Table of Contents:

• Introduction

• Setup

• Using Zoom

• Room-based Video Conferencing Systems

Introduction

Zoom is a replacement for Scopia.  Zoom is a cloud-based video bridging service which allows our room-based (codec) video equipment to connect with other video systems both internal and external to UI.  We interact with Zoom through a browser webpage (zoom.uidaho.edu) or an application ( available for PC, MAC, IOS, and Android) to schedule, start and control meetings and classes.

Setup

Sign up for a Zoom account at https://zoom.uidaho.edu, click SIGN IN and enter your UI email address (NetID) and password.

• Zoom offers a “Pro” license which allows unlimited one-on-one video conferencing and meetings and classes with larger groups. This licensing is automatically applied to your account.

Using Zoom

First Login and Use

Once you are logged in, you will be greeted by a dashboard displaying your Upcoming and Previous Meetings. From this screen you can see scheduled meetings or create new ones.

• Note: Your “Personal Meeting Room” will always be available for quick or impromptu video calls or meetings.

Schedule a New Meeting

To schedule a new meeting, click the button located near the center of the “My Meetings” screen or the tab labeled as such at the top. This will open a new meeting that you can configure depending on the event.

• Options include:
  • Topic or Name
  • Date, Time, and Duration
  • Video settings
    • Host video: If you are scheduling the meeting but not actually participating, you may wish to select this option but it is not necessary
      • Note: If you host video off and set an alternative host (covered later), they may not display video either once connected.
    • Participant video: If you are hosting a meeting that does not require other video sources or interaction from other users, you may wish to select this option.
  • Audio options
    • “Both” is the best option to select as it allows guests to connect through multiple means.
  • Depending on the meetings and personal preferences, you may wish to select or deselect the following options:
    • Require meeting password
    • Enable join before host
      • If deselected, guests will be placed in a temporary waiting room, until the host enters.
    • Use Personal Meeting ID
• Advanced Options:
  • Alternative Hosts are others whom you may designate to moderate the meeting in the event that you are only scheduling, need to leave during the duration, or for other responsibilities like muting individuals with open microphones.
    • Alternative Hosts are set using their Zoom ID (e.g. joevandal@uidaho.edu) which means they must have a Zoom account and be present during the meeting (on a different computer than the main meeting if it is being hosted on a room-based video system).

Once you finish setting up your meeting, you will be greeted by a screen allowing you see your meeting, add it to your Outlook calendar, enable registration, and copy of the invitation notes.

After scheduling your first meeting and starting the meeting from the web interface, the Zoom desktop application with automatically begin downloading. Once the download finishes, run the installer. This application offers much of the same functionality of the website including starting, joining, and scheduling meetings. For the purpose of this documentation, I will continue to refer to the web interface unless mentioning special functionality only found in the desktop app.

Room-based Video Conferencing Systems

Room-based systems are most easily added to video conferences via the desktop Zoom application. There are multiple ways to add a room-based system into the meeting you have scheduled. I will cover both, but the first should suffice in most cases.

The easiest mode on bring a room-based system into a meeting is called “Calling Out” to it. Think of this method as calling the room-based system and having it auto-answer your call. You should not have to do anything on the room side of things by this method, aside from making sure that the equipment is powered on.

1. From your computer, join the meeting from either the web interface or desktop app. Both will result in the outcome.
2. A dark window should appear, possibly with a pop-up asking you to confirm your audio settings. You can ignore this, if you will not be joining the meeting from your computer also. Below is a screenshot of the window:
   
3. Mouse over to the lower portion of this window and a tray should appear with several options. Select Invite
4. A pop-up with appear asking you how you want to invite others. Select Invite a Room System
5. Dial in is the default tab selected under this section. Select instead Call Out
   
6. Call Out allows you to connect to room-based systems. You can use the device IP address, E.164 number, select your device from a list of known devices on campus. They are labeled by building/department.
7. Once your room system has been selected, click Call and it will connect you to your room system.