Create & Manage Google Meet Events

Once a Google account has authorized the Intellum platform, the ability to create Google Meet events in the platform is available to all users with permission to create platform events - including admin and activity facilitators.

This article walks you through creating a Google Meet event in the platform as an admin, instructor, and facilitator. It follows up with information on managing Google Meet events.

Things to note:

• Google Meet events can only be created after the integration is successfully set up. Existing events cannot be made Google Meet events.
• Google Meet events created in the Intellum platform must be managed in the platform. Direct changes to a Google Meet and/or event in Google Calendar will not sync to Intellum.
• Enrollments in Google Meet events created in the Intellum platform must be managed in the platform. Direct changes to a Google Meet and/or event in Google Calendar will not sync to Intellum.
• An unlimited number of simultaneous Google Meet events can be created in your G Suite domain. Users can participate in several meetings at the same time.

Admin experience

Admin can find Google Meet available as an event Type on the New Event page.

Follow these steps to create a Google Meet event:

1. Create a New Event by adding an event to a new or existing scheduled activity.
2. Fill in the event details - the event's name, start time, and end time (based on the duration you set) will be used to create your BlueJeans meeting.
3. Select Google Meet as the event Type.
4. Add further information to the event - as needed.
5. Click Save to create the Google Meet event.

Instructor & Facilitator experience

You can make platform users Instructors or Event Facilitators for the Google Meet events you create in the platform.

You can make learners Activity Facilitators to give them permission to create new Google Meet events for scheduled activities.

Heads up!

Google Meet meetings do not offer host capabilities. Instructors and/or facilitators added to Google Meet events are not granted any specific permissions to control the Google Meet meeting or attendees.

Instructors & Event Facilitators

When you assign one or more Instructors or Event Facilitators to a Google Meet event:

• The user is enrolled in and invited to the event
• The user is added as a Guest to the event in Google Calendar
• The user is given facilitator access in the Intellum platform to manage the resources and participants, as well as the date, time, and duration details, for that event

Facilitators manage events through the My Events tab in the Intellum platform - see below:

Changes to Google Meet events by a facilitator in the Intellum platform are immediately reflected on the event in the Intellum platform and in Google Calendars.

Activity facilitators

Activity facilitators will find Google Meet available as an event type on the New Event page when they add an event through My Events in the platform.

Follow these steps to add a Google Meet event as an activity facilitator:

1. Navigate to Events.
2. Select the My Events tab.
3. Click New Event to add a new event
4. Fill in the event details - the event's name, start time, and end time (based on the duration you set) will be used to create your BlueJeans meeting.
5. Select Google Meet as the Type.
6. Add further information to the event - as needed.
7. Click Save to create the Google Meet event.

When an activity facilitator creates a new Google Meet event:

• The user is enrolled in and invited to the event
• The user is added as a Guest to the event in Google Calendar
• The user is given facilitator access in the Intellum platform to manage the resources and participants, as well as the date, time, and duration details, for that event

Edit Google Meet event settings

After a Google Meet event is created, an Edit Settings link is added to event pages in the platform. This link offers direct access to the settings of the event in Google Calendar.

Review the event for any needed changes or additions to the Google Meet event in Google Calendar. Follow up in the Intellum platform if you need to make any changes to an event's:

• Date
• Time/Timezone
• Participants (Guests)

Please note: changes to the event date, time, or Guests made in Google Calendar will not be synced back to the Intellum platform.

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