Using the Panopto Automated Scheduling Tool
From AY25/26, lectures scheduled in centrally bookable teaching spaces on campus are recorded automatically via Panopto. The Automated Scheduling Tool on Queen’s Online brings all upcoming lecture recordings together in one place and allows you to review and manage recording settings. Staff are expected to use this tool to confirm that lectures are scheduled correctly and to make any required changes in advance.
Not all lectures are appropriate for recording. Where a lecture should not be recorded, staff must use the tool to opt out in advance. You may wish to opt out due to:
- Pedagogic reasons – e.g. teaching style or activity unsuitable for recording.
- Legal, ethical, or privacy reasons – e.g. sensitive content.
- Personal reasons – e.g. uncomfortable with recording.
- Alternative recording method – e.g. using non-standard equipment such as your own device, or a different platform to record such as MS Teams.
The Scheduling Tool gives you the flexibility to make these changes quickly and easily.
Watch the Video Walkthrough
Before following the step-by-step instructions below, watch this short demonstration of the Automated Scheduling Tool in action:
View the Scheduling Tool demo on Panopto
Key Points to Remember
- Only classes labelled as a ‘lecture’ (LT) in the central timetable system are eligible for automated recording. Other teaching formats are excluded.
- Schools are responsible for ensuring that timetabling data is accurate and kept up to date.
- Recording settings can be applied at the level of an entire lecture series or to individual lectures within that series.
- Where a Canvas course has multiple Teachers (for example, team teaching arrangements), the Partially Automated setting must be used when applying settings to individual lectures.
- Staff with a Teacher, TA, or Designer role in QSIS can manage recording settings for a module.
Step-by-Step Instructions
- Log in to Queen’s Online
- Go to Service Applications → Admin Tab → Panopto Automated Scheduling.
- Select your module: If a module is not appearing in the list, you may need to synch it by logging into Panopto first (http://qub.cloud.panopto.eu/) and then returning to the Scheduling Tool.
- Choose your approach and click Save Changes.
- Fully Automated - All lectures for this module will be recorded
- Partially Automated - Lets you choose which lectures are recorded and which are not
- Not Automated - Turn off recording for all lectures in this module
⚠️ Important: If your module has multiple teachers with different recording preferences, you must select Partially Automated to customise the settings for individual lectures. Do not select Fully Automated or Not Automated as this will apply to all lectures in the module and may overwrite settings already applied by colleagues.
3. Provide a reason: Selecting Partially or Not Automated will allow you to provide a reason. Use the drop-down menu or type in the text box. Click Save Reasoning.
4. Custom settings: If you selected Partially Automated, you can apply custom settings per lecture. Click Save Changes.
5. Repeat: Repeat these steps for your other modules.
Use this option to quickly update all your modules at once.
⚠️ Important: Do not use this option if a module is team-taught. Bulk settings apply to every lecture in the module and may overwrite any settings already applied by colleagues.
- Select Bulk Update Modules: If you don't see your modules listed, log into Panopto first to synch (http://qub.cloud.panopto.eu/), and then return to the Scheduling Tool.
- Choose your approach and click Save Changes:
- Fully Automated - All lectures for this module will be recorded
- Not Automated - Turn off recording for all lectures in this module
- Save: Click Save Changes
Need Help?
For questions about using the Automated Scheduling Tool, contact Panopto Support: