Setting Up Workshops

If you have any questions on this process, please reach out to Jay Cowan at

We ask that the person setting up the workshop be a Boston Children’s employee, so that our guidelines and Zoom settings are consistent. If more than one BCH employee is leading the workshop, any one of them can follow this process.

Check the schedule on CloudCME at the links below to make sure you’re working from the most up-to-date schedule:
Pediatric Emergency Medicine
Pediatric and Adolescent Gynecology

  1. Log in to using your Single Sign On.
  2. In the left sidebar, click on Meetings.

3. At the top right of the screen, click Schedule a Meeting.

4. In the Topic field, type the title of your workshop.

5. Leave the Description field blank.

6. Select the date and time of the workshop. Zoom only allows scheduling on the half-hour; if your workshop begins at a different time, select the closest option before the actual start time. Make sure (GMT-4:00) Eastern Time is selected as the time zone – dates/times on the CloudCME website are all in Eastern Time.

7. Select the duration of the workshop (hours and minutes).

8. Registration can be left unchecked.

9. Under Meeting ID, make sure Generate Automatically is selected.

10. Make sure the Passcode field is checked. You can leave the code itself as-is.

11. Waiting Room and Require Authentication… should be unchecked.

12. Turn on Host video, but leave Participant video off. (Participants will be able to turn on their videos when they join, but will join with it off.)

13. Make sure Both is selected for Audio.

14. Under Meeting Options, check Mute Participants Upon Entry and Automatically Record Meeting. All other boxes should remain unchecked.

15. For Alternative Hosts, copy the following line and paste it into the field:;;

This will allow our team to join your meeting with host permissions in case any issues come up.

Your meeting settings should look like the screenshot below (click to enlarge):

16. Click Save.
17. Click Copy Invitation, then Copy Meeting Invitation at the bottom of the pop-up window.

Paste it into an email and send to with the name of the workshop in the subject.

On the day of the conference, the meeting will appear in your Zoom client, and you’ll be able to start it from there.

If you would like to use Polls, you may set them up before the meeting starts. Click below for more information.


Zoom only supports multiple choice questions; only the person who created the meeting may add poll questions.

  1. Log in to using your Single Sign On.
  2. In the left sidebar, click on Meetings.
  3. Click on the title of the meeting you want to add a poll to.
  4. Scroll to the bottom of the page, where the Polls header is. Click +Create.
  5. Write your question and select single choice or multiple choice.
  6. Write your response options below. You may add up to 10 options per question.
  7. You can click +Add A Question to add another question; all questions will be shown at the same time. If you want to launch questions separately, you can click save and create a new poll.

When you are in the meeting, click on the Polls button on your Zoom toolbar to start your poll.

If you have more than one poll, use the dropdown menu to select which one to start. Click Launch at the bottom right of the window. At the top of the window, you will see the time elapsed since the poll started and the response rate from participants. Click End Poll to stop receiving responses. Click Share Results to show the final results to all participants, and Stop Sharing to stop showing the results. You can exit out of the poll window when you’re finished.