Zoom Rooms Instructions

Rooms 10, 13, 100, and 230 each have an Amazon Tablet in them that serves as a controller for the Zoom Room

There are computers in these rooms which run the meetings, but these tablets connect to the meeting over WiFi and move all the controls to an easy interface

• • Scheduled Zoom meetings for classes are set to automatically start meetings, but the following instructions demonstrate how to use the controller, start a meeting manually, and end meetings
    
    

If the tablet screen is black, begin by pressing the button directly above the charging cable

• • When the tablet screen turns on, swipe up from the bottom of the screen to open the tablet

The tablet should automatically open the Zoom Rooms application; if it does not, select the Zoom Rooms application from the home screen

• • Use the back arrow or the home key on the bottom of the tablet to get to the main display as needed

  • If the tablet is unable to connect to the internet, the controller for the room can be accessed through a Zoom Account with Admin access to Regent's Zoom Account.

    • • Please contact the AV Coordinator or any other member of the Regent IT Team for assistance in this scenario.

Once the Zoom Rooms application is open, users can select to start a new meeting or join an existing meeting. Classes and Meetings that have been scheduled for the room will appear on the lefthand side of the application

Once the meeting has begun, the application will display a control panel

• • Press the mute button or stop video button to mute the room microphone or turn off the room camera

    • • It may take a moment for these two buttons to activate

Press the More button to (1) Record the meeting, (2) access meeting chat, (3) assign and open breakout rooms

As a default, Regent classes are set up to record to the Cloud automatically

Press the Chat button to view/interact with the meeting chat

• • Clicking on 'Send To' allows the user to control whether they are messaging one individual or the entire chat

• • The settings button in the chat window controls whether Zoom displays or hides notifications and display of the whole chat panel on the TV

• • To close this window press the X in the top right
    
    

To set up breakout rooms, first select Breakout Rooms from the More Feature Panel

Then Select the Number of Breakout Rooms desired

Select whether breakout rooms should be assigned randomly and automatically, manually, or whether participants should decide which room to go to

Then click Create - this will not send participants into Breakout Rooms yet

Once the Breakout Rooms are set up, add another room using the button in the bottom left if desired and edited rooms as needed

Participants will be dismissed to Breakout Rooms by clicking Open All Rooms

If the meeting has already used breakout rooms once, or breakout rooms have just ended, they can be recreated using the Recreate Button

The setting button allows control of timers to automatically close Breakout Rooms after a certain duration, a countdown before the Room closes, and allows participants to leave Breakout Rooms earlier if desired

One participants have been dismissed to breakout rooms, the Main Session can join a group (this can be helpful if an online lecturer is participating in breakout rooms, or if no one stays in the classroom and the lecturer would like to sit in on a discussion group)

Messages can be sent to all rooms (e.g. Sending a Discussion Prompt to all rooms or a reminder of when to return to class)

The End All Rooms button can override the automatic closing of rooms, and bring participants back into the Main Session

To end the meeting, press the Red End button at the bottom of the controls

Make sure to select "End Meeting for All" or the meeting will continue for other participants