Using Cornerstone for Zoom Webinar

Zoom Webinars has been integrated with Cornerstone OnDemand Learning Suite to enable you to create webinars using Zoom as the webinar service within Cornerstone OnDemand Learning Suite®.

Prerequisites for using Cornerstone with Zoom Webinars

• Accounts for Professionals, Businesses, Education, and Enterprises

• Add-on for webinars

• On-Demand Learning account with Cornerstone Learning.

• In both Zoom and Cornerstone, you have administrative privileges.

• From the Cornerstone Edge Marketplace, you can download Zoom Video Webinars from the Zoom Video Webinars section.

• It has been approved for publication in the Zoom Marketplace for the Cornerstone Learning Suite for Zoom Webinars app.
  Note: Please contact your Zoom administrator if you do not have pre-approval for the app.

Known Limitations

• A person not logged into Zoom is not counted as an attendee in Cornerstone if they are not logged into Zoom during the meeting.

• There is a limit to how many Cornerstone environments can be integrated into a Zoom account at once. As long as your production environment and sandbox environment are separate, you will only be able to connect one of them at a time.

Installing the Zoom vILT Integration from Edge Marketplace

1. To access your Cornerstone account, you will need to log in.

2. When you click on Admin, Tools, Edge, and then Marketplace, you will be taken to the Edge Marketplace.

3. Zoom Video Webinars for Cornerstone Learning Suite can be found in the Zoom Video Webinars section of Cornerstone Learning Suite.

4. You will find an option to Create Integration when you click on it.

5. It is my understanding that you agree to the following terms and conditions.

6. Please click on Create Integration in order to start the process.
   As soon as the integration is installed, you will receive a notification letting you know that it has been successful.

7. To continue, click the Configure Now button.

Add the suite from Zoom Marketplace

1. When you are logged in to your Zoom account, you will be taken to the Zoom Marketplace.

2. Find the Cornerstone Learning Suite for Webinars app on the App Store and click it to install it.

3. Please contact your Zoom administrator if you do not have approval for this app to be installed on your account, if it is not already approved.

4. Then click on the Add button.

5. The app will ask for permissions and you will need to confirm those permissions.

6. The next steps will have to be carried out by an administrator assigned to your Cornerstone OnDemand account.
   Note: Upon adding Cornerstone Learning Suite for Webinars to your account, your admin will be able to configure the app for your account once the app is updated.

7. You will be redirected to a page where you will be able to configure the app once it has been added to your account. This setting should be copied and saved for later use so that it can be recalled.

Integrating the Cornerstone Learning Suite on Cornerstone

Multiple providers are supported by Cornerstone. In this way, users can take advantage of both Zoom and Cornerstone instances with a single instance of Zoom. In order to proceed with the integration process, open the vILT Connector Integration Guide posted on Cornerstone Online Help and log in as an administrator. Follow the steps in the guide to complete the integration.

Using the Cornerstone Learning Suite for Zoom Webinars

Cornerstone OnDemand needs to be configured in order to use Webinar Conferencing as part of the integration for future events and instructors, in order for the integration to work properly. This integration provides you with information about Instructors and Events, and a list of these can be found below.

Creating instructors

The instructor will be provisioned from your Zoom Account with a Webinars License as soon as you have created the instructor using the Cornerstone integration. As soon as the user receives a Zoom email, they will be invited to join the platform and they will be able to activate their account by clicking on the link in the email.
Note: Any users you create will need to be able to access a webinar license that is available at the time. This link for managing add-ons can be of assistance to you if you need to move or remove an add-on from a user’s account.

1. Select ILT then Vendors & Instructors from the navigation bar at the top of the page.

2. The Zoom vILT vendor can be found in Edge by searching for it and clicking on the link for the instructor (Cornerstone will create the Zoom vILT vendor when the Edge connector is installed and enabled).

3. Click the Add New Instructor button on the Instructors page.

4. The Zoom Video Webinars for Cornerstone Learning Suite are supported only by internal instructors and are not available through external instructors (external instructors can not be added as instructors through the Zoom Video Webinars). An email address and a first name are required for each user to access the website.

5. Make sure that the Active checkbox is checked.

6. Please click the Submit button.

Updating instructors

A webinar license can be added to a current instructor by updating the instructor’s information. A change in the email address of an instructor is not supported by the system.

1. You can find Vendors & Instructors by clicking on the ILT section in the navigation bar

2. The Zoom vILT vendor can be found by searching for it on Zoom and clicking on the link for the instructor.

3. You can find your instructor on the Instructors page by searching for his or her name.

4. You can edit your instructor once you have located him or her.

5. On the Edit Instructor page, make the necessary changes and then click the Submit button.

Creating an event

1. To access Learning Catalog Management and Events & Sessions, click Admin, Tools, then Learning Catalog Management, then Tools.

2. Then click on Create New Event.

3. Add the desired properties to the Event. Choosing your virtual meeting vendor is as important as choosing a primary or secondary vendor.

4. Next, click here.

5. You can define which users can register and find your Event on the Availability tab.

6. Next, click here.

7. Alternatively, you can go to the Session Defaults tab to define pricing and training units.

8. You must define a minimum and maximum registration on the Session Defaults Tab. On this tab, you can fill in other fields as you wish.

9. Save the file.

Creating webinar sessions

The first instructor will be able to create a webinar within Zoom once a session is created in Cornerstone with the integration. Alternative hosts will be added for all other instructors. They will be able to access this webinar through Zoom Webinars.

1. To access Learning Catalog Management and Events & Sessions, click Admin, Tools, then Learning Catalog Management, then Tools.

2. In Step 2 above, search for the Event you created.

3. To view the event’s calendar, click on the icon.

4. In the New Session window, click Create.
   Note: You might be more comfortable reading this link as ‘Create New Zoom vILT Session’.

5. Choose the frequency of your Session on the Schedule Wizard tab.

6. Enter the details you want on the Part Schedule tab. During the instructor addition process, make sure you choose the instructor you added or edited in Step 1.

7. Save the part by clicking Save.

8. Details, Availability, Emails, and other details can be updated as needed

9. The Pricing tab is also available.

10. The Session will be created as soon as you click Save on the Summary tab.

Updating webinar sessions

Zoom Webinars will automatically receive information about your host, start time, date, and topic when you update them. A new webinar will be created if the current instructor is not the host of the webinar, and the previous webinar will be deleted if the host of the webinar changes.

1. In the navigation, click Admin, then Tools, then Learn Catalog Management, and then Events & Sessions, and then there will be a list of your events added.

2. In Step 2 above, you created an event that you can find by searching for it.

3. When you have found the event you are looking for, click on the Calendar icon.

4. In Step 3 above, you created a session that you would like to find.

5. The Session can be edited by clicking on the Edit icon.

6. If any details need to be updated, please click on the Save button.

Launching webinar sessions

 Cornerstone allows you to launch a webinar session as either a host, an alternative host, or as an attendee using the webinar session launcher.

Instructor Launch Session

1. To view your sessions, click the ILT tab in the navigation menu.

2. Find your session by searching for it and clicking the link for the time when it starts.
   The virtual meeting session will be launched as soon as this button is pressed.

User Launch Session

1. The transcript page can be accessed by navigating to the user’s profile

2. You can find the session on the Training Details page by searching for the session and clicking on it

3. Click on the Launch button.
   A virtual meeting session will be launched as soon as you click on this button.

Get Attendance

When a webinar session is created, this integration is used to obtain attendance from a webinar that has been created.
Note: Cornerstone will not be able to count the attendance of those attendees who are not logged into Zoom.

1. Click ILT in the navigation menu and then click Manage Events & Sessions to get started.

2. Find the session that you are looking for.

3. Under Session Options, you will find an icon called the Roster which you can click on.

4. Go to the Attendance and Scoring tab in the navigation bar.
   It is likely that Cornerstone wasn’t able to retrieve an attendee list from Zoom, if you do not see any attendees in this tab, which is why you don’t see any attendees listed. You can force Cornerstone to fetch the attendee list if 24 hours have passed since the end of the session by clicking the Update Roster button when 24 hours have passed since the session ended.

5. The updated roster can then be submitted by clicking the Submit Roster button to complete the session once the roster has been submitted.

How to remove the Cornerstone Learning Suite

1. Using the Edge Marketplace, turn off the Zoom Webinars for Cornerstone Learning Suite so no more webinars will be held.

2. The Zoom Marketplace can be accessed by logging into your Zoom account and selecting the Marketplace tab.

3. Using the Manage > Apps menu, you can browse to your added apps and search for Cornerstone Learning Suite for Webinars. You can also click the app directly by clicking the app.

4. When Cornerstone Learning Suite for Webinars is selected, click Remove.

5. Click the Remove button after you have confirmed the dialogue box.

How your data is used

Your Zoom account is used by this app to access and use the following information:

• User Information (name, time zone): In Cornerstone, it is used for managing instructors and creating meetings.

• Webinar Information (topic, start time, duration, meeting number, meeting password, meeting invite, meeting participants’ email, meeting settings): This is used on Cornerstone for displaying the details of meetings.

The information below will be accessed and used by this app in order to provide you with the best experience:

• Session ID: Associating Zoom meetings with Cornerstone event instances is one of the most common uses for this option.

• Webinar Request Info (host email, alternative host email, time zone, start/end time, topic): A Zoom webinar instance can be created to be used in conjunction with a Cornerstone event instance. As part of the Zoom webinar event instance, Zoom stores only the information that pertains to the Zoom webinar event.

• Instructor info (name, email): – A Zoom user record can be created or updated for a Cornerstone instructor’s data by using this application. There is no way for Zoom to store this information other than as part of the account information of the user.

Please contact Zoom Support if you would like additional assistance.