Zoom Rooms Instructions
Regent uses a version of Zoom called Zoom Rooms for its hybrid classrooms.
Zoom Rooms is very similar to a standard Zoom meeting, but moves the control and management of the Zoom meeting to a tablet within the classroom.
Zoom Rooms allows Regent's IT staff to troubleshoot Zoom issues and manage classroom set up more efficiently
This page documents the proper general usage of Zoom Rooms.
The Regent AV site contains supplementary guides for each of the classrooms in which Zoom Rooms are implemented in order to help document how the different equipment in each room works.
Turning on the Tablet and Starting the Meeting
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
Admitting Participants, Disabling Waiting Room, and Muting/Unmuting Participants
Press the Change View button to change the display type on the class screens from Gallery to Speaker view
Select the new view
Press the x in the top right to close
Press the Manage Participants Button to view a list of the participants, invite others, mute/unmute participants, or see other options
For classes, a waiting room is automatically assigned before class starts. This prevents students from entering the class while it is still being set up. The participants screen is where participants can be admitted from
Once class has begun, the waiting can be turned off by pressing the More button and clicking Disable Waiting Room
In addition to toggling the Waiting Room on and off, the More button has participant controls such as hiding non-video participants, and an option to keep participants cameras turned off
Recording Meetings, Chat, and Breakout Rooms
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
Sharing Content
If a lecturer, a guest, or a student would like to share their computer screen, phone screen, or camera, press the Green Share Screen button to display the Sharing Key and Passcode on the tablet
If someone is having trouble sharing their screen, check the Share Content Settings
Then open the Zoom application on the participants computer or phone, click Share Screen, and enter the Sharing Key and the Passcode listed on the tablet
If anyone is sharing from within the classroom, they should mute their microphone and turn off their speakers when they share their screen
The settings button on the Share Content Panel controls who can share their screen - enabling users other than the "Host" of the Zoom meeting to share
Ending the Meeting
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
