How to Host a Zoom Meeting in a Q-SYS Trimodal Room

The purpose of this article is to explain the steps necessary to conduct a Zoom meeting in a Trimodal COL Room containing a Q-SYS system.

Important: This article applies only to rooms with Q-SYS systems. For rooms with a Crestron system, view this article.

There are two ways of conducting a Zoom meeting from a Q-SYS System. These are:

1. Creating a Zoom Instant Meeting
2. Connecting to a scheduled or in-progress meeting.

Both of these will be discussed in detail below. Please scroll to the set of instructions that best describes your use case.

Not Sure Which Applies To You?

Generally speaking, an Instant Meeting is recommended if you cannot create a meeting in, and do not have access to, the Zoom.us web portal, or do not need to inform remote users in advance of the invite link and do not plan for the meeting to recur. We recommend that you use scheduled meetings in all other cases.

Creating a Zoom Instant Meeting

A Zoom Instant Meeting is created on the ViewSonic Zoom screen at the time of the meeting. When you arrive in the classroom and select the Zoom input source, an instant meeting may already be running. This will be indicated by the display mirroring the monitor of the Instructor's PC, as opposed to showing the Zoom Room main menu. If no instant meeting is running, touch the New Meeting button to create an Instant Meeting. If asked to enter a display name, press "SKIP". The meeting is now in progress.

Inviting Students to Your Meeting

To allow students to join your meeting, you must give them the Meeting ID and passcode. Some meetings also require students to log in to Zoom with their DePaul BlueKey credentials. To view the Meeting ID and passcode, touch the center of the ViewSonic monitor once, then push the small green check mark in the upper right corner of the screen. A window will appear showing the Instant Meeting's ID and passcode.

Joining a Scheduled or In-Progress Meeting

If you have created a scheduled meeting, or want to join the Zoom Room to a meeting that is currently in progress, you can find the Meeting ID and passcode on the Zoom.us web portal by navigating to the Meetings directory, clicking the name of the meeting, and then clicking "Show" next to "Passcode" in the Details tab. To join the meeting:

1. Be sure the Zoom primary source and the relevant secondary source are selected on the Touch Panel.
2. If applicable, leave the current Zoom Instant Meeting by touching the center of the ViewSonic Zoom display, then touching the Leave or End button.
3. Touch the Join button to join the new meeting.
4. Enter the Meeting ID to join the Zoom meeting.
5. Enter the Passcode, if prompted.
6. If asked to enter a display name, press "SKIP".

In some meetings, the Zoom Room controller must be the host to be able to share the whiteboard or the screen of the Instruction Computer. The Zoom Room will be the meeting host if it is the first user to join the meeting, and no user explicitly designated as the host is connected. For this reason, it is important that you join the meeting first, before other students.

If the Zoom Room was not the first participant to join the meeting, and is consequently not the host, the sharing of the secondary selected source into the meeting may not have started. If this occurs, press the green "Share Content" button, and then the blue "Share to Meeting" button, after the Zoom Room is made the host or co-host.

Ending the Meeting

At the conclusion of your lecture, you need to disconnect the room from the meeting. To do this, press the red "END" button. You then have two options to disconnect:

"Leave Meeting" disconnects the room from the meeting, but allows other users to remain connected.

"End Meeting For All" forces all users to disconnect from the meeting. If the Touch Panel is not the meeting's host, this option will not be displayed.