Zoom Rooms

What is Zoom Rooms?

Zoom Rooms are rooms on campus that have been set up with the necessary hardware (computer, touch pad, camera, microphone, software, etc.) that allows you to host Zoom meetings that can be shared to another Zoom Room or individuals on their own computers or mobile devices. These Zoom Rooms will be great for co-presenting and for larger classes that have been split for social distancing.

Resources:

How do I Use a Zoom Room?

Each Zoom Room will have a touch pad we’re calling the Zoom Hub which will allow you to control the Zoom Room equipment and meetings.  From the main screen on the Zoom Hub, you’re able to:

The Zoom Hub Meeting Controls main screen with the different options mentioned in the steps below highlighted

  1. Meet – this allows you to start the Zoom Room session using the room’s default Meeting ID.
  2. Join – this allows you to join an existing meeting using a Meeting ID.
  3. Phone – this allows you to call someone to invite them to the meeting.
  4. Whiteboard – this allows you to use the whiteboard without starting a meeting.
  5. Share Content – this allows you to share materials from the computer, an iOS mobile device, or the room’s camera.
  6. Contacts – this allows you to search for rooms and contacts (people) to invite to a meeting.  The rooms are listed first, but can be collapsed to see the people.

Zoom Room Hub with the Meeting Control panel open

Once you select the Meet option, you’ll be taken to the Meeting Control panel. Note: You may need to click the 3 dots icon in the lower right corner to see the Meeting Control panel.  The main control options are:

Meeting Control panel with the different options mentioned in 1 through 8 highlighted

  1. Meeting ID – this will tell you which meeting you have joined using the Zoom Room equipment.  Note: This information is also located in the bar at the bottom of the screen.
  2. Room audio and video controls – the Mute Microphone and Stop Video options allow you to turn on/off the microphone and camera for the room.
  3. Share Content or Camera – this allows you to share materials from a computer or document camera to participants in the meeting. Step-by-step instructions on how to do this are available below.
  4. Security – this allows you to control the security in the Zoom Room meeting just like you would in any other Zoom meeting.
    The Zoom Hub Security Options
    You’re able to lock the meeting, enable waiting room and give/remove participant permissions.
  5. Camera options – the Change View, Switch Camera, and Camera Controls allow you to make adjustments to the camera right from the Zoom Hub.
  6. Manage Participants – this allows you to invite, mute all, unmute all, and more.
    Zoom Hub Participant screen with an arrow pointing to selecting the More options and the menu options highlighted
    The More options allows you to lock the meeting, mute participants on entry, disable participants ability to unmute or rename themselves, etc.
    Zoom Hub Participant screen with the permission options for an individual participant are highlighted
    This is also where you’ll be able to adjust individual participant’s permissions. Note: For a recording to process, you’ll want to be the last person in the Zoom Room Meeting, so you’ll need to remove any participants who don’t leave on their own.
  7. Start Recording – this allows you to record the meeting to the Zoom Room’s Cloud account and receive a recording link through an email. Zoom Hub Send Recording screen with the To: field where you can enter your email address highlighted
    You’ll need to include your LSC email address or you won’t be able to access the recording in the Zoom Room’s Cloud account.
  8. Settings – this allows you to control the microphone, speakers, and cameras in the classroom.

There are other options on the Zoom Hub that are useful during a meeting:

Meeting Control panel with the other options mentioned in 1 through 5

  1. Sharing Key – this is what you type into the computer that allows you to share materials and the document camera from it.  Step-by-step instructions on how to do this are available below.
  2. Whiteboard – this allows you to draw on a blank “page” that your participants will be able to see.
    Zoom Hub Whiteboard screen with the drawing tools highlighted
    The whiteboard tools are located near the bottom of the Zoom Hub screen.
  3. Microphone icon – this allows you to mute the classroom microphone without needing to have the Meeting Control panel open.
  4. 3 Dots – this opens the Meeting Control panel if you’ve used the X to close it.
  5. End Meeting – this allows you to stop the meeting for everyone.

Which Rooms on Campus Have the Zoom Rooms Equipment?

LSC has ten Zoom Rooms on campus with more units on order:

  • C204
  • C207
  • C209
  • C290
  • H397
  • S255
  • S260
  • T110
  • T170
  • T236

The Zoom Rooms can be connected to each other by:

Screen shot of the Zoom Hub Meeting Controls with an arrow pointing to selecting Manage Participants

Selecting the Manage Participants icon on the Zoom Hub in the main classroom and selecting the Invite icon.

Screen shot of the Contacts tab with arrows pointing to selecting the Contacts tab, searching for LSC, selecting a room, and clicking the invite button

  1. Selecting the Contacts tab. All the Zoom Rooms should be listed here, including other campuses and businesses. Note: You can also invite people through email, phone, and H.323/SIP room systems.
  2. All of our Zoom Rooms will have “LSC” in front of the building name and room number. You can search for LSC to find the room you’d like to invite.
  3. Selecting the room you want to connect with.
  4. Clicking the Invite button. You can invite as many rooms that are needed for the meeting.

Zoom hub in the other room with an arrow pointing to selecting Accept

The other room will receive a notice on their Zoom Hub to join the meeting.  Someone in that room will need to click the Accept button to finish the process.  Note: To get the Zoom Room meeting to display through the projector in the second room, someone will need to join the Zoom Meeting on the computer to display it through Airtame.  At this time the Zoom Hub isn’t able to project through Airtame.

How Do I Share Materials on the Computer?

You can share your computer screen or the document camera through the Zoom Room by:

The Zoom Hub with an arrow pointing to selecting the 3 dots to open the Meeting Controls

On the Zoom Hub, selecting the 3 dots in the lower right corner of the screen. This will open the Meeting Control Panel.

The Zoom Hub Meeting Controls with an arrow pointing to selecting the Share Contents or Camera

Clicking the Share Content or Camera option.  This will give you a share screen code ID, this will be displayed in the center of the screen and in the upper right corner of the Zoom Hub.

There are two ways to join the Zoom Room meeting on the computer you’d like to share materials from, through the Zoom Desktop app or through Share.Zoom.us.  Both of these will allow you to display the computer screen through the Zoom Room’s equipment.  You can do this through the Zoom Desktop app by:

Screen shot of the Zoom Desktop app Home tab with an arrow pointing to selecting the Share Screen icon

Opening the Zoom Desktop app to log into your Minnesota State Zoom account and selecting the Share Screen icon.

Screen shot of the Zoom Desktop app Share Screen window with the Enter sharing key or meeting ID text box highlighted and an arrow pointing to clicking the Share button

Entering the share screen code from the Zoom Hub in the text box and clicking the Share button.

You can do this through the online option by:

Screen shot of the Zoom Share website with the Downloads steps highlighted and an arrow pointing to clicking the Save File button

Going to Share.Zoom.us and following the steps to download the Zoom file.

Screen shot of the Zoom Share window with the Enter Your Name text box highlighted and an arrow pointing to clicking the Join Meeting button

Before clicking the Join Meeting button, it may ask you to type your name as a guest.

Screen shot of the Zoom Share window with the Please wait, the meeting host will let you in soon message highlighted

You’ll receive a message saying the host needs to allow you to enter.

Zoom Hub Participant panel with an arrow pointing to selecting the Admit button

Clicking the Admit button on the Zoom Hub to allow your “guest” account on the computer to be a participant in the Zoom Room. Note: You’ll need to give the account Co-Host permissions in order to share your computer screen.

Screen shot of the Zoom Sharing options on the computer

Start sharing the programs and/or files on the computer.

Helpful Tips

  • Each room has a Zoom Hub device that has a dedicated Meeting ID.  This touch pad controls all of the settings for the equipment and meeting activities.
  • Touching the Zoom Hub will “wake” it and the Meeting option activates the Zoom Meeting session.
  • You can use the Join option if you’ve already created the Zoom Meetings in your Minnesota State Zoom account and shared the link with your students.  This will also allow you to record the meeting to your account instead of the Zoom Room’s Cloud account.
  • The Jabra device is the microphone and speaker for the room.  It has a long cable, but also has a bluetooth option if it’s needed in the back of the room.
  • If there is a camera remote in the room, you can use that to move the camera’s focus but you need to be pointing it directly at the front of the camera to do this.
  • If you’re planning to use the whiteboard on the wall in the classroom or conference room, use a black dry erase marker so it’ll show through the Zoom Room meeting better.
  • To leave the room, select the End Meeting option in the lower right corner on the Zoom Hub.  You don’t need to shut down the Zoom Hub itself.