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.Conference Rooms Guide.
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Table of Contents
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Zoom touch screen
Either Logitech TAP or Dell touch screen
1-2 dedicated Zoom displays
Camera(s)
Microphone(s)
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Starting a Zoom Meeting in a Zoom Room
Note: When joining a meeting via the Zoom touch screen, the room uses its assigned name (e.g., FMH B-157) and users do not sign in individually. If it’s the first to join, the Zoom Room automatically enter as the host.
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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
Select Join.
Enter your meeting ID and select Join.
Joining a Meeting from a Personal Device
Note: You must have the Zoom and Zoom Room Controller applications installed on your personal device
Schedule a meeting in Zoom.
From your device, go to the Meetings tab.
Select the meeting you want to start, then choose the Join from a Room option.
Your device will say Detecting and will automatically start the meeting once detected.
If no device is detected, enter a sharing key when prompted, which can be found on the Zoom Room appliance by selecting Share Now.
For more information visit these Zoom articles:
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Joining a Meeting 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.
Schedule a meeting to the appropriate room (see “Schedule a Meeting to a Zoom Room” below).
Find the meeting you wish to start on the left-hand side of the Zoom touch screen and select Join.
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Joining a Meeting with the “New Meeting” button
From the home screen of the Zoom touch screen, select New Meeting.
A meeting will begin with a randomly generated Meeting ID. Share this ID with participants.
To find the Meeting ID, select the Information Icon located at the top of the Zoom touch screen.
Alternatively, select the ‘Participants’ button and invite individuals via email
Note: Recordings via an ad hoc meeting (‘New Meeting’) will not be transferred into your mediaspace account. Pre-scheduled meetings will be transferred into your mediaspace account.
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.
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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 captioningManual Captioning, Managing automated captionsAutomated Captions, and Using closed captioning Closed Captioning in Zoom Rooms.Note:
Zoom machine captions are not ADA compliant. For accessibility purposes, submit a request to the DRC for
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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 reference Changing the video layout Video Layout of a Zoom Room displayDisplay.
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 reference Claiming host privileges Host Privileges in Zoom Rooms with the host keyHost Key.
Promote Someone to Host or Co-host
While you’re in a meeting, select the Participants button on the Zoom touch screen.
Find and select the name of the person you wish to promote.
From the pop-up menu that appears, select Make host or Make co-host.
For more information, please visit Enabling and adding Adding a coCo-hostHost.
Change the Room Name in a Current Meeting
While you’re in a meeting, select the Participants tab on the Zoom touch screen.
Find and select the room name.
Select Rename.
Turn Off the Enter/Exit Chime
While you’re in a meeting, select the Participants tab on the Zoom touch screen.
At the bottom right-hand corner of the screen, select More….
In the pop-up window that appears, select the Disable/Enable Join and Leave Sound option.
Remove Someone from a Meeting
While you’re in a meeting, select the Participants button on the Zoom touch screen.
Find and select the name of the person you wish to remove from the meeting.
From the pop-up menu that appears, select Remove.
For more information, please visit the security section in Zoom Rooms meeting controls Meeting Controls and settingsSettings
Breakout Rooms
While you’re in a meeting, select the More… button from the bottom right-hand corner of the screen on the Zoom touch screen
Select Breakout Rooms
Input your breakout room options and select Create at the top right-hand corner of the screen
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
Select Open All Rooms at the top right-hand corner of the screen to open rooms to attendees
When breakout rooms are open, an instructor can select a room and choose Join to enter the room.
Note: breakout room audio will be broadcast through the installed room speakers.
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.
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
Start a meeting in the Zoom Room
In the lower menu, select More and then Record
Note: if you are using an ad hoc meeting, you will be promoted to enter an email address for recording delivery.
At the end of the session, select More and then Stop Recording
You will be prompted as to whether you want to stop the recording, select Stop
The recording will be available in your PSU Media Space account when it has been fully uploaded to the site.
Note: Recordings via an ad hoc meeting (‘New Meeting’) may not process correctly and be transferred into your mediaspace PSU Media Space account. To avoid this, start a pre-scheduled meeting.
For more information, please visit Recording in Zoom Rooms.
Schedule a Meeting to a Zoom Room Touch Screen
Add your Zoom meeting to your Google Calendar.
Edit the event, and under the Rooms tab, select the room you wish to schedule in.
Save your event
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 using the Resource Calendar Request Form. support form.
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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.