Zoom Room technology is used in classrooms and conference rooms across PSU’s campus. These systems, consisting of specialized software and hardware, differ from the standard Zoom desktop application. Below, you’ll find general information about Zoom Rooms. For details on using Zoom Rooms in Inclusive Access Classrooms, refer to the Inclusive Access Classroom (IAC) Guide. For conference room specifics, refer to the Zoom Rooms for conference rooms guide.

Zoom Room Hardware

1. Zoom touch screen

   • Either Logitech TAP or Dell touch screen

2. 1-2 dedicated Zoom displays

3. Camera(s)

4. Microphone(s)

Basic Functions

Starting a Zoom Meeting in a Zoom Room

When you start a Zoom Meeting in a Zoom Room, the camera(s), microphone(s), and speaker(s) will activate and the camera’s video will display on the Zoom screen.

The Zoom touch screen will show the home screen with options to invite participants, start/stop audio and video, record, change participant permissions, share content, and set the meeting view.

For more information on these controls, refer to the Zoom Rooms meeting controls and settings and Zoom Room In-Meeting Controls articles.

Joining a Meeting with a Meeting ID

1. Select Join.

2. Enter your meeting ID and select Join.

Joining a Meeting from a Personal Device

1. Schedule a meeting in Zoom.

2. From your device, go to the Meetings tab.

3. Select the meeting you want to start, then choose the Join from a Room option.

4. Your device will say Detecting and will automatically start the meeting once detected.

5. If no device is detected, enter a sharing key when prompted, which can be found on the Zoom Room appliance by selecting Share Now.

6. For more information visit these Zoom articles:

   1. Joining a Meeting In a Zoom Room From the Zoom Client

   2. Pairing/Controlling Zoom Rooms From Mobile App

   3. How to join a Zoom Room meeting using an iOS device

From The Meeting List on The Zoom Touch Screen

All scheduled Zoom sessions should appear on the Zoom touch screen under the Meeting List tab.

1. Schedule a meeting to the appropriate room (see “Schedule a Meeting to a Zoom Room” below).

2. Find the meeting you wish to start on the left-hand side of the Zoom touch screen and select Join.

Ad Hoc Meeting

1. From the home screen of the Zoom touch screen, select New Meeting.

2. A meeting will begin with a randomly generated Meeting ID. Share this ID with participants.

   1. To find the Meeting ID, select the Information Icon located at the top of the Zoom touch screen.

1. Alternatively, select the ‘Participants’ button and invite individuals via email

End a Zoom Room Meeting

To leave the session, select Leave on the Zoom touch screen. If others are in the meeting, assign a new host. Alternatively, select End Meeting for All. You will be prompted to confirm, which will exit you from the session.

Additional Zoom Features and Settings

Invite Participants from the Zoom Touch Screen

Zoom Rooms allow you to invite participants during an active meeting. For more information, please visit Inviting others to join a Zoom Rooms meeting.

Waiting Room

The waiting room lets hosts and co-hosts control who can join a meeting, either individually or all at once. To avoid having to admit attendees manually, disable the Waiting Room in your meeting settings by selecting the Security button on the Zoom touch screen.

For more information, please visit Using a waiting room with Zoom Rooms.

Enable Captions in a Zoom Meeting

Manual and real-time automated captioning are available in Zoom meetings held in Zoom Rooms. To learn how to enable captions in a Zoom Meeting, please visit Zoom’s pages for Managing manual captioning, Managing automated captions, and Using closed captioning in Zoom Rooms.

Note: Zoom machine captions are not ADA compliant. For accessibility purposes, submit a request to the DRC for accommodations. Captions can be manually reviewed and edited to ensure compliance.

Changing the Zoom Room View

Adjusting the Zoom Room view only changes what is displayed on the physical Zoom monitor(s) in the room. It does not affect the view for attendees. Remote participants can still modify their view, pin videos, and adjust sizes in the Zoom meeting. 

For more information, please visit Changing the video layout of a Zoom Room display.

Claim host controls with a Host Key

You may run into situations where a meeting you scheduled was started by an alternative host, or by you in another location (for example, on the resident PC). Only the meeting creator or listed alternative hosts will be able to claim host controls with a Host Key, a 5-10 digit number unique to each Zoom account. 

For more information, please visit Claiming host privileges in Zoom Rooms with the host key.

Promote someone to host or co-host

1. While you’re in a meeting, select the Participants button on the Zoom touch screen.

2. Find and select the name of the person you wish to promote.

3. From the pop-up menu that appears, select Make host or Make co-host.

For more information, please visit Enabling and adding a co-host.

Change the room name in a current meeting

1. While you’re in a meeting, select the Participants tab on the Zoom touch screen.

2. Find and select the room name.

3. Select Rename.

Turn Off The Enter/Exit Chime

1. While you’re in a meeting, select the Participants tab on the Zoom touch screen.

2. At the bottom right-hand corner of the screen, select More….

3. In the pop-up window that appears, select the Disable/Enable Join and Leave Sound option.

Remove someone from a meeting

1. While you’re in a meeting, select the Participants button on the Zoom touch screen.

2. Find and select the name of the person you wish to remove from the meeting.

3. From the pop-up menu that appears, select Remove.

For more information, please visit the security section in Zoom Rooms meeting controls and settings

Breakout Rooms

1. While you’re in a meeting, select the More… button from the bottom right-hand corner of the screen on the Zoom touch screen

2. Select Breakout Rooms

3. Input your breakout room options and select Create at the top right-hand corner of the screen

4. From the Edit Breakout Rooms menu that appears, click the settings gear icon in the bottom right-hand corner of the screen to adjust breakout rooms settings. Close this window when settings reflect your preferences

5. Select Open All Rooms at the top right-hand corner of the screen to open rooms to attendees

6. When breakout rooms are open, an instructor can select a room and choose Join to enter the room.

   1. Note: breakout room audio will be broadcast through the installed room speakers.

7. At the bottom of the breakout rooms screen, an instructor can input text to Broadcast Message to All… and select the send button to message all meeting attendees.

8. When it is time to end the breakout rooms, select End All Rooms at the top of the Breakout Rooms page.

For more information, visit Enabling Breakout Rooms and Managing Breakout Rooms.

How to Record in a Zoom Room

1. Start a meeting in the Zoom Room

2. In the lower menu, select More and then Record

   1. Note: if you are using an ad hoc meeting, you will be promoted to enter an email address for recording delivery.

3. At the end of the session, select More and then Stop Recording

   1. You will be prompted as to whether you want to stop the recording, select Stop

4. The recording will be available in your PSU Media Space  account when it has been fully uploaded to the site.

For more information, please visit Recording in Zoom Rooms.

Schedule a Meeting to a Zoom Room touch screen

1. Add your Zoom meeting to your Google Calendar.

2. Edit the event, and under the Rooms tab, select the room you wish to schedule in.

3. Save your event

   1. If you do not have permission to schedule in the appropriate room, submit a request to be added to this room’s resource calendar with this Resource Calendar Request Form.

Troubleshooting

Logitech TAP is frozen

To reset the Logitech TAP, use a paperclip or pen to press and hold the small button on the back of the panel for five seconds.

Audio feedback in the room

Make sure there is only one device in the physical room that is connected to Zoom audio.

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