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Related Articles

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Info

For help utilizing more advanced features of the room, please visit the Advanced Zoom Room Guide.

If you would like additional training, please contact the ServiceDesk


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.

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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.

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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

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Panasonic 86" Panel

  • Displays content being shared from laptop or room PC.
  • Displays Zoom room details.
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Note

The Panasonic panel is only for displaying content. They do not have touch capabilities. You should not try to write on this monitor. Only the Clear Touch monitor has the ability to write on them using the magnetic pens.

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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

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360 Virtual Tour of the Zoom Meeting Rooms

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Please use your mouse or swipe to navigate around the 360 photos. There are clickable hot spots in each photo that will give you detailed information about the technology available in the rooms.


Allegheny K302

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Boyce N480


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North N3002


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South A408


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OCS 516


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West Hills N1103


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Scheduling & Starting a Meeting

Scheduling a Zoom Room for a Meeting

  1. Reserve your meeting room(s) using Astra Schedule Event and Resource Scheduling
    1. Please reference the Help Center article, Scheduling a Room in Ad Astra if you need assistance
  2. Schedule your Zoom meeting
    1. Please reference the Help Center article, Scheduling a Zoom meeting if you need assistance
  3. With your Zoom meeting open, add the necessary CCAC Zoom Room(s) you wish to connect and or the meeting attendees
  4. Add any necessary attendees in the To… field
  5. Click on the Rooms button
  6. Select All Rooms from the Address Book dropdown
  7. 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
  8. Select the desired Zoom room(s) and click the Rooms button
  9. Select OK
  10. After selecting OK, you will receive a pop-up asking if you would like to update the room location. Select, Yes
  11. Click Send once finished




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Joining or Starting a Zoom Meeting in a Zoom Room

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There are multiple ways to start or join a Zoom meeting. This article will detail the options you have for facilitating a meeting in a Zoom room.

Once you have successfully joined your Zoom meeting, click here for a description of the in meeting controls.

Joining a Pre-Scheduled Zoom Meeting

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For directions on how to schedule and invite a Zoom room to your meeting please click here.


  1. Press Start on the Extron Touch Panel to turn the system on
  2. Select the Zoom Room icon
  3. Switch to the iPad controller (for all Zoom meeting functions)
  4. Wake the iPad by pressing the Home button
  5. Launch the Zoom App
  6. Locate your meeting on the home screen and press Start
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Joining a Zoom Meeting manually using the Meeting ID and Passcode

  1. Press Start on the Extron Touch Panel to turn the system on
  2. Select the Zoom Room icon
  3. Switch to the iPad controller (for all Zoom meeting functions)
  4. Wake the iPad by pressing the Home button
  5. Launch the Zoom App
  6. Select the Join button
  7. Enter the Meeting ID
  8. Select Join
  9. Enter the Passcode
  10. Select OK
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Starting a Zoom Meeting (using the Invite option - Contacts)

  1. Press Start on the Extron Touch Panel to turn the system on
  2. Select the Zoom Room icon
  3. Switch to the iPad controller (for all Zoom meeting functions)
  4. Wake the iPad by pressing the Home button
  5. Launch the Zoom App
  6. Select New Meeting
  7. To add someone to your meeting, select Invite
  8. You can search for anyone at CCAC by typing their name, email, or CCAC username in the Search bar
  9. Select the person
    • Repeat the search process for each person you would like to add
  10. Select Invite
  11. The person(s) you invited will see this on their PC and they can choose to Join or Decline the invite
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Starting a Zoom Meeting (using the Invite option - Email)

  1. Press Start on the Extron Touch Panel to turn the system on
  2. Select the Zoom Room icon
  3. Switch to the iPad controller (for all Zoom meeting functions)
  4. Wake the iPad by pressing the Home button
  5. Launch the Zoom App
  6. Select New Meeting
  7. To add someone to your meeting, select Invite
  8. Select the Email option
  9. Enter the email
  10. Select Send
  11. The person you emailed the invite will receive an email like this inviting them to join your meeting
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Starting a Zoom meeting using Contacts 

  1. Press Start on the Extron Touch Panel to turn the system on
  2. Select the Zoom Room icon
  3. Switch to the iPad controller (for all Zoom meeting functions)
  4. Wake the iPad by pressing the Home button
  5. Launch the Zoom App
  6. Select Contacts
  7. You can Invite participants by using the Search or Email option
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Basic Meeting Functions

Using the Zoom Room iPad Controller

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Note

The Zoom meeting rooms have two touch panels. The Extron touch panel and the iPad Zoom Room controller. The iPad controller only works to control the in meeting Zoom functions.

After powering the system on using the Extron Touch Panel and selecting the Zoom Room button, switch to using the iPad for joining the Zoom meeting.

If the iPad screen is black or in a sleeping state, press the Home button to wake. Launch the Zoom APP to access Zoom Room controls.

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.



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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 North N3002

N3002 also includes options for Rear Display Sources

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Room Controls for OCS 516

OCS has the additional option of powering on the Side Displays and which source you would like to project

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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.

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Mute/Unmute Microphone

The Mute/Unmute button will mute or unmute the in room microphone.

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Stop/Start Video

The Stop/Start Video button will turn the room camera(s) On or Off.

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Send 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

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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.

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View

The View button will allow you to change the view of the Zoom meeting participants. 


  • Options include Speaker, Thumbnail, or Gallery view

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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. 


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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.



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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.


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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.



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More

Select More to access some interactive features.


  • The More features include Chat and Breakout Rooms.


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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


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Volume

The Volume slider controls the volume for the room speakers.

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Recording a Meeting in a Zoom Meeting Room

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Warning

There are a few different ways to start or join a Zoom meeting from a Zoom room however, if you would like to have the ability to record your meeting from the room, you will need to schedule your meeting ahead of time. For detailed instructions on how the process works please click here.

If you do not schedule your meeting in advance, you will not have access to the recording function.

  1. Press Start on the Extron Touch Panel to turn the system on
  2. Select the Zoom Room icon
  3. Switch to the iPad controller (for all Zoom meeting functions)
  4. Wake the iPad by pressing the Home button
  5. Launch the Zoom App
  6. Locate your meeting on the home screen and press Start
  7. Select the Recording button
  8. When the meeting has concluded, select Stop Recording
  9. Select Stop to confirm
  10. You will receive an email with a link to down lood the recording (Host only) and a link for sharing (viewing only)
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After the meeting has ended, you will receive an email with a link that is for hosts only, allowing you to down load the recording. The email will also contain a link that you can copy and share with others. The recording falls into the normal Zoom Cloud recording retention policy so it is recommended that you down load the recording if it will be needed in the future. 




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Sharing Content in a Zoom Meeting Room While in a Zoom Meeting

  1. While in your Zoom meeting, select Room Controls button
  2. Selection your Presentation Source
  3. If using your laptop, select Table or Lectern and ensure the HDMI cable is connected to your laptop
  4. Select the X to close Room Controls screen
  5. Select Share Content
  6. When finished with Screen Sharing, select Stop Sharing


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Not using Zoom?

Making a Phone Call in a Zoom Meeting Room

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Note

In order to dial out, you will need to first dial 9 + 1 followed by your number.

Example: 91 412 544 4444

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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



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Connecting your Laptop in a Zoom Meeting Room without Joining a Zoom Meeting

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Note

Most Zoom Meeting Rooms will have two stations for you to plug your laptop into the system. The lectern and the table have the necessary cables to project content to the monitors as well as a UBS cable to utilize the Clear Touch monitor.

Video (Selecting an Input)


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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

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




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