Schedule a recording

The Panopto-Celcat integration enables automatic scheduling of recordings, based on the data in the Celcat timetabling system, for participating departments.

Bookings in Celcat are called an event. When a lecture event is scheduled in Celcat, a scheduled recording is automatically created in Panopto that corresponds to the date, time and room of the Celcat booking.

For a successful recording to take place, the following requirements should be considered:

• Only Lecture events will be recorded by default. Other Categories need to be set to record in Celcat. See below for further instructions.
• The event has been scheduled by a participating department.
• An event needs to have a module assigned to it and that module is registered to a Panopto folder
• The event is taking place in a room with the Panopto scheduled recorder installed. View lecture theatres with Panopto
• The Panopto Field in Celcat is set to either Record and No Webcast, or Record and Webcast. This only needs to be altered if a non-lecture event that needs to recorded or a lecture event that should not be recorded has been scheduled in Celcat, in which case the custom2 field should be set to no record and no webcast.

Changing the event category from lecture to a non-lecture event will not change the default recording behavior, this needs to be changed manually.

Changing the recording status of an event:

1. Click on the event to open the dialog box.
2. Click on the Misc tab and then click on the drop-down box under the Panopto field.
   
3. You will then have three options to choose from. Select the appropriate option and then click on the Save button.

Bulk changes to the Panopto status of events can be achieved using the event wizard. If you require bulk changes to be made, please contact the Central Timetabling Office with the nature of your request. 

How far in advance should the Celcat-Panopto interface create Panopto schedules?

It is highly recommended that recordings are scheduled 24 hours in advance.

The system is setup to transfer data from Celcat into Panopto in 2-hour intervals. The system creates the schedules in Panopto within 2 hours of an event having been created or amended in Celcat.

How should changes to Panopto schedules be managed?

Any scheduled recordings in Panopto which have been created via Celcat should never be amended or deleted from within Panopto. Such sessions can be identified by the Celcat Event ID as part of the session name.

Where will the recordings go?

Events will be recorded into a folder in Panopto that corresponds to the module it was scheduled with in Celcat.

Where events are associated with multiple modules, the integration will record into the module folder with the lowest alpha numeric module code with an associated folder ID.

How will events scheduled across multiple Panopto enabled rooms be recorded?

Events in multiple Panopto enabled rooms will have all the rooms recorded and the onus will be on the session owner to publish the recording from the primary location. Redundant recordings should be deleted afterwards.

How will event clashes be resolved?

Celcat allows two events to be scheduled in the same room with the same date and time. If a clash is in place in Celcat when a data transfer from Celcat to Panopto takes place, the integration will only create a Panopto schedule for the first event that was created in Celcat. An email will be sent to the department about the timetabling clash. A clash is also possible if an event is created in Celcat with the same date, time and room as a manually created Panopto schedule. Learn more about Events and how to manage them.

A live extract of the Panopto data stored in Celcat can be accessed by clicking on the following link: http://www.imperial.ac.uk/timetabling/panoptoExtract

Rollover

For departments using Panopto-Celcat integration, the fields relating to the publication of an event can be completed in the same way on the template i.e. Panopto field and event category type.

Learn more about Rollover