About the Room
Equipment List for a Zoom Meeting Room
Lectern
- Extron touch panel
- Used to power the system on/off, make a phone calls, input selection, volume/mute functions, and Zoom Room meeting controls.
- Mirrors the touch panel on the table.
- Cables
- Allows connection to your Laptop.
Table
- Extron touch panel
- Used to power the system on/off, make a phone calls, input selection, volume/mute functions, and Zoom Room meeting controls.
- Mirrors the touch panel on the lectern.
- Zoom Room IPad Controller
- Used to join Zoom meetings and to control all in meeting functions.
- Cable cubby
- Allows connection to your laptop.
- Wireless keyboard
- This can be used to log into the PC built into the Clear Touch system.
- Wireless mouse
- Used to navigate the PC built into the Clear Touch system.
Clear Touch 86" Interactive Panel
- Touch capabilities
- Up to 20 points of touch
- 2 Magnetic Pens at the bottom of the screen
- Displays in room PC, Laptop (or another device) connected with HDMI
- Device screen sharing using Collage App
- Virtual keyboard appears on the display
- USB Ports to connect a flash drive on right side
For more detailed instructions on how to use the software available on the Clear Touch panels, please visit the following links:
Collage Guide - Screen Sharing - Getting Started
EasiNote Guide - Endless Whiteboard - Getting Started
Locating Discipline specific tools in EasiNote
Zoom or Move the Canvas in EasiNote
Delete
Panasonic 86" Panel
- Displays content being shared from laptop or room PC.
- Displays Zoom room details.
Camera(s)
- Each Zoom Room has at least one Q-SYS Core 110f in room camera.
- Camera view can be adjusted manually within the settings of the touch panel or by using the fixed camera presets.
- The camera configurations for each Zoom Room are listed here:
- North N3002:
- 1 Camera at the front of the room facing the student furniture
- 1 Camera in middle of the room for presenter in front of the room
- 1 Camera ceiling mounted at the podium/desk for document cam usage
- Allegheny K302 and OCS516:
- 1 Camera at the front of the room facing the conference room tables
- 1 Camera at the back of the room for presenter in the front of the room
- Boyce N480, South A408, and West Hills N1103:
- 1 Camera at the front of the room facing the conference room tables
- North N3002:
Scheduling & Starting a Meeting
Scheduling a Zoom Room for a Meeting
- Reserve your meeting room(s) using Astra Schedule Event and Resource Scheduling
- Please reference the Help Center article, Scheduling a Room in Ad Astra if you need assistance
- Schedule your Zoom meeting
- Please reference the Help Center article, Scheduling a Zoom meeting if you need assistance
- With your Zoom meeting open, add the necessary CCAC Zoom Room(s) you wish to connect and or the meeting attendees
- Add any necessary attendees in the To… field
- Click on the Rooms button
- Select All Rooms from the Address Book dropdown
- Search for Zoom and a list of any Zoom rooms including the room(s) you already booked through Astra Schedule Event and Resource Scheduling will appear
- Select the desired Zoom room(s) and click the Rooms button
- Select OK
- After selecting OK, you will receive a pop-up asking if you would like to update the room location. Select, Yes
- Click Send once finished
Joining or Starting a Zoom Meeting in a Zoom Room
Joining a Pre-Scheduled Zoom Meeting
- Press Start on the Extron Touch Panel to turn the system on
- Select the Zoom Room icon
- Switch to the iPad controller (for all Zoom meeting functions)
- Wake the iPad by pressing the Home button
- Launch the Zoom App
- Locate your meeting on the home screen and press Start
Joining a Zoom Meeting manually using the Meeting ID and Passcode
- Press Start on the Extron Touch Panel to turn the system on
- Select the Zoom Room icon
- Switch to the iPad controller (for all Zoom meeting functions)
- Wake the iPad by pressing the Home button
- Launch the Zoom App
- Select the Join button
- Enter the Meeting ID
- Select Join
- Enter the Passcode
- Select OK
Starting a Zoom Meeting (using the Invite option - Contacts)
- Press Start on the Extron Touch Panel to turn the system on
- Select the Zoom Room icon
- Switch to the iPad controller (for all Zoom meeting functions)
- Wake the iPad by pressing the Home button
- Launch the Zoom App
- Select New Meeting
- To add someone to your meeting, select Invite
- You can search for anyone at CCAC by typing their name, email, or CCAC username in the Search bar
- Select the person
- Repeat the search process for each person you would like to add
- Select Invite
- The person(s) you invited will see this on their PC and they can choose to Join or Decline the invite
Starting a Zoom Meeting (using the Invite option - Email)
- Press Start on the Extron Touch Panel to turn the system on
- Select the Zoom Room icon
- Switch to the iPad controller (for all Zoom meeting functions)
- Wake the iPad by pressing the Home button
- Launch the Zoom App
- Select New Meeting
- To add someone to your meeting, select Invite
- Select the Email option
- Enter the email
- Select Send
- The person you emailed the invite will receive an email like this inviting them to join your meeting
Starting a Zoom meeting using Contacts
- Press Start on the Extron Touch Panel to turn the system on
- Select the Zoom Room icon
- Switch to the iPad controller (for all Zoom meeting functions)
- Wake the iPad by pressing the Home button
- Launch the Zoom App
- Select Contacts
- You can Invite participants by using the Search or Email option
Basic Meeting Functions
Using the Zoom Room iPad Controller
Meeting Information
The Meeting Information button will display the Meeting ID, Passcode, and options for joining by the web or phone.
- After selecting the Meeting Information button you will see the Meeting Information Screen.
Room Controls
This is where you would select the Presentation Source for Screen Sharing. Your options include PC (log into the in room PC), Table (plug HDMI cable into your laptop) , Lectern (plug HDMI cable into your laptop).
In addition, Camera Select will allow you to select a preset view for the camera. Your options include Lectern, Boards, Front of Room, and Back of Room.
- After selecting the Room Controls button you will see the Following sources to select from.
Room Controls for OCS 516
OCS has the additional option of powering on the Side Displays and which source you would like to project
DeleteSettings
The Settings button will show you what Microphone, Speaker, Camera are selected. This button is locked and you will not be able to make adjustments.
DeleteSend Content
The Send Content button will allow you to send content to the remote participants in the Zoom meeting.
Please note: you will need to select your content source first by using the Room Controls button and selecting the appropriate source.
- If using your own laptop, be sure to plug the HDMI cable in and select the Share to Meeting Button
- To stop sharing, select the Stop Sharing button
Security
The Security button will allow you to access in meeting security settings.
- Once you select the Security button you will have access to the following functions: Lock Meeting, Enable Waiting Room, Hide Profile Pictures, Share Screen, Chat, Rename Themselves, Unmute Themselves, Start Video, and Suspend Participant Activities.
View
The View button will allow you to change the view of the Zoom meeting participants.
- Options include Speaker, Thumbnail, or Gallery view
.
Camera Control
If the Camera Presets don't suit your needs (located under the Room Controls button) you can manually adjust the view of the camera by selecting the Camera Control button.
- From this screen you can manipulate the camera position by using the arrows on screen. You can also, zoom in and out using the magnifying glass icons.
Participants
This Participants button gives a list of who is currently in the meeting and some control over the participants.
- Since the Zoom room takes over as host of the meeting, you can mute and turn off participant mic/camera from touching the icons next to the participant name. You can also Mute All.
- If you want the remote participant(s) to turn their mic or camera ON, press the icon again. The remote participant will get a message saying, "the host has asked you to start your video"
- or "the host would like you to unmute"
- The More button will give you access to additional features such as: Lock Meeting, Enable Live Transcription, Mute Participants upon Entry, Disable Participants to Unmute Themselves, Disable Participants, to Rename Themselves, Disable Participants to start video, Show Non-video Participants, Hide Self View, and Enable Waiting Room.
- You can tap on a participant's name to reveal the following settings: Chat, Ask to Unmute, Ask to Start Video, Pin, Allow Recording, Make Host, Make Co-Host, Assign to Type Closed Caption, Rename, Put in Waiting Room, and Remove.
Invite
The Invite button will allow you to search the CCAC directory by typing in a person's name or username into the search bar. If you need to call another Zoom room directly, select the room you would like to invite and the press the Invite button.
- You can also send an invite using the Email button.
- Once you select the Email button you will be prompted to enter a Email Address and then select Send.
Record
Select the Record button to record your Zoom meeting.
Warning: The record option is only available when you have invited the Zoom room to a meeting using your Outlook invite. For directions on how to Schedule a Zoom for a Meeting, please click here.
- To stop a recording, select the Stop Recording button.
More
Select More to access some interactive features.
- The More features include Chat and Breakout Rooms.
End
Selecting the End button remove the room from the meeting.
- After selecting Leave, you will be given three options.
- Leave will allow you to leave the meeting and assign another participant as the Host
- End Meeting for All will end the meeting for all participants
- Cancel will take you back into the meeting
Recording a Meeting in a Zoom Meeting Room
- Press Start on the Extron Touch Panel to turn the system on
- Select the Zoom Room icon
- Switch to the iPad controller (for all Zoom meeting functions)
- Wake the iPad by pressing the Home button
- Launch the Zoom App
- Locate your meeting on the home screen and press Start
- Select the Recording button
- When the meeting has concluded, select Stop Recording
- Select Stop to confirm
- You will receive an email with a link to down lood the recording (Host only) and a link for sharing (viewing only)
Sharing Content in a Zoom Meeting Room While in a Zoom Meeting
- While in your Zoom meeting, select Room Controls button
- Selection your Presentation Source
- If using your laptop, select Table or Lectern and ensure the HDMI cable is connected to your laptop
- Select the X to close Room Controls screen
- Select Share Content
- When finished with Screen Sharing, select Stop Sharing
Not using Zoom?
Making a Phone Call in a Zoom Meeting Room
1. Press Start to turn the system on
2. Press the Dialer button
3. Dial your desired phone number starting with 9 + 1 and the remaining digits.
4. Press the Delete button if you need to erase a number and redial
5. Once you have dialed the complete number, press the Green Phone icon to connect the call
6. You can adjust the volume of the call or mute the speakers in the room by using the volume controls
7. To mute or unmute the audio going out in the call press the Mute icon
8. If the system is not working, pressing the Help button will give you the number for the Service Desk
9. When you're ready to end the call, press the Red Phone icon to hang up
10. To power the system down, press Off
11. Press Power Down to confirm the system is being shut off
Connecting your Laptop in a Zoom Meeting Room without Joining a Zoom Meeting
1. Press Start to turn the system on
2. Depending on which station you are utilizing, select the Table or Lectern input
3. Locate the cables in the cubby or on the lectern
4. Plug the HDMI cable into your laptop
- If you would like to utilize the Clear Touch capabilities, also plug in the USB cable
- For more information on the Clear Touch monitor please see the Equipment List for a Zoom Meeting Room
5. Use the Volume controls to adjust the volume of any content being shared through the system
5. When you're done using the system, press Off.
6. Press Power Down to confirm the system is being shut off