Introduction

A Zoom Room is a room that uses Zoom (Poly Zoom System) for sharing Audio, Video, Presentations, and Recording.  

To use Poly Zoom rooms, you must bring a state-issued computer or tablet/iPad

Current list of Rooms

1. WSB 125 = Poly Zoom room, Laptop only
2. CH 115 and 494 = Poly G62 Zoom room, room PC
3. CH 106, 111, SH 110 = Poly camera bar Zoom room, room PC

Instructions

• Setting Up and Using a Zoom Class with a Zoom Room

  To host your class using a Zoom Room, follow these steps to ensure a smooth experience for both in-person and remote participants.

  1. Create Your Zoom Class Meeting

• Log into Zoom on your personal device.
• Create a recurring meeting for your class (e.g., Bio103 ZoomRoom).
• This will generate a meeting link to share with your students.
• Hosting the meeting from your account ensures that recordings are saved to your Zoom account.

• Important: Do not start a new meeting directly from the Poly device. Doing so will save the recording to the room system, which is currently unavailable.

  2. Starting the Meeting in the Classroom

• Locate the projector remote (usually on the instructor’s desk or console).
• Point the remote at the projector(s) and press the Power button to turn them on.
• Start the Zoom meeting from your laptop.
• On the Poly system, press Join and enter the Meeting ID.
• No cables are required to connect your laptop.

• Optional: Connecting an HDMI cable will automatically start screen sharing. You can stop sharing via the touch panel.

• Activate the Poly touchscreen by touching or waving your hand in front of it.

• 3. Laptop Audio Settings

• Mute your laptop speakers to avoid audio feedback.
• In Zoom, do not join audio or select Leave Computer Audio once the Zoom Room connects:
  • Click the arrow next to the Mute icon.
  • Select Leave Computer Audio.

• 4. Sharing Audio and Video

  If you plan to share a video with sound:

• Open your Zoom meeting and ensure you are logged in as the Host.
• Click Share Screen.
• In the pop-up window, select your desktop or application.
• Check the box labeled Share computer sound (bottom-left corner).
• All computer audio will now be shared with participants.

• 5. Using the Zoom Whiteboard

• When setting up your Zoom meeting, configure the whiteboard to be view-only for participants.
• If not set initially, you can adjust permissions during the session:
  • Click Whiteboard > New Whiteboard.
  • Click the blue Share button (top-right).
  • Change each participant’s role from Editor to Viewer.

• Note: Avoid using the physical whiteboard in the classroom, as it is difficult for remote participants to see. Use the Zoom whiteboard instead.

  6. Poly Zoom Room Device Settings

• Ensure the volume is turned up (default is 85%) to hear participants and media clearly.

• 7. Zoom Room View Options

  Tap View on the Poly system to choose from the following:

• Content View: Displays shared content from your laptop (e.g., slides, documents, whiteboard).
• Gallery View: Shows up to 25 participants per screen. Only active if external participants are present.
• Thumbnail View: Combines Speaker View with a strip of recent speakers (up to 8).
• Speaker View: Focuses on the current speaker.
• Multi-View Focus: Highlights multiple speakers, ideal for panels.
• Flexible Active Speaker View: Automatically switches to active speaker view when someone speaks, then reverts after 15 seconds of silence.

• In rooms with dual screens (e.g., WSB125), you can display different views on each screen.

  Note: What you do in the room does not affect what remote participants see—they view what is shared from your laptop.

  Additional Resources

• See the Knowledge base article on How to change view settings for one screen 

• See the Knowledge base article on How to change view settings for multiple screens (WSB125)