Zoom Rooms

When you arrive to the class/conference room, there are typically a few things to look for.

• Printed directions for using the space’s audiovisual equipment
• A/V control panel (not present in some rooms)
• Zoom Room control panel

To turn on the room’s audiovisual equipment, follow the printed set of directions. This is sometimes done from a separate A/V control panel. 

The space’s built-in speakers, microphones, cameras, and displays will turn on.

Note: When joining your scheduled meeting this way, the Zoom Room will automatically have the Host role.

1. On the Zoom Room's home screen, tap Join.
2. Enter the Meeting ID and tap Join.
3. Enter the meeting passcode and tap OK.

Once the Zoom Room has joined the meeting, the tablet’s screen will look similar to what is pictured below. Options may vary depending on the space and the Zoom Room’s role within the meeting (Host vs. Co-host vs. Participant).

Audio and Video Options

	Tap the Microphone button to mute/unmute the room's microphone.
	Tap the Video button to turn the in-room camera feed on and off.
	Tap the View button to change how remote participants' video feeds are organized on the in-room display, including speaker or gallery view.
	Tap the Camera Control button to manage the tilt, angle, and zoom levels of certain in-room cameras.
	Tap the volume slider to control the in-room speaker level.

Sharing

Tap the Share button to share content from the in-room computer (if one is available), a mobile device, or one of the in-room cameras. Note: You can also share content from another device (e.g. a laptop) that is also in the Zoom meeting.

Meeting Management

	Tap the Security button to manage certain meeting settings (lock/unlock meeting, enable/disable waiting room, etc.) and participant privileges.
	Tap the Participants button to open the Participant panel, where you can see who is in the meeting and potentially manage participant audio/video as well as other settings.
	Tap the Invite button to invite more participants to your meeting.
	Tap the More button to access additional features, like breakout rooms, hand raising, etc.

Recording

Tap the Recording button to start, pause, or stop cloud recording. Note: The Zoom Room must have the Host or Co-host role to manage recording. After the meeting, the cloud recording will be available for the meeting's scheduler on the Tufts Zoom website.

Leaving the Meeting

Tap the Leave button to leave the meeting on the Zoom Room tablet. Note: If the Zoom Room has the Host role, you will also have the option to "End Meeting for All."

When sharing content to a Zoom meeting, one option is to share from another device that is in the meeting. This can be a laptop, tablet, or smartphone you have in the room or a device belonging to a remote participant.

1. Make sure you’ve already joined the meeting from the Zoom Room tablet.
2. On the second device, use the Zoom application to join the meeting.
   • Note: If this device is in the same room as the Zoom Room, do NOT connect to audio when joining the meeting! Having multiple audio sources in the same room in the same meeting (e.g. the Zoom Room and the laptop) will cause a disruptive audio feedback loop!
3. Make sure the second device has sharing privileges, either by making it a co-host in the meeting or by opening up screen sharing to all participants.
4. Share content from the second device like you normally would in a Zoom meeting. The content will be visible to everyone in the room as well as remote participants.

• If you schedule a Zoom meeting and plan on hosting from a Zoom Room (i.e. you want to join the meeting from a Zoom Room and you want the Zoom Room to have the Host role), please keep the following in mind.
  • When scheduling the meeting:
    • It is strongly encouraged that you do NOT enable the “Join before host” feature. Leaving this feature disabled will ensure that the Zoom Room can open the meeting and be given the Host Role.
    • If other members of the Tufts community (e.g. co-workers, teaching assistants, etc.) will be helping you run the meeting, list them as Alternative Hosts in the scheduling form. This way, if they join from a laptop or some other device, they will be given the Host/Co-host role as necessary.

       

  • If you join one of your own scheduled meetings from a Zoom Room and the Zoom Room doesn’t have the Host/Co-host role, you can do one of the following:
    • Reclaim the Host role using your Host Key. On the Zoom Room tablet, tap the Manage Participants icon, tap Claim Host, and enter your Host Key. (Note: You can find your Host Key on your Profile page on the Tufts Zoom website. Do not share your Host Key with anyone else!)
    • Join the meeting on another device (e.g. a laptop or a smartphone) and pass the Host or Co-host role to the Zoom Room.
    • If someone else who is already in the meeting has the Host role (e.g. one of your Alternative Hosts), they can pass the Host or Co-host role to the Zoom Room.
• Practice using the space’s audiovisual equipment before your actual meeting.
• Bring a laptop or other device with you for access to more advanced Zoom features.
• Use the room’s built-in equipment and remind in-room participants that they should not connect to audio on their own devices.
• Give remote and in-room participants equal opportunities to participate.
  • Remote participants might need additional “wait time” to unmute themselves when necessary.
  • Keep an eye on the Participant panel for raise hands.
• Mute remote participants to minimize distractions.

Depending on how the space is set up, you may have the ability to share content from a desktop computer located in the room and/or from a personal laptop that is connected to the room’s equipment via an HDMI cable.

1. Log into the computer you will be sharing content from.
2. If sharing from a personal laptop, connect it to the HDMI cable in the room. This cable is typically plugged into a presenter’s lectern or to a port located on a wall or in the floor near the lectern.
3. On the Zoom Room home screen, tap Share Content.
4. Use the Zoom Room tablet to manage screen sharing.