Create and manage a Virtual Classroom

Select Training on the Adobe Connect Central home and select New Virtual Classroom.

Enter the following details:

• Name (Required): Enter a unique name for the Virtual Classroom. This name will be visible to learners and used for identification in Adobe Connect.
• Classroom ID: A unique identifier for the Virtual Classroom. If left blank, Adobe Connect will generate an ID automatically.
• Custom URL: Specify a custom URL for the Virtual Classroom, using only alphanumeric characters and hyphens. If left blank, a system-generated URL will be assigned.
• Summary: Provide a brief description of the Virtual Classroom (maximum 4000 characters). This summary helps learners understand the purpose of the session.
• Start Time: Select the date and time when the Virtual Classroom session will begin.
• Duration: Specify the length of the Virtual Classroom session in hours and minutes.
• Select Template: Choose a predefined room template from the list. Templates help standardize classroom settings and layout. View Templates in Adobe Connect for more information.
• Language: Select the default language for the Virtual Classroom interface.

Add the following access settings:

• Enrolled students may enter the room: Only users who are enrolled in the training course can join the Virtual Classroom.
• Account members may enter the room: Any user with an account in the Adobe Connect system can enter the room.
• Account members may enter the room without host being present: Allows account members to access the room even if the host is not present.
• Accepted guests may enter the room: Permits guests who have been approved by the host to join the Virtual Classroom.
• Anyone who has the URL for the Virtual Classroom can enter the room: Grants open access to anyone with the classroom URL, regardless of enrollment status.
• Users must enter room passcode: Adds an extra layer of security by requiring a passcode to enter the Virtual Classroom. If enabled, specify the passcode in the provided field.

Select the following enhanced AV and recording settings:

• Enable: Activating this option improves the audio and video quality in Virtual Classrooms. Attendees can join from a browser, the desktop application, or the latest mobile apps.

• Anonymize Recordings
  • Recordings not anonymized: Attendee names will be displayed in the Attendee, Chat, and Q&A pods during playback.
  • Anonymize all recordings: All attendee names in the Attendee, Chat, and Q&A pods will be replaced with anonymous labels in the recording.
  • Give Hosts the option to anonymize recordings: When starting a recording, hosts will see an option to anonymize attendee names in the Attendee, Chat, and Q&A pods.

Select Yes if you’d like attendees to join the meeting directly from a web browser without requiring the Adobe Connect desktop application.

Select Always Open in Browser to ensure that meetings open in a web browser, even if the Adobe Connect desktop application is installed.

Select Yes to allow attendees to join the meeting from the Adobe Connect mobile app on supported devices.

Type the region in the Region field. This field allows the organizer to specify a region or location associated with the meeting. This can help categorize or manage meetings based on geographical locations or organizational regions

Select Room suspended. This provides the following options:

• An advanced setting that temporarily blocks access to the Virtual Classroom or meeting room.
• When enabled, no users (including hosts) can enter the room.
• This is useful for making changes to the meeting template before attendees join.
• Once users have entered the room, this option can no longer be enabled.

Add the audio conference settings:

• Do not include any audio conference with this meeting: Select this option if you want the meeting to rely solely on VoIP (Voice over IP) for audio communication.
• Include this audio conference with this meeting: Enables an integrated audio conference for the meeting.
• Select Manage Audio Profiles to configure or select an existing audio profile.

• Include other audio conference with this meeting: Allows the meeting host to add an external audio conference instead of using Adobe Connect’s built-in VoIP or integrated conferencing.
  • Conference Number(s): The dial-in numbers for the audio conference, provided by the selected audio provider.
  • Moderator Code: A special access code for meeting hosts or moderators to control the conference.
  • Participant Code: The access code that attendees must use to join the audio conference.

Select Next to apply the changes.

Do one of the following:

• Select an enrollee or enrollee in the Available Users and Groups list and select Add. (Press Control-click or Shift-click to select multiple users or groups. To expand a group to select individual members, double-click the group name. Then select individual users.)
• Select an enrollee or enrollee in the Current Enrollees list and select Remove.

Select Next after adding participants to the Virtual Classroom.

Select a notification timing.

Edit the email subject and message text. To edit using runtime fields, copy the field name from the Run Time Fields list and paste it into the message subject or body. Do not change the runtime field text in curly brackets.

Select Next.

Select the reminder timing from the following:

• Disable Virtual Classroom reminders
• Send Virtual Classroom reminders: Select the Starting date when the first reminder will be sent. From the Recurrence dropdown, select how often you want the reminder to repeat:
  • Once
  • Daily
  • Weekly
  • Monthly
  • Annually

Configure the message details:

• From: The sender’s email address.
• Recipients: Select one of the following:
  • All enrollees
  • Specific email addresses (enter manually)

Compose the reminder message.

• Subject: Enter the email subject line (use variables like {name} to personalize the name of the course).
• Attach Calendar Event: Select the checkbox if you want to attach an iCal file for Outlook.

Customize the body of the email.

• Modify the default message if needed. The message will automatically include course details using variables like {name}, {course-id}, {description}, {start-date}, {end-date}, {time-zone}.
• A direct link to the course is also included.

Select Finish. The Virtual Classroom is now created.

From the Training tab in Adobe Connect Central, navigate to the folder containing the Virtual Classroom to convert.

In the Name list, select the checkbox next to the Virtual Classroom.

Select Move on the navigation bar. The name of the Virtual Classroom is displayed in the left column.

Select a folder.

Select Move.

From the Training tab in Adobe Connect Central, navigate to the Virtual Classroom you want to edit.

In the Name column, select a Virtual Classroom.

In the navigation bar, select Edit Information.

Edit the Virtual Classroom information and audio conference settings as required.

Select Save.

From the Training tab in Adobe Connect Central, navigate to the Virtual Classroom you want to edit.

In the Name column, select a Virtual Classroom.

Select Manage Courses.

Add or delete courses as required.

Select Save.

Select the Virtual Classroom to launch its information page.

Select Training Catalog Settings.

Select List in Training Catalog for Learner Self-Enrollment. This selection enables registered users to add themselves to the permission list for the course, curriculum, or Virtual Classroom in the Training Catalog

Do one of the following:

• Adobe Connect notifies enrollees of their status by email, when they self-enroll. Enable Catalog Notifications option works only when you select Enable Catalog Self-Enrollment.
• Select Enrollment Is Open to give all learners access to the course, curriculum, or Virtual Classroom.

Select Save.

Select the Virtual Classroom to launch its information page.

Select Reports. The default Summary report displays key Virtual Classroom metrics, including:

• Unique Sessions: Instances where a user joined and exited the classroom.
• Most Recent Session: The last time any invitee entered the classroom.
• Invited Users: Total number of people invited.
• Attended Users: Number of invitees who joined.
• Peak Users: Highest number of participants present at the same time.

Select the other report types to retrieve different information:

1. The By Attendees report lists the name and email address of each Virtual Classroom participant, as well as the time they entered the classroom and the time they left it.
2. The By Course report lists all courses embedded in the Virtual Classroom. Click the different embedded courses to view a list of the learners that have taken the course. If courses have been updated over time and there are multiple versions learners have viewed, the reports show which version each learner viewed.
3. The By Sessions report lists the start and end time of each session, the session number, and the number of attendees. Clicking the session number displays the participant list for this session, including participant name and entry and exist times for each participant.
4. The By Questions report lists each poll by session number, number, and question. You can drill down to two separate views by clicking the appropriate link under the Report column: “View answer distribution” displays a pie chart in which each answer is color-coded with a unique color. “View user responses” provides an answer key that lists each answer for this poll and its corresponding answer number; these numbers map to the pie chart. This option also shows a list of all the participants who responded in this poll and the number of the answers they selected (if the poll question allowed multiple responses, these are all shown for the user).
5. The By Quiz report lists quizzes taken by the attendees in a session.