Overview
When sessions are contained in a schedule in Oases it is possible for you to set Oases to create meeting spaces automatically with Pencil Spaces or Lessonspace.
If sessions are made one by one (not using a schedule) the online meeting is created manually.
Article Sections
- Create Online Meeting Spaces from a Schedule
- Automatic Online Meeting Creation
- Create a Meeting from a Stand Alone Session
- How it Works
- Inside Pencil Spaces
- Inside Lessonspace
- Working from TutorPlace
- Adding an Extra Student to a Session
- Meeting Recordings
- Data in Custom Reports
- Transcripts
Create Online Meeting Spaces from a Schedule
1. If you created the sessions in the schedule by using Create Multiple Sessions you can create the online meetings too.
2. In the Schedule, open Create Multiple Sessions. Check the slider in the Create Online Meetings check box - at the time of creating the schedule or as a later edit.
PLEASE NOTE If you have added sessions to the schedule by Linking an existing session (Org LS) of adding a Single Session (Org SS) or the tutor created and added the session from TutorPlace (Org TP) the online meetings will need to be created individually in those sessions.
3. Press Add to Schedule if a new schedule or Update Schedule if an edit.
4. The online meeting space has been created and the individual meetings are now on standby. In the session the meeting will be a clock icon. Hover over it to see the status that Oases will activate this pending meeting when the session reminder is sent.
5. Oases will activate the meeting and send the link to the student and/or the tutor with the regular session reminder. Be sure to include the integrated meeting instructions macro in the reminder templates.
6. Nothing more needs to be done. Oases will activate the meetings with the reminders.
VISIBILITY IN PENCIL SPACES
The meeting is named after the schedule and session number. Or just the session number for individual sessions that are not created by a schedule.
VISIBILITY IN LESSONSPACE - If the meetings are created by a schedule there will be a corresponding Space created in Lessonspace, named after the schedule number. Individual records of sessions are added to this space when they have taken place.
Automatic Online Meeting Creation
7. If you have set a session type for Auto Meetings you don't need to do anything in the schedule if the schedule is created with that session type. You don't need to press the Create Online Meetings.
8. The sessions in the schedule will be created with the standard blue people icon and the meeting will be created by Oases in your default meeting platform when the session reminders are sent out. Therefore, this feature must be used with a session reminder set to go to at least one record connected to the schedule. Either the tutor, the student or the customer linked to the student on the sessions.
Create a Meeting from a Stand Alone Session
9. Press the People icon under the student/s to create an Online Meeting.
10. The People icon for the meeting will turn green.
11. Per point 8 if you create a session using a session type that is set to automatic Lessonspace meeting creation you don't need to create the meeting in advance. Oases will create the meeting when the session reminders are sent to at least one record connected to the session.
How it Works
12. The tutor can launch the meeting from inside the session in TutorPlace or from the link sent with the session reminder. If the tutor is also an Admin/Coord or LeadTeacher and not working from TutorPlace launching the meeting is the same. Either from the reminder or the session by pressing the people icon.
Inside Pencil Spaces
13. On the homepage is a list of meetings.
14. Press on the meeting name for more info.
Inside Lessonspace
15. If the meeting was created from a standalone session the space will be named with the Oases session number. To find a standalone session press Sessions in the main menu and search on the session number.
16. If a meeting space is for a session that belongs to a schedule a space will be created with the number of the schedule. When joining from any session in the schedule the meeting space will be the same and all previous boards are saved.
17. To find a schedule, press Spaces in the main menu and search for the schedule number.
18. Open the meeting space to view completed sessions by pressing on the 3 dots and select View Sessions.
Working from TutorPlace
19. In TutorPlace the meeting is created for a stand alone session by pressing on the blue people icon to create the meeting and then pressing the green icon to enter meeting.
Adding an Extra Student to a Session
20. If you add an additional student to a session after the meeting is active (green meeting icon), the student name will be red. Press Generate links.
21. If no further reminders are set to be sent to the student Press Email Student or Email Parent for your new link.
Meeting Recordings
22. As well as being available via your online meeting login, if a recording is present after the l meeting took place, a link will be visible in the meeting area in the session.
23. If your customers login via your branded MarketPlace Customer login the recordings will also be available in the student session list and calendar session.
Data in Custom Reports
24. The Session Custom Report area contains information to build a report on Online Meetings in Sessions.
The available fields are:
- Online Meeting Scheduled - Where the associated Schedule is set to Create Online Meetings.
- Lessonspace Meeting Created - Where the meeting in the session is Green and activated.
- Lessonspace Recording Linked - Where the recording has been linked to Oases. Note you need to open the session after the meeting has taken place for Oases to link an available recording.
Returning results as follows when selected to show a single schedule:
Note session 100210 in the example below has a meeting on standby that has not been activated or created yet as in the future.
Transcripts
Available via Pencil Spaces
Paid Lessonspace Service - No additional Oases fees.
25. Lessonspace can transcribe the audio from sessions and the written transcript can be viewed from the Oases session.
26. To Note:
- Lessonspace charges extra for this service. Documentation states there will be a cost of 0.001 USD per participant transcribed minute. A one hour session with two participants would be around 12c.
- Transcripts must be turned on in your Lessonspace account.
- There must be at least 2 attendees on the Lessonspace meeting.
- There must be at least 2.5 mins (150 seconds) of audio.
- Transcription can take up to 6 hours post session to be available.
- This is either on or off and will apply to all Lessonspace meetings created from Oases.
27. Switch on transcripts in your Lessonspace account by going to Settings > Addons.
28. Switch on transcriptions in Oases.
Go to: Setup > Company > Config Settings > System > Transcribe Meetings > Change to Enabled > Apply Changes.
29. When the transcription is available it will appear in your Oases session.
Link To
OM01. Working with Lessonspace & Pencil Spaces or Switching online meeting platforms
OM02. (LP04) Update Reminder Email Templates for Lessonspace & Pencil Spaces Whiteboard Links
PS01 Pencil Spaces White Board & Virtual Classroom
PS02. Link Pencil Spaces Whiteboard with Oases
LP01. Lessonspace Virtual Classroom
LP02. Link Lessonspace with Oases