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LiveSync Classrooms
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LiveSync with Zoom Room
ITech with LiveSync LiveSync with Zoom Room
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For directions on how to join a Zoom webinar, or how to create Breakout Rooms please click here.

 

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.

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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 the right side

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Panasonic 86" TV (front of room)

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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.

  • Displays content being shared from the laptop or room PC.
  • Displays Zoom details.
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(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
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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.
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360 Virtual Tour of a LiveSync Classroom

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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.

West Hills S2305

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Powering the PC On

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The PC powers on independently from the Extron Touch Panel system. If the screen is black, and the computer does not wake when you click the mouse you will need to power the PC on.

  1. On the back of the computer monitor, will be the computer
  2. Press the button on the top of the computer, this is the power button
  3. The power button will turn white when powered on
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Document Camera Controls

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The document camera can be used in a variety of ways. It can be used to project documents in the room by selecting the Doc Cam input on the Extron touch panel. It can also be used while in a Zoom meeting by selecting the Room Controls button, then choosing Camera as the source. 

To use the document camera while not in a Zoom meeting, select the Doc Cam input.

Zoom In

The Zoom in button will allow you to incrementally zoom in on a document.

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Zoom Out

The Zoom out button will allow you to incrementally zoom out on a document.
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Home 

The Home button will return the camera to its original position.

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Privacy

The Privacy button will mute the camera.

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Scheduling and Starting a Zoom Meeting

Scheduling a Zoom Room for Class

  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. Select the desired Zoom room(s) and click the Rooms button
  8. Select OK
  9. After selecting OK, you will receive a pop-up asking if you would like to update the room location. Select, Yes
  10. Click Send once finished
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Joining or Starting a Zoom Meeting for Class

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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 class in a Zoom room.

Joining a Pre-Scheduled Zoom Meeting

  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 Zoom Meeting Functions

Using the Zoom Room iPad Controller

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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.
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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 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.
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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 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
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Volume

The Volume slider controls the volume for the room speakers. 

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Recording a Zoom Meeting During Class

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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 class from the room, you will need to schedule your Zoom meeting ahead of time (and invite the room) or enable Automatic Recording for all of your Zoom meetings. For detailed instructions on how to invite the room, please see the article, Scheduling a Zoom Room for Class under the Scheduling and Starting a Meeting tab.


Please use these steps if you plan on scheduling your Zoom meetings for class through Blackboard.

Enable Automatic Recording in Zoom

In order to record classes that have the Zoom meetings created through Blackboard, you will need to enable Automatic Recording for all of your Zoom Meetings since you are not able to invite the room as a participant. Once this feature is enabled and you join the meeting through the iPad in the room, recording will automatically be enabled.

  1. Go to ccac.zoom.us
  2. Click Sign in
  3. Enter your NetID and Password
  4. Click Sign in
  5. Click Settings
  6. Click Recording
  7. Scroll down until you see Automatic Recording
  8. Click to toggle Automatic recording On
  9. Select Record in the cloud
  10. Make sure that "Host can pause/stop auto recording in the cloud" is selected
  11. Click Save
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  1. Press Start on the Extron Touch Panel to turn the system on
    • You will see the following message:
  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 load 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 

  1. While in your Zoom meeting, select the Room Controls button
  2. Select your Presentation Source
  3. If using your laptop, select Laptop and ensure the HDMI cable is connected to your laptop
  4. Select the X to close Room Controls screen
  5. Select Share Content
  6. Select Desktop or Camera (if sharing Document Camera)
  7. Select Share to Meeting
  8. If sharing Document Camera, select Q-SYS Core 8 Flex
  9. When finished with Screen Sharing, select Stop Sharing
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Not Using Zoom

Recording a Lecture in Panopto

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This classroom will allow you to record a lecture in Panopto using the camera/sound system in the room. For additional information on Panopto please click here or call the ServiceDesk to schedule training.

  1. With the PC powered on, open the Panopto app
  2. Press Start on the Extron Touch Panel
  3. Make sure that Q-SYS !/O USB Bridge is selected as the Video source
  4. Make sure that Echo Canceling Speakerphone (Q-SYS !/O USB Bridge) is selected as the Audio source
  5. Select a Camera preset for your Panopto recording on the Extron touch panel
  6. Proceed with your Panopto recording
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Making a Phone Call using the Extron Touch Panel

  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 without Joining a Zoom Meeting

  1.  Press Start to turn the system on
  2. Select the Laptop 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
  5. Use the Volume controls to adjust the volume of any content being shared through the system
  6. When you're done using the system, press Off
  7. Press Power Down to confirm the system is being shut off
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