Joining a Zoom Meeting Using Cisco Telepresence

Question

How do I join a Zoom Meeting using the Cisco equipment in my classroom or conference rooms?

Answer

Before you start this process, please be sure that your classroom or conference room has Cisco Telepresence listed in its room description.

Joining a Zoom Meeting in a Cisco-enabled room has three primary steps:

  • Obtaining the meeting dialing address.
  • Connecting to the meeting.
  • Hosting a meeting.

Depending on the type of room and how you plan to use it, there are a few different ways to complete each of these steps. The following sections provide an overview of options for each of these steps. 

Preparing Before Your Meeting

Create a new Zoom meeting using the Zoom Web Application or:

Zoom uses a unique Host Key to identify you as the host of a meeting joined via a room system. This key is not the same as your BGSU password or a meeting passcode. If you do not already know your Host Key, you will need to set one up using the "How to view and customize your host key" section of this guide from Zoom, before you attempt to join a meeting using Cisco Telepresence.

Depending on how you will use this meeting, consider changing the following settings in your meeting:

Once you have saved the meeting, select the option to Copy Meeting Invitation and scroll through the text that appears until you find the following information: 

  • Join by SIP
    • This should look something like 8266655555@zoomcrc.com.
  • Passcode
    • This should be a series of 5 numbers.
  • Zoom Host Key

Keep these three things in a place where you can access them easily when you need to join the meeting.

This option only exists for conference rooms equipped with Cisco Telepresence that have had the Zoom integration setup. During this process, a shared calendar in Outlook will be configured to communicate directly with the Cisco equipment. With the correct settings, a meeting booked on that calendar will allow someone to press a single button to join the meeting inside of the conference room. Follow these steps when scheduling the meeting:

Create a new Zoom meeting using one of the following methods:

Using the Zoom Web Application

  1. Once you finish creating the meeting, copy the Invite link from the meeting details page.
  2. Create a new meeting on the shared calendar for your conference room.
  3. In the meeting description, paste in the Invite link for the Zoom meeting and nothing else.
    • If you would like to send a meeting invite to the meeting participants with more information, create a separate meeting.
  4. Save the meeting.

Using the Outlook Add-on for Zoom

  1. Create a new meeting on the shared calendar for your conference room.
  2. Use the steps in the guide above to add Zoom to that meeting.
  3. Do not modify the meeting description created by Zoom.
    • If you would like to send a meeting invite to the meeting participants with a different description, create a separate meeting.
  4. Save the meeting.

While creating the meeting using either of the methods listed above, consider changing the following settings in your meeting:

 

Joining a Zoom Meeting Using Cisco Telepresence

 

Running a Meeting Using Cisco Telepresence

For additional assistance, please contact Information Technology Services at 419-372-0999 or through chat.

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