About the Room
Equipment List for a LiveSync Classroom
Instructor Station
- Extron touch panel
- Used to power the system on/off, make a phone call, input selection, volume/mute function, and document camera control.
- 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.
- PC, keyboard, and mouse.
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 the right side
Panasonic 86" TV (front of room)
- Displays content being shared from the laptop or room PC.
- Displays Zoom details.
(2)Panasonic 65" TV (back of room)
- Used for confidence monitors (located in the back of the room)
- They duplicate what is happening on the front displays
Camera(s)
- Has two Q-SYS Core 110f with one located in the front and one in the back.
- Document camera located above the instructor station.
- Camera view can be adjusted manually within the settings of the touch panel or by using the fixed camera presets.
Powering the PC On
- On the back of the computer monitor, will be the computer
- Press the button on the top of the computer, this is the power button
- The power button will turn white when powered on
Document Camera Controls
DeleteScheduling and Starting a Zoom Meeting
Scheduling a Zoom Room for Class
- 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
- 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 for Class
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 Zoom 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.
Settings
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 detailed instructions on how the process works please see the article, Scheduling a Zoom Room for Class under the Scheduling and Starting a Meeting tab.
- 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 will 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 Zoom Meeting During Class
-
Press Start on the Extron Touch Panel to turn the system on
- You will see the following message:
- 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 load the recording (Host only) and a link for sharing (viewing only)
Sharing Content in a Zoom Meeting
- While in your Zoom meeting, select the Room Controls button
- Select your Presentation Source
- If using your laptop, select Laptop and ensure the HDMI cable is connected to your laptop
- Select the X to close Room Controls screen
- Select Share Content
- Select Desktop or Camera (if sharing Document Camera)
- Select Share to Meeting
- If sharing Document Camera, select Q-SYS Core 8 Flex
- When finished with Screen Sharing, select Stop Sharing
Not Using Zoom
Recording a Lecture in Panopto
- With the PC powered on, open the Panopto app
- Press Start on the Extron Touch Panel
- Make sure that Q-SYS !/O USB Bridge is selected as the Video source
- Make sure that Echo Canceling Speakerphone (Q-SYS !/O USB Bridge) is selected as the Audio source
- Select a Camera preset for your Panopto recording on the Extron touch panel
- Proceed with your Panopto recording
Making a Phone Call using the Extron Touch Panel
- Press Start to turn the system on
- Press the Dialer button
- Dial your desired phone number starting with 9 + 1 and the remaining digits
- Press the Delete button if you need to erase a number and redial
- Once you have dialed the complete number, press the Green Phone icon to connect the call
- You can adjust the volume of the call or mute the speakers in the room by using the volume controls
- To mute or unmute the audio going out in the call press the Mute icon
- If the system is not working, pressing the Help button will give you the number for the Service Desk
- When you're ready to end the call, press the Red Phone icon to hang up
- To power the system down, press Off
- Press Power Down to confirm the system is being shut off
Connecting your Laptop without Joining a Zoom Meeting
- Press Start to turn the system on
- Select the Laptop input
- Locate the cables in the cubby or on the lectern
- Plug the HDMI cable into your laptop
- If you would like to utilize the Clear Touch capabilities, also plug in the USB cable
- Use the Volume controls to adjust the volume of any content being shared through the system
- When you're done using the system, press Off
- Press Power Down to confirm the system is being shut off