutors for the subject) make sure you enter their email in the ‘Alternative Hosts’ field.
Once you have saved the meeting, you will be able to get an invite link. In the meeting page, click ‘Copy the invitation’. A pop-up will appear. Click ‘Copy meeting invitation’ to copy the text.
The invitation can now be distributed to students via a Canvas announcement. Alternatively, you can include the invitation in an email to students who won’t be physically present in the class.
You can also schedule a Zoom meeting through your subject site on Canvas – see the Using Zoom in Canvas resource.
Zoom guide for students
Download and share this Zoom guide for students with your students before a meeting. It covers all the basics like setting up Zoom, joining a Zoom meeting, and interacting with other participants in Zoom.
Schedule a recurring meeting
- Navigate to UTS Zoom. Login using your UTS staff credentials.
- Select ‘Schedule a Meeting’.
- Enter the meeting title and description. Select the date and time of the first meeting in the series of meetings, and the duration of the meeting.
Select the ‘Recurring meeting’ box and fill how often you want the meeting to recur and for how long. Selecting ‘No fixed time’ will create a meeting link that can be used at any time on multiple different occasions (for example for a meeting that changes time every week).
Fill in the rest of the meeting details. Note that the default settings in the ‘Meeting options’ section have been adjusted to help your meeting run smoothly and securely. Select ‘Save’.
See the Zoom help page on scheduling recurring meetings to follow instructions for mobile devices.
Starting an instant meeting as a host
Unless you check the ‘Enable join before host’ option when you schedule it, participants can only join your scheduled meeting when you or an alternative host have started it.
Navigate to the UTS Zoom site – you must sign in using your UTS credentials to access all host controls. Select ‘Meetings’ in the left-hand navigation menu. All of your upcoming Zoom meetings will appear in a list – select ‘Start’ next to the meeting you want to begin.
The meeting will start when the Zoom application launches.
The microphone and video options are at the bottom left of the screen. Your microphone and camera are active when the icons appear in grey as below:
Click on the icons to turn your microphone and camera on or off. The microphone and camera are off when the icons appear with a red strikethrough line:
Select ‘Manage Participants’ to view a list of participants who have joined the meeting.
While having a video feed is important for building community online, it can strain bandwidth. Consider getting students to switch off their video when not actively participating.
Starting an instant meeting as a host
Navigate to the UTS Zoom site and sgn in using your UTS credentials. Select the ‘Host a meeting’ dropdown from the top navigation menu. Select an option for using video, no video, or screen share only in your meeting.
Your meeting will start when the Zoom application launches. Select ‘Copy link’ under the Invitation URL section. Send the link to participants to allow them to join the meeting.
As above, check whether your microphone and camera are on or off. Then select ‘Manage Participants’ to view a list of participants who have joined the meeting.
Having issues with your audio or video?
Check out these Zoom guides:
Joining a meeting as a participant
- The host of the meeting should provide you with a URL and/or meeting ID. If a URL is provided, follow the link to enter the meeting. If only a meeting ID is provided, move onto the next step.
- Navigate to the UTS Zoom site. Sign in using your UTS credentials.
- Select ‘Join a meeting’ from the top navigation menu.
- Enter the meeting ID into the text box. Select ‘Join’.
- You will enter the meeting when the Zoom application launches.