How to Create a Virtual Classroom in 10 Easy Steps (+ Free Virtual Classroom Templates)

When I built my first virtual classroom, I thought I needed more tools. What I really needed was a clear process. Once I nailed that, the whole thing came together faster than I imagined, and people actually loved using it.

That’s exactly what I’m giving you here: a simple, repeatable way to build your own virtual classroom from scratch. When you understand how to create a virtual classroom that solves real business problems, the tech becomes simple, the content strategy becomes clear, and the results speak for themselves.

And because I want you to have everything in one place, you’re also getting:

Free virtual classroom templates you can start with today

The core features that make a classroom truly work

Fixes for the most common tech headaches

The real benefits that make it all worth doing

Follow this, and you won’t just build a virtual classroom, you’ll launch one that works from day one.

What Is a Virtual Classroom?

A virtual classroom is an online learning environment that simulates the experience of a physical classroom by using digital and interactive tools, such as a learning management system (LMS) , video conferencing platform, online assessment software, and more. 

You can create an online classroom to deliver synchronous learning (instructors and learners connect in real-time using a video-conferencing tool) and/or asynchronous learning (instructors and learners log in to the virtual space at their convenience). 

Asynchronous virtual learning is achieved using online courses featuring videos, presentations, quizzes, recorded webinars, assignments, and other digital learning materials.

10 Easy Steps for Creating a Virtual Classroom

Creating a virtual classroom is straightforward if you follow the right steps. Here’s how to make a virtual classroom setup for any e-learning requirement:

1. Establish Your Learning Objectives
2. Choose a Virtual Classroom Platform
3. Create an Online Classroom and Add Users to It
4. Add Instructors, Groups & Group Admins
5. Enable Single Sign-On via Google
6. Build Your Courses and Quizzes
7. Enable Collaboration and Discussions
8. Integrate With a Video Conferencing Tool
9. Test-Run Your Classroom and Courses
10. Assign Courses to Learners

Watch: How to Set Up Your Virtual Classroom in 5 Minutes

Step 1: Establish Your Learning Objectives 

Before you start building a classroom, you need to be clear about your learning objectives. You need to ask yourself some basic questions, such as:

• What all do my students need to learn?
• What outcomes am I hoping to achieve with my virtual classroom?
• What are the key learning challenges for my learners?

Once you’ve established your goals, you can choose the right virtual learning platform and build courses tailored to your requirements.  

Step 2: Choose a Virtual Classroom Platform

With the online learning market reaching increasingly staggering heights, there’s no shortage of options when it comes to choosing one of the best virtual classroom tools. Still, you need to pick the one that is right for your requirements and has all the top features. 

The best way to go about this would be to go for a create a virtual classroom with free trial before buying a plan.

You should also ensure that your virtual classroom platform is equipped with these essential LMS functionalities:

• Easy-to-use interface with an intuitive course builder 
• Customizable and ready-to-use courses and quizzes 
• Robust LMS reporting, analytics, and progress tracking mechanism 
• Option to add a variety of learning material, such as videos, presentations, podcasts, quizzes, assignments, and so on
• Option to upload your existing learning materials to your online courses  
• Integrations with video conferencing tools
• Mobile responsiveness and multi-lingual support 
• Tools for discussions and collaboration
• Streamlined learner management via multiple instructor accounts, learner groups, and roles & permissions
• Single sign-on for easy and secure logins to different applications 
• Functionalities to set up automated custom certification 
• Learning paths to provide need-based personalized learning plans
• Comprehensive settings for security, customization, reminders, and notifications   

Besides exploring features and functionalities, also make sure you assess the quality of customer support before committing to any software platform. 

Watch: How to Choose the Best Virtual Classroom Software

Step 3: Create an Online Classroom and Add Users to It

Once you’ve chosen your virtual classroom platform, you can start with the virtual classroom setup. If you’re using ProProfs Training Maker, this is what the process for creating a classroom and adding users to it will look like.

1. Click “Classroom” in the top panel on your dashboard

2. Click “+ New Classroom” in the next screen. 

3. Add your classroom name in the pop-up overlay and click “Add.”

4. In the next screen, click “Add User” to start adding users. 

You can add users manually or import them in bulk via Microsoft Excel or Gmail.  

Depending on your requirements, you can choose to create a single classroom or multiple ones.

For example, let’s say you’re a consulting company catering to many clients. In that case, creating multiple classrooms would be a wise step since it would allow you to segregate and manage different data for different clients.

Moreover, maintaining separate classrooms becomes necessary if the clients wish to white-label the classroom and courses with their logo and colors. 

Watch: How to Set Up Virtual Classrooms for Multiple Clients 

Step 4: Add Instructors, Groups & Group Admins 

If you have multiple teachers/trainers participating in your learning program, it’s best to create separate instructor accounts for them to keep everything organized. 

Creating instructor accounts also lets you delegate admin tasks related to learner management so you can streamline virtual learning.  

Instructors in TM Virtual Classroom can build and edit courses, add new learners to the classroom, organize learners into groups, and view individual or group reports. They can also collaborate by sharing courses with each other. 

Watch: How to Set Up Virtual Classroom Instructor Accounts 

To further optimize your learner management, you can assign group admins to learner groups and even create sub-groups. Once you’ve assigned group admins, you can choose what permissions you wish to grant them.

Creating group admins helps when you’re training large groups on critical matters such as safety and compliance training and need to ensure that everyone takes the course. 

Related Read: What Is Corporate Compliance Training?

Step 5: Enable Single Sign-On via Google

Speaking of large groups, one of the best ways to enroll a large number of learners in your classroom is by enabling Google single sign-on (SSO). Using this fast and secure authentication system, your learners can join your classroom using just one set of login credentials.

They can use the same credentials to log in to other connected virtual classroom app across your organization. This removes the chances of password fatigue and hacking.     

All they need to do is sign in the way they do to access Gmail, Google Play, and other Google web services. 

Step 6: Build Your Courses and Quizzes 

Once your virtual classroom is set up, it’s time to create courses and quizzes that align with your learning goals and fit your learners’ needs. ProProfs Training Maker has built-in AI that creates complete courses from a single prompt. Just enter your topic, and the AI generates structured lessons, quizzes, and summaries, getting you from idea to live course in minutes instead of weeks.

Also, keep these tips in mind to ensure your courses are engaging and effective:

• Gather course content from various sources to ensure comprehensiveness.
• Don’t overload your courses with information.
• Leverage professionally designed, readymade courses and quizzes. 
• Add videos, audios, images, presentations, quizzes, flashcards, and step/accordion blocks to make your courses engaging. 
• Gamify your courses with badges, scores, leaderboards, learning pathways, interactive videos, polls, and so on.  
• Add assessments before, during, and after the course to track learning progress.  
• Add a survey at the end of each course to get feedback on its effectiveness. 
• Bundle courses into learning paths to structure your learning program and provide guided learning. 

Read More: How to Create an Online Course

Watch: How to Create an Online Course

Step 7: Enable Collaboration and Discussions  

Whether you’re conducting your learning program in a physical or virtual classroom, effective communication is key to success. Using your virtual classroom platform, you can easily facilitate productive communication and collaboration between your learners by setting up a learning-focused Q&A community.

For example, ProProfs Training Maker lets you add a learning community to your courses by connecting with ProProfs Collaborate, a powerful discussion board software for LMSs. With this integration in place, you can:

• Enable learners to ask and answer questions without leaving their course
• Initiate and moderate discussions
• Collaborate on assignments
• Provide personalized feedback to learners

You can organize questions and answers by threads and topics and keep the best answers on top, so you never lose great answers. Learners can also search for answers to quickly get the information they need.  

Watch: How to Set Up Virtual Classroom Discussions

Step 8: Integrate With a Video Conferencing Tool

Integrating your virtual classroom platform with a video conferencing tool, such as Zoom or Microsoft Teams, lets you conduct live online learning sessions more easily and efficiently. 

For example, if you integrate ProProfs Training Maker with Zoom, you can:

• Log in to Zoom via single sign-on 
• Schedule sessions on Zoom via Training Maker’s dashboard
• Automatically notify learners about upcoming Zoom meetings
• Access Zoom attendance data in Training Maker 

Step 9: Test-Run Your Classroom and Courses 

Before you implement a virtual learning program, be sure everything is in order. Test-run your classroom by previewing your courses and quizzes to check for any errors or anomalies and ensure you’ve configured all settings to your requirements. 

For example, you may wish to:

• Set a course due date and set reminders for the same 
• Get notified when someone takes your quiz 
• Set passing scores for quizzes 
• Prevent reattempts to quizzes
• Enable proctoring and anti-cheating settings in quizzes 
• Prevent learners from skipping course pages or questions in a quiz
• Require minimum time on a course 

Step 10: Assign Courses to Learners   

With your courses and assessments ready to be deployed, you can set deadlines for completion and assign them to individuals or groups. As mentioned above, you can hand this task to Instructors and/or group admins to reduce your administrative burden.

Watch: How to Administer Training to Large Groups

Bonus: Add a Knowledge Base

Adding a knowledge base to your classroom can provide learners with additional resources and support via FAQs, manuals, how-to videos, and other learning materials. Doing so can save instructors and learners a lot of time by reducing learners’ need to contact instructors every now and then.  

Watch: How to Add a Knowledge Base to Your Online Classroom

Pro Tip: You can quickly create an engaging knowledge base featuring images and videos using ProProfs Knowledge Base, a delightfully easy-to-use tool trusted by several major brands, including Acer, Adobe, Nissan, and more. 

7 Virtual Classroom Templates You Can Use Now (For Free)

When I was setting up my own virtual classroom in ProProfs, I came across their ready-made templates. 

Instead of spending weeks building everything from scratch, I had a complete framework ready in days. These templates kept my learners engaged and pushed completion rates past 85%, making it one of the fastest and most effective ways I’ve found to create an online classroom.

1. Employee Training Template

This comprehensive workforce development program covers company policies, mission, vision, and essential skills. It includes modules on leadership, communication, technical skills, and sales, all with built-in progress tracking.

2. Induction Training Template

Designed to accelerate new hire productivity, this onboarding program features welcome modules, company culture introductions, role-specific training, and compliance basics.

3. Leadership Training Template

Focuses on management fundamentals, team-building exercises, performance management tools, and real-world decision-making simulations.

4. Customer Service Training Template

Provides a framework for improving communication skills, problem-solving, customer handling, and brand representation.

5. Sales Training Template

Covers product knowledge, sales techniques, CRM skills, and includes performance tracking to boost sales effectiveness.

6. Technical Training Template

Offers skill-building courses with software tutorials, troubleshooting guides, best practices, and hands-on competency assessments developed by industry experts.

7. Communication Training Template

Includes modules on written communication, presentation skills, cross-cultural interaction, and digital collaboration tools.

4 Core Requirements for a Virtual Classroom That Delivers Results

Your virtual classroom has specific jobs to do. Here’s what needs to happen and the exact steps to make it work.

1. Deliver Professional-Quality Content That Builds Credibility

Your Job: Look and sound like an expert, not someone broadcasting from their kitchen.

Action Steps:

• Get a quality USB microphone, position it 6-8 inches from your mouth, slightly off to the side
• Use a ring light or softbox positioned in front of you (never behind)
• Mount your 1080p webcam at eye level, 3-4 feet away, face takes up 30% of frame
• Test lighting at different times if teaching across time zones
• Record in 5-7 minute chunks with consistent audio levels across all content

2. Handle System Load When Everyone Shows Up

Your Job: Keep the platform running during peak usage without crashes.

Action Steps:

• Test with 3x your expected concurrent users before launch
• Ensure 25 Mbps upload speed minimum, use ethernet over WiFi
• Set up UPS backup power and mobile hotspot for redundancy
• Run load testing during peak hours, not quiet periods
• Monitor system performance weekly, fix issues before they compound

3. Create Engagement That Actually Keeps People Watching

Your Job: Design content that works in virtual environments where attention spans drop 40%.

Action Steps:

• Plan learner interaction every 3-5 minutes (polls, questions, activities)
• Hook attention in first 30 seconds, explain why content matters to them specifically
• Use randomized question pools with immediate feedback on quiz answers
• Build assessments that mirror real job tasks, not just memorization
• Schedule virtual office hours (2 hours weekly) instead of constant individual support

4. Track Progress That Connects to Business Results

Your Job: Prove training improves actual work performance, not just completion rates.

Action Steps:

• Set minimum time requirements per module to prevent clicking through
• Schedule manager check-ins at 30, 60, 90 days post-training
• Create skill checklists supervisors can observe and rate on the job
• Track business metrics (quality scores, incident rates) before and after training
• Flag learners with <70% completion rates for immediate intervention

Your virtual classroom succeeds when these jobs get done consistently with the right equipment and systems in place.

Benefits of a Virtual Classroom  

Virtual classrooms offer several benefits that make them both a great alternative and a complement to face-to-face learning.

1. No Geographical Restrictions 

Using a virtual classroom, instructors can reach out to a worldwide audience as long as they have an internet connection. Students or employees can access live or pre-recorded courses from the comfort of their homes and overcome geographical barriers to high-quality education/training.

The fact that online classrooms are immune to geographical restrictions makes them indispensable for multinational corporations looking to train globally dispersed teams.  

2. Access to Coursework Anytime, Anywhere  

Watch: What Is a Mobile LMS & How Can It Help Train Anytime, Anywhere?

By taking your learning online, you can provide learners with 24/7 access to study material, assignments, quizzes, live session recordings, and more using a learning management system. In this way, virtual classrooms eliminate the possibility of learners missing out on key concepts due to missed classes. 

Virtual classroom software are also mobile-friendly, meaning learners can access their courses on the go. 

3. Self-Paced Asynchronous Learning 

LMS-based virtual classrooms are one of the simplest ways to facilitate self-paced asynchronous learning. Learners can log in and log out at their convenience to gain knowledge in a highly flexible way as long as they meet the deadlines for the courses, tests, and assignments. 

This flexibility in scheduling allows learners to join a classroom without compromising on any work or family-related responsibilities. 

For example, check out how Florida Auto Dealer School used a virtual classroom platform to deliver mandatory pre-licensing training in a self-paced way.

Watch: How Florida Auto Dealer School Found an Excellent Alternative to In-Person Training

4. Active and Engaging Learning

Unlike traditional, lecture-driven classrooms that are based on unidirectional and passive learning, virtual classrooms provide an easy way to implement the active learning approach, making them highly effective for keeping learners engaged and developing deep understanding in them.   

To improve comprehension and retention, you can add various visual and interactive elements to your online classroom courses. Such elements include:

• Quizzes
• Flashcards 
• Lecture videos, webinars, and podcasts 
• Case study and interview videos 
• Animated videos explaining concepts 
• Interactive videos 
• Slide show presentations 
• Downloadable infographics/handouts 
• Surveys

Watch: How to Create Virtual Classroom Courses Featuring Media & Quizzes

5. Collaborative Learning 

Virtual classrooms provide the perfect environment for collaborative learning. Using virtual learning software, learners from different time zones can conduct productive, real-time discussions among themselves and with their instructors. 

Learners can exchange ideas, ask questions, and receive feedback. Besides clarifying doubts, such discussions can also help develop critical thinking and interpersonal skills.     

6. Streamlined Learning Assessment 

Virtual classrooms powered by LMS software let you conduct online assessments in a highly organized and effective way. You can automate various admin tasks, such as enrolments, grading, reporting, and certification, and use security and anti-cheating settings to ensure the integrity of your tests.        

Automation in assessments saves hours, which instructors can use to improve learners’ understanding by providing personalized feedback and mentorship. 

What’s more, online assessments let you ask questions in diverse formats, boosting engagement and allowing you to test knowledge comprehensively. 

Watch: 15+ Question Types for Online Learning & Assessment

7. Cost & Time-Saving 

Virtual learning removes the need to arrange physical classrooms, print study materials, and commute to training centers. In this way, virtual classrooms save a lot of cost and time for learners, instructors, and institutions conducting the learning program. 

Virtual classrooms’ cost & time-saving benefits are particularly important for learners. By eliminating or reducing financial/logistical constraints, virtual classrooms make learning more accessible and the learning environment more inclusive.   

8. Blended/Flipped Learning

While virtual classrooms are an amazing alternative to brick-and-mortar learning, they can also serve as an excellent complement to it by facilitating blended learning. 

Blended learning is an increasingly popular approach to education and workplace training that combines face-to-face instruction and other classroom-based activities with online learning technologies, such as virtual classroom template, LMSs, assessment software, and Q&A platforms.  

Watch: How to Conduct an Online Assessment Using Assessment Software

Blended learning leverages digital tools to make learning more flexible, effective, and comprehensive.  

Flipped Classroom

The flipped classroom approach is one of the best examples of how virtual classrooms help achieve these objectives. In this instructional strategy, learners acquire new knowledge at home while face-to-face classroom time is used for problem-solving, discussions, and focused and personalized mentorship.  

LMS-based virtual classrooms fit the flipped learning approach like a glove. Learners can explore new topics at home by taking engaging and interactive online courses instead of going through the oft-laborious task of reading the text-only versions.      

12 Common Virtual Classroom Tech Issues and How to Fix Them

Your virtual classroom setup needs to hold up under real conditions. These are the technical problems that show up most often, and what you can do to fix them before they derail your session.

1. Echo and Feedback

Enable push-to-talk, mute participants by default, and apply noise gate or suppression settings in your audio setup.

2. Audio Cutting In and Out

Disable automatic gain control, use dedicated audio drivers, and close any bandwidth-heavy applications running in the background.

3. Participants Can’t Hear the Instructor

Check system output settings before each session, verify mic levels, and offer dial-in phone numbers as a backup.

4. Screen Sharing Fails Mid-Session

Have a secondary screen-sharing tool ready (like TeamViewer), pre-upload slides to your LMS, and provide downloadable handouts ahead of time.

5. Webcam Not Detected

Update camera drivers, restart your video services or browser, and be ready to switch to audio-only mode if needed.

6. Lag During Recording

Record locally instead of in-platform, lower screen resolution while recording, and pause large file downloads or cloud syncs during the session.

7. LMS Timeouts at Peak Hours

Use queue management or staggered logins during launches. Offer downloadable content in advance for learners with unstable access.

8. Assessment Submission Errors

Enable autosave for quizzes and tests, allow email submissions as a backup, and build in automatic deadline extensions during outages.

9. Integration Breaks Mid-Session

Keep backup login credentials for all third-party tools, switch to standalone alternatives (e.g., direct Zoom link), and communicate quick workarounds in your session chat.

10. Password Reset Overload

Set up bulk reset tools for group onboarding, create short-term guest logins, and offer real-time support via chat or phone during rollout.

11. Mobile App Crashes

Test your virtual classroom monthly on iOS and Android, offer mobile browser access as default, and avoid app-only workflows.

12. Corporate Firewall Blocks

Distribute whitelist requirements to IT teams in advance, provide VPN setup instructions, and include fallback access options using a public link or cloud-hosted version.

Your virtual classroom doesn’t fail when the software fails. It fails when you’re not ready. Get ahead of these problems, and you stay in control.

Revolutionize Learning With Virtual Classrooms

Setting up a virtual classroom and delivering effective training doesn’t have to be complicated. Use this guide whenever you want to create an online classroom that fits your training needs.

Virtual classrooms offer real benefits like easy access, flexible learning, strong engagement, cost savings, and better collaboration.

ProProfs Training Maker simplifies your digital classroom setup. With over 500 ready-made courses and all the tools you need in one virtual classroom platform, it helps you deliver virtual classroom training smoothly and efficiently.

Choosing the right platform means less time troubleshooting and more time focusing on your learners’ success.

Frequently Asked Questions

How do I manage user access when employees frequently join and leave?

Set up automated user provisioning through HRIS integration or bulk upload/removal via Excel files. Create role-based access groups so you can quickly move users between departments without recreating permissions. To maintain security, enable automatic account deactivation after specified inactive periods.

Can I create learning paths that unlock content based on completion?

Yes, most platforms offer prerequisite-based learning paths. Set up gated content where learners must complete Module A with a passing score before accessing Module B. You can also trigger automatic enrollments in advanced courses based on assessment results or job role changes.

How do I keep virtual sessions engaging when attention spans are shorter?

Use breakout rooms for small group discussions, interactive polls every 5-7 minutes, and gamified elements like leaderboards. Active participation is required through chat responses, collaborative whiteboards, or quick knowledge checks rather than passive listening.

What's the best way to handle chat during live sessions without losing control?

Enable moderated chat where messages require approval, assign teaching assistants to monitor discussions, or use structured chat protocols like "raise hand" reactions. You can also disable private messaging and set chat to instructor-only during critical instruction periods.

How do I integrate my virtual classroom with existing video conferencing tools we already use?

Look for platforms offering native integrations with Zoom, Teams, or Google Meet. These typically allow single sign-on, automatic session scheduling from your LMS dashboard, and attendance data sync. If direct integration isn't available, use embedded links or calendar invitations as workarounds.