A Zoom Room is a software-based meeting endpoint that is available in certain Tufts classrooms and conference rooms. The Zoom Room touchscreen allows you to join and manage virtual meetings, and contains many of the familiar controls you would see in the Zoom desktop application. Each Zoom Room is configured to use its room’s audiovisual equipment by default.
When planning to use a Zoom Room-equipped space, the following is recommended:
- Schedule your meeting in advance using your usual method – Tufts Zoom website, Canvas course site, Outlook calendar integration, etc.
- Bring a secondary device with you to the space, such as a laptop, smartphone, or tablet.
- A second device is necessary to access certain “advanced” Zoom features, such as Breakout Rooms and the ability to suspend all participant activities.
Using a Zoom Room
Zoom Rooms are intuitive and easy to use, especially once you get the hang of it! When a Zoom Room is used to join a meeting, it will appear in the Participant panel with the name of the space it is located in, for example “Mugar 235.”
If the Host or a Co-host is on another device, they can manage the Zoom Room’s audio (e.g. mute it) just like any other Participant. The Zoom Room can also be given the Host or Co-host role.
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 usually done on the A/V control panel. In many spaces, you may need to select “PC” as the source on the A/V control panel.
The space’s built-in speakers, microphones, cameras, and displays will turn on.
There are two main options for joining a meeting with a Zoom Room. Before deciding on which route to take, please consider the device requirements as well as the needs for your meeting.
Joining Directly from the Zoom Room Tablet
Joining by Pairing with a Personal Device
|Additional Device Requirements||Does NOT require additional device||Requires an additional device (laptop, smartphone, tablet) with Zoom application installed|
Required for access to certain "advanced" Zoom features, including:
Option 1 - Joining Directly from the Zoom Room Tablet
Note: When joining your scheduled meeting this way, the Zoom Room will have the Host role.
- Go to the Zoom Room tablet and tap Join in the left-hand menu.
- Enter the Meeting ID and tap Join.
- Enter the meeting passcode and tap OK.
Option 2 - Joining by Pairing with a Personal Device
Note: When joining your scheduled meeting this way, your personal device will have the Host role and the Zoom Room will be a Participant.
- On your personal device (laptop, smartphone, tablet), sign in to the Zoom application.
- Click the Pair button. Your Zoom application should automatically pair with the room.
- Find the meeting and click Start.
- Select Start from Room.
Once the Zoom Room has joined the meeting, the tablet’s screen will look similar to what is pictured below. Keep in mind that the availability of certain options will depend on 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 button to switch between in-room cameras, if multiple are available.|
|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.|
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.
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 Chat button to open the Chat panel, where you can read incoming messages and manage how the Chat panel and notifications appear on the in-room display.
Note: A secondary device is required for responding to chats.
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."
- 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.
- When scheduling the meeting:
- 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.
- Tap Presentation on the Zoom Room tablet.
- Follow the prompts on the tablet to share from a computer or mobile device.
- When you're done, tap Stop Sharing.