Joining a Zoom Meeting Using Cisco Telepresence

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

• Outlook Add-on for Zoom
• Canvas Zoom Setup

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:

• Enable automatic meeting recording.
  • It can be complicated to start a recording using the Cisco tools and this feature will make recording easier.
• Assign a Co-Host for your Zoom meeting.
  • If you might not be able to attend the meeting, this will allow someone else to start the meeting on your behalf.
• Allow participants to join before the host.
  • This feature will make it easier to join the meeting using the Cisco tools, but it will require you to join the meeting on your own laptop to access any host features.

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
  • This should be a series of 6 numbers that you created for your account. 

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

To join a meeting scheduled by someone else, you will need to obtain either the Join By SIP address or the Meeting Number and you will always need the passcode. If you did not receive this information in the original invitation, you will need to reach out to the person who scheduled the meeting and ask them to locate the meeting ID and passcode. 

If you received the Meeting Number, you will need to add "@zoomcrc.com" to the end of that number to create a Join By SIP address. For example, if the meeting number you were sent is 8266655555, then the Join By SIP address will be 8266655555@zoomcrc.com.

Either way, you will need the following to join the meeting.

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

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

• Outlook Add-on for Zoom
• Canvas Zoom Setup

ITS will schedule the meeting in your room on your behalf later, but can only accommodate a single recurring meeting link for your classes each semester. Use this guide to set up a recurring pattern while creating your Zoom meeting. It is often best to simply select the option for No Fixed Time when creating your meeting link. 

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:

• Enable automatic meeting recording.
  • It can be complicated to start a recording using the Cisco tools and this feature will make recording easier.
• Assign a Co-Host for your Zoom meeting.
  • If you might not be able to attend the meeting, this will allow someone else to start the meeting on your behalf.
  • Keep in mind, your Co-Host will also need to set up a Host Key.

Once you have saved the meeting, select the entire meeting URL for your meeting and send it to ITS using the email thread for each semester along with the dates, times, and rooms you will be teaching in that semester.

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:

• Enable automatic meeting recording.
  • It can be complicated to start a recording using the Cisco tools and this feature will make recording easier.
• Assign a Co-Host for your Zoom meeting.
  • If you might not be able to attend the meeting, this will allow someone else to start the meeting on your behalf.
• Allow participants to join before the host.
  • This feature will make it easier to join the meeting using the Cisco tools, but it will require you to join the meeting on your own laptop to access any host features.