Update: Publish a Virtual Meeting URL

Module: Academics
Effective: March 27, 2020
Action Required: None.
Action Recommended: Add Zoom links (or links to whatever system you use) to class records.

Summary

As we are all going online and engaging in remote learning, we have heard from many of you that connecting the Veracross learning management system (LMS) to your Zoom rooms (or whatever virtual meeting platform you use) would be very helpful. We have fast-tracked this new feature and are happy to release it today!

  • Add a URL to the new "Virtual Meeting URL" field on a class record in Axiom.
  • Teachers can add their own link(s) and control the display for each of their classes right in the LMS.
  • The link is visible (if you choose) in the student and faculty daily schedule feature of the portal. 

The Details

The new "Virtual Meeting URL" field is available right on the General tab of class detail screens.


  • You can enter a URL for each class or pull the field into a query to batch update if the same link applies across multiple classes.
  • The URL can point to any platform: Zoom, a Google class or hangout, Skype, anything at all.
  • You do not have to display the URL in the portal. See next screenshot.

Set this new configuration option to "true" to display the URL in the student/faculty schedule feature of the portal. 


  • This enables you to track URLs for your classes and separately choose to display them in the portal.
  • Update this field one at a time or you can pull it into a query to batch update, e.g., if you add all the URLs and then want to publish them all at once.

Teachers can supply their own virtual meeting URL right on the Settings tab of their class LMS.


  • Teachers can supply their own URL for each class and choose whether to display it. 
  • Teachers cannot batch update the URL or the Display field for all of their classes at once via the portal, so you could potentially have teachers add their own meeting URLs and then batch update the Display field to "Yes" in Axiom when you are ready to "turn on the feature" in portals.

The daily student schedule with the Virtual Meeting URL displayed.

The daily faculty schedule with the Virtual Meeting URL displayed.

  • The remote learning URLs are displayed in the "daily student/faculty schedule" feature of the student and teacher portals. 
  • Read more about the daily student schedule feature. In brief, to give access to the feature, add a button in the portal using the portal shortcut links:
    • faculty portal: {system:faculty_daily_schedule}
    • student portal: {system:daily_schedule}

Workflow: Batch Updating via Axiom

In addition to the class-specific settings in the LMS, you can elect to populate the new Virtual Meeting URL field on behalf of your teachers in batch via Axiom. Here are the steps required:

1. Start with the Class Configuration Query Template

The new Virtual Meeting URL field is available in any query built on the Class query template (Find Classes) as well as queries built on the Class Configuration query template (Find Class Configuration). It’s located under Portals Configuration (screenshot below). Using the Class Configuration query template allows you to update the Virtual Meeting URL field and its display status at the same time. An example query is linked below in step 2.

On a side note, the search bar in the upper left of the query design screen will allow you to find any field available in a specific query template (you can tell what query template you’re working with by looking at the dropdown box in the bottom left of the query design screen) – this is usually the quickest way to find a field that isn’t in the General category (second screenshot below).

2. Design Your Query

Pull whatever fields you want into your new query - here's an example query

In the example, we've added the Virtual Meeting URL field to the query and specified the Description field as: is display_virtual_meeting_url

We've also subtotaled by teacher, which allows you to batch update by teacher (if they use the same link for all their classes) by clicking one checkbox instead of going through every class one-by-one. To select all the classes for an individual teacher, just click on the checkbox next to the subtotal header row with their name on it (screenshot below).

3. Batch Update

Once you've selected all of the classes you want to update with the same Virtual Meeting URL, click on the action menu (lightning bolt), select Batch Update Records, select the Virtual Meeting URL field, paste in the meeting link, and click update. 

If you intend to add the links and make them visible, you can stack updates to both the Virtual Meeting URL field and the Value field (false = hide, true = display) simultaneously in the batch update action (see below).

After the batch update has been completed, repeat as needed for your other teachers.