Colleges often manage a large number of meetings, requiring an efficient way to record and track attendance and recordings. Woolf AMS provides the Import Meeting feature, which allows you to upload meeting data via CSV files seamlessly.
This article provides a step-by-step guide on importing meeting recordings and attendance using CSV files.
Who Can Use This Feature?
The Import Meeting Recordings and Import Meeting Attendance features are accessible to:
- College Administrators
- College Teachers
💡 Tip: Before starting, ensure your meeting data is prepared in the correct CSV format to avoid errors during the upload process.
Getting Started
To access the Import Meeting feature:
-
Navigate to the Resources Page in Woolf AMS.
-
Open the Action Menu by clicking the three dots in the top-right corner.
-
Select 'Import Meetings' from the dropdown. A pop-up window will appear.
-
Choose the 'Meeting Evidence Type' from the dropdown (Recording or Attendance).
Importing Meeting Recordings
Step 1: Prepare Your CSV File
Before importing, ensure your CSV file includes the following columns:
Columns
| Column Name |
Description |
resource_id
|
Use a unique identifier for each meeting. This can be a system-generated ID or a unique meeting ID (e.g., Zoom meeting ID). |
resource_name
|
Provide a concise, user-friendly name for the meeting resource. |
recording_url
|
Add the URL for the meeting recording. URLs must:
|
course_id
|
Enter the Woolf Course ID associated with the meeting. You can find this in Woolf AMS under the course details (Courses > Actions > Copy Course ID). |
teacher_id
|
Include the teacher's identifier (Woolf ID, email, or external ID). Leave this blank if no teacher was present. |
💡 Note: Column order does not matter, but column names must match exactly as specified here.
Step 2: Import in AMS
-
Navigate to the Resources Page in Woolf AMS.
- Open the action menu (three dots in the top-right corner) and select 'Import Meetings.'
- In the pop-up window, choose 'Meeting Recording' from the dropdown as the evidence type.
- Drag and drop your prepared CSV file or click 'Choose File' to upload it.
- Click 'Submit' to start the import process.
- Woolf AMS will validate the file, process the recordings, and display alerts with the status of the import.
💡
Tip: Alerts will remain active until dismissed, ensuring no critical information is missed. For additional support or if you encounter any issues during the import process, please contact our
support team.
Importing Meeting Attendance
Step 1: Prepare Your CSV File
Ensure your CSV file includes the following columns:
Columns
| Column Name |
Description |
resource_id
|
Use a unique identifier for each meeting. This should be the same as used when importing recordings. |
student_id
|
The identifier for the student (e.g., Woolf ID, email, or external ID). |
timestamp
|
The date and time the student attended the meeting, formatted in ISO 8601 (e.g., 2024-01-31T10:30:00Z).
💡 Note:
Ensure that timestamps follow the ISO 8601 format: "YYYY-MM-DDTHH:MM:SSZ" (e.g., 2023-11-30T12:45:00+03:00 for timezones). If your system generates a different format, it should be converted accordingly.
Examples:
In ISO 8601 the letter "Z" is used to represent the UTC timezone. To provide a timezone other than UTC, you offset the time from UTC. This is done by appending a plus (+) or minus (-) sign followed by the time difference from UTC.
-
UTC Time:
2024-01-31T15:30:00Z
-
New York (UTC-5):
2024-01-31T10:30:00-05:00
-
India/Kolkata (UTC+5.5):
2024-01-31T00:30:00+05:30
If no timezone is specified, Woolf will default to the server's standard timezone for processing.
|
Step 2: Import in AMS
-
Navigate to the Resources Page in Woolf AMS.
- Open the action menu (three dots in the top-right corner) and select 'Import Meetings.'
- In the pop-up window, choose 'Meeting Attendance' from the dropdown as the evidence type.
- Drag and drop your prepared CSV file or click 'Choose File' to upload it.
- Click 'Submit' to start the import process.
- Woolf AMS will validate the file and display alerts with the import status.
💡
Tip: Double-check the formatting and content of your CSV file to ensure successful upload. For additional help or if you encounter any issues during the import process, please contact our
support team.
Additional Notes and Best Practices
Supported Recording Formats
-
MP4 files are recommended.
-
Zoom cloud recordings are not supported. Use downloadable links (e.g., Google Drive, AWS).
Manual Workload Adjustment
If the automatically calculated workload for breakout rooms or other meeting structures does not align with actual activity, Woolf will adjust the workload manually.
Asynchronous Consumption
Recordings shared via LMS (e.g., Canvas) must be updated in Woolf AMS by changing the resource kind to "Meeting."This ensures proper tracking and compliance. Refer to Sharing Meeting Recordings with Students for more details.
CSV Templates
Pre-formatted CSV templates for meeting recordings and attendance are available for download.
Troubleshooting Common Issues
-
Invalid Timestamps: Ensure timestamps are in ISO 8601 format.
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Recording Accessibility: Confirm URLs are accessible without login.
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File Errors: Ensure column names match exactly with the required format.
For further assistance, contact Woolf Support.
FAQs
What happens if I don’t submit attendance for a meeting?
Attendance is required for compliance. Without it, the meeting resource will not contribute to student progress.
Can I upload multiple recordings for the same meeting?
Yes, multiple recordings are supported. However, this may delay verification.
Are Zoom cloud recordings supported?
No. Woolf AMS does not support Zoom cloud recordings. Use downloadable links from cloud storage platforms like Google Drive or AWS.
What if my timestamps are not in ISO 8601 format?
Convert timestamps before uploading to ensure compatibility. Refer to the examples in the
Importing Meeting Attendance section.
How do I know if my CSV file was successfully imported?
Woolf AMS will provide a status alert after validating your file. These alerts remain visible until you manually dismiss them.
For more FAQs on the Meeting Resources, see Meeting Resource FAQs.
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