Zoom Room Usage - In-Depth Details
This article was created to showcase all possible Zoom Room features for documentation purposes. It will aid in streamlining the process for the host of a Zoom Room. It explains what each button on the Zoom Room touch panel can do, in addition to other notes that may be helpful for the host in a Zoom Room.
Home Screen
This is the initial screen that a host will see. It displays typical Zoom application buttons.
New Meeting: Starts a new meeting under the room name. For example, the host would be “CHS 233” if inside of room CHS 233, and would display as such in the new meeting.
Join: A host can join a meeting with the meeting ID and password if there is one. It will list the history of what the room has joined, so if a host has the same recurring meeting ID, they can join from the dropdown arrow.
Share Content: Shares any content that is currently shown on the monitor in the room. This can be the in-room PC, Document Camera, or any attached devices, like a laptop. The input to be shown on Zoom must first be selected on the Extron touch panel. This is not in a meeting yet through this option, but can be started through it.
Contacts: Shows any contacts or other participants in the GVSU Zoom directory. A host can search for a participant in the directory to meet with them.
Settings: For a typical host of the room, there will not be much to do here. However, a host can test the microphone and speaker to make sure everything is working before beginning a session.
Note for Working with LMS Blackboard:
Your department should have your name in a list that is approved to have scheduled meetings in the room.
This process should be automatic in correlation with your scheduled meetings. If you do not see it as expected, then please reach out to your department, since they maintain the list of users permitted for the room.
It is recommended to make the room itself an alternative host for your meeting. This will allow you to have full control of the meeting from the touch panel without having to join from another device. The email for any room follows the format ROOM@gvsu.edu, where ROOM is the room that you are in. For example, in CHS 233, it would be CHS233@gvsu.edu.
If this does not show up, then the host may not be part of an assigned group that gives permission to their GVSU account to book the room. Please check out Managing Resource, Meeting and Zoom Room Calendars for more information.
Zoom Meeting Screen
Once a host starts a new meeting, they will be shown this screen. This means that the session is now on going in the room. Note that this screen may vary from room to room, but any descriptions will be consistent.
Meeting Information: Tapping the green shield with a check mark within it icon, in the top left corner of the touch panel, provides any needed meeting information such as the Meeting ID, Passcode, and Dial number.
Mute: Mutes the microphone that is selected in Settings. This will typically be for the microphones built into the room.
Stop Video: This stops the room’s camera. This will typically be for the camera(s) on the wall in the room.
Share Content: This shares any content that is currently shown on the monitor in the room. This can be the in-room PC, Document Camera, or any attached devices, like a laptop. The input to be shown on Zoom must first be selected on the Extron touch panel. When switching inputs, it will prompt with a screen that says, “HDMI is Connected” and then a host can Share to Meeting or Dismiss. View Locally will show the content only in the room, and not in the meeting.
HDMI: Prompts the “HDMI is Connected” screen. Can help force share the current screen on the instructor station. Will not show up if the Extron touch panel is not powered on.
Security: Allows host to change meeting permissions.
The functions are shown in the following screenshots, and are as follows: Lock Meeting, Hide Profile Pictures, Share Screen, Chat with... Settings, Rename Themselves, Unmute Themselves, Start Video, Share Whiteboards, Suspend Participant Activities.
View: Provides the host the ability to change what the big screens display. This has different layouts for the speaker and participants: Speaker, Thumbnail, Gallery, Multi-speaker, Self View.
Camera Control: Provides the host with the ability to control the cameras if the cameras allow for it. This may already be programmed in the room and not do anything through the Zoom touch panel. Can also disable or enable the mirror effect of the camera.
Participants: Lists anyone who is participating in the meeting.
The functions are shown in the following screenshots, and are as follows: Invite, Mute All, Unmute All, Lock Meeting, Mute Participants upon Entry, Disable Join and Leave Sound, Disable Participants to Unmute Themselves, Disable Participants to Rename Themselves, Disable Participants to Start Video, Show Non-video Participants, Hide Self View.
A host can also have the following functions on a per-participant basis: Chat, Ask to Unmute, Ask to Start Video, Pin, Allow Recording, Make Host, Make Co-host, Rename, Allow to Multi-pin, Put in Waiting Room, Remove.
Invite: A host can invite other participants to the meeting if needed. This screen provides an option to invite from Contacts or via email.
Record: A host can record their session without opening Zoom on the computer. After pressing record, the host will be prompted to enter the email that they want to receive the recording on.
More: This will provide more features to select from. May vary from room to room.
Chat: Provides options to show the chat either through a notification or through a chat panel on the big screen. Also provides an option to view and respond to any chat messages.
Reactions: Provides reactions to be displayed from the host to the session.
Captions: Provides closed captioning during the meeting. They can be displayed on the TV if desired.
Breakout Rooms: Allows host to either automatically or manually assign participants to rooms. Can also allow participants to choose a breakout room.
Screenshots of all touchpanel screen views
