A Zoom Room is a device in a room that can capture video, audio, and make recordings without any prior set-up or can join and host meetings already set-up in the same organization as the host. This information is to help provide some expectation on what you would need to start using a Zoom Room.
In this Article:
- Starting a Meeting Without a Computer
- Integrating Zoom Rooms with Google Calendar
- Scheduling Meetings for Zoom Rooms
- Inviting the Zoom Room as a Meeting Participant in a Running Meeting
Starting a Meeting Without a Computer
- Use the Zoom Room's touchpad controller
- Click on New Meeting
- (Optional) To record click … More button
- Click Start Recording
- Enter the university email your Zoom account is under
Note: If you don't enter an email for a Zoom user on the University's Zoom account you can't access the recording.
Integrating Zoom Rooms with Google Calendar
Requesting a Resource Calendar for a Zoom Room provides the resource we need to integrate the Zoom Room with Google Calendar. This allows you to invite the Zoom Room when scheduling meetings in Google Calendar.
To link a Zoom room:
- Submit a request for a Zoom room license and provide the resource calendar name. You can also ask for us to create the resource in the request
- Modify Existing Zoom Room
Submit a modification for an existing Zoom room license and request the calendar be attached - Grant calendar permissions if you already have a resource calendar, grant the Make changes and manage sharing permission to the [email protected] account
Scheduling Meetings for Zoom Rooms
A Zoom Room does not need to be invited to a meeting or set as an alternative host beforehand. If you have the Meeting ID and the meeting is set up to Allow participants to join anytime, Zoom Rooms will automatically take host control if they are in the same organization as the host and have joined the meeting before the host. The following steps can make it easier to use a Zoom Room in a meeting you schedule.
Scheduling a meeting on your computer before the meeting
- Login to your University Zoom Account
- Schedule a Meeting
- Click Show next to Options
- Check Allow participants to join anytime
- Write down the Meeting ID. (You will need to enter this into the Zoom Room Controller later)
- If you require a passcode, write that down
Using the Zoom Room Controller
- Click Join on the Zoom room controller
- Enter the Meeting ID you wrote down in step 5 above
- If prompted, enter a passcode
Note: Recordings will automatically be sent to the Cloud recording of the user the meeting was scheduled for. Meeting settings like screen sharing also follow the settings of the user who sets up the meeting. Users should log in to umn.zoom.us and click on settings to review.
This method allows retaining host controls on a computer in front of you which is helpful if you need to manage breakout rooms. Begin a Zoom meeting from your computer and then invite the Zoom Room as a meeting participant.
- Go to umn.zoom.us from a computer and login
- Click meetings on the left hand column
- Click on the meeting name you want to begin on right hand side
- Click start below
- Do not join audio. The Zoom Room will control the audio for you
- Click Participants on the Control bar on the bottom of your meeting
- The Participants side panel will open to the right. click Invite
- In the Invite people to join meeting... pop-up window, open the Zoom Rooms tab
- Enter the Zoom Room's name, which can be found on the Zoom Room's touchscreen controller
- Click Invite
- The Zoom meeting will "ring" the Zoom Room touch interface. Select Accept
Note: Cloud recordings will be in the original hosts cloud recordings.