Creating Conference Setup

Conference Set up can be done by the publisher,  school admin, and district admin. These user roles can select from the following conferencing tools during the setup process.

1. Google meet

2. Microsoft Teams

3. Zoom 

The tools selected during this setup process will be available to teachers and school admins while they are scheduling the event from the calendar feature. By default, only the creator of the conference setup can edit and delete the setup, however, the edits rights can also role configurable as per publisher requirements.

Follow the below steps to complete conference setup for Google Meet, Microsoft Team and Zoom-

1. Log in to the portal.

2. Click "Setting" on the left-hand side panel.

3. Click "Conference setting" in the sub-menu.

4. Click the "Add conference" button. 

5. You will see an "Add School conference" pop-up on the page. Add the below details-

1. Title- Enter the title of the conference. User can input 50 characters in this field.

2. Conference tool-type- Select the conference tool-type from the options provided in the drop-down- Google meet, Microsoft teams, Zoom. 

The tools selected during this setup will be available to teachers and school admin while they are scheduling the event from the calendar feature. 

3. Client ID and secret - Follow the below steps to generate the client and Secret ID

    1. Create the developer account on Google/Microsoft (Azure)/Zoom 

    2. Create and publish the app. 

    3. Copy the Auth URL from the conference set up pop-up and whitelist on the app created in the previous step.

5. Auth URL - This will be autogenerated after selecting the conference tool type in the conference pop-up and will be used in step 3.

6. Enter school domain- Enter the valid school domain and press "Enter". Teachers and school admin can add the conference link using this school domain at the time of creating the event. Multiple school domains can also be added at this step.

If the school domain is already added during the school creation step, then the same domain will be auto-populated in this field.

6. Click "Save" to confirm the conference setup.

Follow the below steps to create a new event using the calendar feature

1. Log in to the portal.

2. Click "Calendar" on the left-hand side menu.

3. Click "Create New."

Once you click on the "Create New" option, you will see a pop-up that appears to set the virtual class as shown below.

4. Add event title and description - The pop-up will have an option to add the title and description of the meeting. 

5. Color code event - You can select different color codes for different events.

6. All-day feature  -  You can toggle  "All Day" if you want to schedule a day-long meeting or select the custom start and end date with time. If you select the custom tab, you can manually mark the dates on which the meeting will take place.

6. You can add the number of times the repetition should occur for the event from the "Repeat" dropdown. You can choose from four options: Daily, Weekly, Monthly, and never in the "Repeat" dropdown menu.

7. Add attendees -  An entire class or group or individual user (including student, teacher, school admin of that school) rostered on MagicBox can be invited to attend the virtual class. You can select the attendees from the dropdown menu.  

The attendees will also receive an auto-generated email with the meeting link.

8. You can add Google Meet /Microsoft team/Zoom meeting link by clicking on the links provided in the pop-up using the following steps-

Note- Links to the conferencing tool will be visible in the above pop-up if the respective conference tool setup is done.

Example- To set up the Zoom meeting link-

1. Click on the "Add Zoom" link in the pop-up. You will be redirected to Zoom sign-in page.

2. Enter the zoom credentials from which the invite will be sent to the attendees.

3. Click Sign In.

You will be redirected to the MagicBox platform and a zoom meeting link will be added to the event pop-up.

9. Click "Save" to save and send the invite to the attendees. 

Once the changes are saved, the meeting invite can be seen on the attendee's calendar and they will also receive an auto-generated email having the meeting link through which they can attend the meeting/event. They can click on the link and take the virtual class from within the platform.