Using Zoom Rooms
This article summarizes the use of Zoom Rooms. Zoom Rooms link to physical meeting spaces around campus with touchscreen technology so faculty and staff can host work meetings.
Classroom instructors refer to the Using Zoom in the Classroom article for instructions.
Zoom Room meetings must be scheduled within your Google calendar so you can select the room you will be using. Zoom Room meetings will be booked to the room's calendar.
You can book Zoom meetings and use any conference room; however, not all meeting spaces are Zoom Rooms (e.g., the supporting technology is not in the physical space). Contact the Help Desk if you need to book a Zoom Room and don't know which rooms are available.
Quick Links
Scheduling a Zoom Room Meeting
There are a few ways to schedule meetings.
Schedule Using the Web Portal
Login to boisestate.zoom.us.
Go to Meetings.
Click the + Schedule a Meeting button.
Enter the meeting information.
Click Save.
Under the “Add to” section,
Click Google Calendar.
Click Confirm.
In Google Calendar,
Click Rooms.
Select the room you would like to meet in.
Click Save
Schedule Using Zoom for Google Workplace Extension
Log into your Boise State Google Calendar.
Create a new event.
Click More Options at the bottom of the event.
Enter your meeting settings.
Click Make it a Zoom Meeting. If prompted, keep editing.
Click Rooms
Select a conference room for your meeting. The room will show up on your guest list.
Click Save to schedule the meeting.
Starting or Joining a Scheduled Zoom Room Meeting
There are two ways to start or join a scheduled Zoom Room meeting.
Tap Home on the touch panel, locate and tap on the meeting then tap Join.
Log into the Zoom Workplace app.
Click the Pair icon to pair your device with the Zoom Room.
Start or join the desired meeting.
Select how you would like to start or join the meeting.
Launching a New Meeting from a Zoom Room
You may also start a new meeting from your reserved conference room.
Tap New Meeting from the Home menu on the touch panel.
Tap Start to begin your new, instant meeting.
on the touch panel.
Powering the Zoom Room TV On or Off
There are different ways to access the TV controls.
Select any button on the touch panel’s Home menu to turn the TV on.
Go to the Room Controls menu on the left side of the screen to turn the TV on or off.
Controls Available During a Zoom Room Meeting
The Meeting Information icon (the green shield at the top left) lists your meeting ID, an invite link, or security information.
The Room Controls menu (the remote icon at the top right) provides access to the TV controls.
The More menu (circle with dots icon) reveals additional meeting features such as Chat, Captions, and Breakout Rooms.
AI Companion
You must claim the assets if you are in an instant ad-hoc meeting and recording or using AI Companion.
This can be done via the Zoom Workplace app or by inputting your email address. If this is not done, you will not be able to access the recordings/meeting summaries.
Utilize Zoom’s AI companion to generate a meeting summary or to ask it questions about the current meeting. You can do this by selecting AI Companion from the meeting controls.
Participant Layout Options
Change how participants will be shown on the screen by selecting View from the meeting controls then choosing the desired layout mode.
Participant Layout Mode Options
Speaker: This mode displays only the primary speaker on screen.
Thumbnail: This mode displays the primary speaker while also displaying thumbnails of other participants across the bottom/top of the screen.
Gallery: This mode displays up to 49 participants in equal spaced squares across the screen.
Multi-speaker: This mode displays multiple speakers as the primary focus. Their portraits will be larger and the rest of the participants will be displayed as thumbnails across the bottom/top of the screen.
When Particpants Share Content
The View window slightly changes when a participant starts sharing content.
Shared Content: This mode displays primarily the shared content. The primary speaker will show up as a floating thumbnail at the corner of the screen.
Multi-speaker: This mode displays the shared content along with multiple pinned speakers to the left/right of the content. The rest of the participants will be shown as thumbnails across the bottom/top of the screen.
Thumbnail & Share: This mode displays the shared content with the rest of the participants shown across the bottom/top of the screen.
Camera Controls
The camera controls manage the behavior of additional cameras in the room (e.g. Sight camera).
Select Camera control while in a meeting.
Manual: This mode reverts the camera back to manual control. Pan, tilt, and zoom actions are done manually on the touchpanel.
Speaker focus (necessary to activate Sight camera): This mode segments up to 4 speakers in a single frame and prioritizes whoever is speaking.
Auto-Framing: This mode auto-focuses on the whole group. The frame will move and shift to match everyone who might be sitting/standing in the room.
Multi-Focus: This mode acts similar to Speaker focus. Meeting participants will be segmented into a single frame.
Multi-Stream: This mode segments out meeting participants into their own separate windows
Sharing Content in a Zoom Room
You need to share content from within the Zoom Workplace desktop or mobile app.
If you want to share content:
The room should automatically pair and share your content. Just click Share screen from your desktop or mobile app. If pairing fails, you will be prompted to enter a sharing key. The sharing key is located in the top right corner of the TV or select Share Content on the touch panel.
If multiple participants share content, select Change Content to switch the Zoom Room TV display between participants. There are no limitations to how many people can share content simultaneously.
If you are NOT in a Zoom meeting but want to display content on the Zoom Room TV:
Click Share screen from your desktop or mobile app.