After you create an Adobe Connect activity in your unit, you will need to make meeting rooms.

There are three different categories of meetings you can make:

  • Course Meetings - intended for online lectures, tutorials and other live or recorded learning events
  • Office Hours - if you would like to make yourself available online for students to drop in during certain times
  • Study Groups - where students can get together online independent of the lecturer.

Meeting rooms you create in your LEO unit will be accessible for as long as your unit exists in LEO. However, the External Tool activity and any meeting rooms you've made will not be duplicated when you roll over your unit - you will have to make a new External Tool and your meeting rooms again. For this reason, you should keep your meeting room setup simple and easy to reproduce.

How to create a new meeting room

  1. Click the Adobe Connect External Tool activity you created in your LEO unit to open it.
  2. Click the 'Add Meeting' button for the type of meeting room you would like to create:
    AC click add meeting
  3. Add your basic meeting information:
    • Give the meeting room a Name. You should try to include the unit code, year, semester and campus in the name (meeting room names in Adobe Connect must be unique).
    • Click the 'Select Template' dropdown box and choose a template if you wish (the Default Meeting Template is fine to start with - any meeting room layout can be modified to suit your purposes).
      Meeting room details with name and template selected
  4. Click the 'Save' button to finish and return to the meeting list.

You and your students can now join this meeting at any time by clicking the 'Join' button for that meeting.

About the Optional settings

In the image above, you will see a link titled 'Optional' just below the Name and Template settings. Click this link to expand some additional settings that you can make to your meeting:

ac optional settings
  • Custom URL: you can customise the web address for the meeting room when you first create it by typing in an address in the field here (it cannot be changed later).
  • Copy URL: you can copy the direct web address of this meeting room by clicking the 'Copy' button (indicated in the image above).
  • Start Time: you can set the date and time that the meeting will be happening (Note: this is purely informational as any meeting room may be accessed at any time regardless of start time or duration).
  • Duration: Set how long the meeting is intended to go for.
  • Access: determine how users can enter the room:
    • "Only registered users" - logged-in users in this unit can access this meeting room (no guests).
    • "Registered users and accepted guests" - logged-in users can log in and guests may also be accepted by the meeting host (recommended for online teaching).
    • "Anyone who has the URL for the meeting" - all users may enter this room at any time (recommended for live webinars).

How to edit your meeting settings

  1. From the meeting list, click the 'Cog' icon for that meeting and select 'Edit':
    ac edit meeting details
  2. You will be returned to the Meeting Information page, where you may modify your meeting room settings.
  3. Click the 'Save' button to finish and save your settings.

How to join a meeting room

In the Adobe Connect activity, all users can open the meeting room by clicking the 'Join' button:

join an adobe connect meeting room

If a student for some reason cannot access the Adobe Connect activity to click the 'Join' button, or perhaps you have someone not enrolled in the unit who needs to access the meeting room, you can retrieve the meeting room URL and provide it to them via email.

  1. Click the 'Edit' option from the cog icon dropdown, next to the meeting room you want the URL for:
    edit meeting room settings
  2. Click the 'Optional' dropdown to reveal more options.
  3. Click the 'Copy to Clipboard' icon next to the 'Custom URL' field.
  4. Highlight the text in the field and press Control+C (Command+C on Mac) to copy the URL
  5. Press 'OK' or 'Cancel' to close the dialogue box.
  6. Press Control+V (Command+V on Mac) to paste the address where you require it (into an email, URL activity, etc.)

You can click the 'Meetings List' link in the breadcrumbs to return to the list of meeting rooms.

Students can be upgraded to 'Hosts' or 'Presenters' during a meeting if necessary, or you can upgrade their role in the Participants editor in advance of your meeting:

  1. Click the 'Edit; option from the cog icon dropdown, next to the name of the meeting room.
  2. Click on the 'Participants' tab.
  3. Click on the name of the participant from the list on the right-hand side:
    choose a participant name
  4. Click and select a role from the 'Set User Role' dropdown list at the bottom of the page:
    Choose their role

By default, all lecturers are given Host permissions to meeting rooms, and students are given Participant permissions. Please note the settings below can vary slightly depending on which template is chosen for the meeting room.

  1. Click the 'Edit' option from the cog icon dropdown, next to the meeting room you would like to adjust.
    edit meeting room settings
  2. Click on the 'Participants' tab.
  3. Click the 'Add Guest' button at the bottom of the page.
  4. If the guest is not a staff member or student at ACU, you must complete the user information fields, then click 'Save' to register the guest account.
  5. If the additional guest is a staff member or student at ACU:
    1. Click the 'Add Existing User' link
    2. Type their name, ACU login or email address in the search box and click 'Search'
    3. Find the participant in the list and click their name
    4. Click the 'Save with Role' button and choose if you would like them to be 'Host', 'Presenter' or 'Participant' in the meeting room.

Learning & teaching

Please contact the Learning and Teaching Centre for professional development, resources and advice for your learning and teaching needs at ACU.

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