Purpose: This document is a digital version of our A/V Guide for Conference Rooms. The instructions below provide an overview of Classroom meetings and the technology available to you.

Outline:
  • Meeting Scheduling
    • Impromptu Meetings
  • Conference Room Systems and Functions
    • Zoom Room Controller iPad
      • Hosting a Meeting
      • Joining a Meeting
      • Sharing Content
    • Zoom Room Scheduling iPad
  • FAQs
(You can use ctrl +f or cmd +f to search for the above headings in the document)

Meeting Scheduling


Impromptu Meetings


Staff must coordinate with the appropriate department admins to reserve rooms in Planning Center before scheduling meetings.

Once the room has been reserved in Planning Center, schedule the meeting in Zoom using the following steps:

1. Schedule meetings using the Outlook integration in the Zoom desktop app.

Image Placeholder
  • Note: A security prompt will appear in Outlook if this method has not been used before.
Image Placeholder

2. Meeting spaces must be added as the Location to Outlook meeting invites. 
  • In this way, scheduled meetings will automatically generate a Zoom session ID and link, as well as embed the link in the Outlook invite.
Image Placeholder
  • This allows meeting information to sync to the Zoom Room, enables automatic recording, and grants the Zoom Room host permissions for the meeting.

Conference Room Systems and Functions


Zoom Room Controller iPad

The Controller iPad can be used for three functions:
  • Hosting a meeting
  • Joining a meeting
  • Sharing content
Image Placeholderj

Hosting a Meeting

  • Tapping the New Meeting button on the iPad allows the user to host a spontaneous, unscheduled meeting from the Zoom Room.
    • Note: Unscheduled meetings can run indefinitely if not ended by the user.
Image Placeholder
  • From the iPad, the user can choose to record the meeting, invite others to the Zoom meeting, and also control the camera.
    • Note: Having the Zoom Room join or host the meeting provides an unlimited duration meeting time.
  • Within the Legacy Room and President's Reading Room, the microphones installed on the table can be tapped to universally mute microphone input.
Image Placeholder
  • This is a convenient option for participants within the room to mute the microphone if the iPad is out of reach.

Joining a Meeting

  • Tapping on the Join button joins the Zoom Room to an ongoing meeting using a Meeting ID.


Sharing Content


To share content directly without an existing meeting:
1. Navigate to the Zoom desktop application on your device
2. Click on Share screen

Image Placeholder

3. Locate the sharing key at the top right of the TV display or on the iPad under Share Content --> Sharing Key.

Image Placeholder

4. Enter the sharing key onto your device and proceed.

Image Placeholder

Zoom Room Scheduling iPad

The scheduling iPad acts as a display outside of meeting rooms to show scheduled meetings for the day.
If users use the scheduling process shown in the Impromptu Meetings section, their meeting will appear on the scheduling iPad.