Rooms & Recordings

Two of EazyClassroom’s core features are Permanent Rooms and Automatic Recordings. This guide explains how they work and how to use them effectively.

What Are Permanent Rooms?

A room is a persistent virtual space with a fixed URL. You create it once, and it can be reused for unlimited sessions. Rooms are ideal for:

• Regular classes – “Math Grade 10” meeting every Tuesday.
• Office hours – A fixed link for student drop‑in sessions.
• Department meetings – A private room for staff collaboration.

Unlike teacher‑specific sessions (which use the teacher’s username as the room), permanent rooms are created by admins and can be assigned to any teacher.

Room Types

Type	Created By	URL Format	Example
Teacher Personal Room	Automatically when teacher account is created	/room/teacher-username	/room/john_smith
Admin‑Created Room	Admin from dashboard	Any custom name	/room/math-grade-10
Academy API Room	Via API	Any custom name	/room/academy-course-123

Creating a Room (Admin)

1. Go to Rooms in the admin sidebar.
2. Click Add Room.
3. Fill in:
   • Room name – Display name (e.g., “Algebra I”).
   • Room URL – Auto‑generated from name (you can customise).
   • Room password (optional) – Required for moderators to start sessions.
   • Max participants – Limit attendees (default 50).
   • Max duration – Session length in minutes (default 180).
   • Recording settings: auto‑start, allow stop, mute on start, webcams for teachers only.
4. Click Save.

The room is immediately available. Teachers assigned to this room (or any teacher, depending on admin settings) can start sessions.

Joining a Room (Teacher or Student)

• Moderator (teacher) – Uses the room’s Moderator URL (includes moderator password). Can start the session if it’s not already running.
• Attendee (student) – Uses the room’s Attendee URL (no password needed). Can join only after a moderator has started the session.

Note: Students do not need an account to join. They simply click the attendee link.

Starting a Session in a Room

A teacher can start a session in any room they have access to:

1. From the teacher dashboard, go to Rooms.
2. Find the desired room.
3. Click Start Session.
4. The session begins. The same room URL is used for every session – you do not need a new link each time.

The session remains active as long as at least one moderator is present. If the last moderator leaves, the session ends automatically after a short delay (configurable).

Automatic Recordings

Every session is recorded automatically. Neither the teacher nor students can stop or pause the recording. This ensures a complete, auditable record of every class.

How Recording Works

1. When a moderator starts a session, the recording begins immediately (if auto_start_recording is enabled – default true).
2. The recording captures:
   • Video and audio from all participants.
   • Screen sharing (full desktop or specific window).
   • Whiteboard activity (drawings, text, shapes).
   • Chat messages (public and private, if recorded – depends on settings).
   • Poll results (if polls were used).
3. When the session ends (last moderator leaves or admin calls end_session), the recording is finalised.
4. The recording is processed and becomes available for playback within a few minutes (longer for longer sessions).

Where to Find Recordings

• Admins – Go to Recordings in the sidebar. See all recordings from all teachers and rooms.
• Teachers – Go to Recordings. See only recordings from your own sessions.
• Parents – Go to Recordings (filter by child). See recordings of classes your child attended.

Recording Retention

Plan	Retention Period
Free	3 days
School / Teacher Plan (paid)	6 months

Recordings older than the retention period are automatically deleted daily.

Playing a Recording

1. From the recordings list, click the Play icon next to a recording.
2. A new tab opens with the playback interface.
3. Use the seek bar, play/pause, volume, and fullscreen controls.

Playback includes:

• Synchronised video, audio, and shared content.
• Chat replay (side panel, if available).
• Whiteboard replay.

Deleting a Recording

• Admins can delete any recording by clicking the Delete icon in the recordings list.
• Teachers cannot delete recordings (only admins).
• Parents cannot delete recordings.

Deletion is permanent – there is no undo.

Recording Status

Status	Description
Processing	The session has ended, and the recording is being prepared.
Published	Ready to play.
Unpublished	Not yet available (may be a system error).
Deleted	Removed from the server.

Room Settings Explained

Setting	Options	Description
Max participants	1‑500	Limits how many users can join the session simultaneously.
Max duration	1‑1440 minutes	Session ends automatically after this time (even if moderator is still present). A warning appears 5 minutes before.
Auto‑start recording	true / false	If true, recording begins as soon as the first moderator joins. If false, a moderator must manually start recording.
Allow stop recording	true / false	If true, moderators can stop and restart recording during the session. If false, recording runs continuously until the session ends. EazyClassroom recommends keeping this false to ensure full capture.
Mute on start	true / false	If true, all participants join with their microphones muted. They can unmute themselves.
Webcams for teachers only	true / false	If true, only moderators can share their webcams. Students cannot.

Best Practices

For Admins

• Create separate rooms for each course or grade level.
• Use clear, consistent room names (e.g., physics-101, grade-5-math).
• Set auto_start_recording = true and allow_stop_recording = false to guarantee complete recordings.
• Regularly review the recordings list and delete outdated recordings to save storage (though automatic deletion handles this based on plan).

For Teachers

• Always start the session from the Start Session button, not by directly sharing your personal room URL.
• If you need to pause the class (e.g., for a break), do not end the session – simply mute yourself and ask students to mute. The recording will continue.
• After the class, verify that the recording appears in your recordings list. If not, contact your admin.

For Parents

• Bookmark your child’s teacher’s room URL for easy access.
• Check recordings regularly to stay involved in your child’s learning.
• Use the AI Q&A feature (if enabled) to ask questions about specific recordings.

Rooms via the Academy API

If you are a developer integrating EazyClassroom, you can create rooms programmatically.

Endpoint: action=create_room
Scope required: create_room

Example cURL:

curl -X POST https://app.eazyclassroom.net/v1/api.php?action=create_room \
  -d "api_key=YOUR_API_KEY" \
  -d "room_name=Advanced Calculus" \
  -d "max_participants=30"