Zoom

Zoom Pro licences are now available for each group. To get yours, register here.

In this guide we will cover:

  • What Zoom is and why you might want to use it.
  • How to schedule a video conference via Zoom.
    • Where to find the details, to share your meeting with your members.
  • How to start a meeting.
    • Advanced usages while the meeting is running.
  • How to add basic users.
    • “Basic users” can host meetings on your Group’s account on your behalf.

What is Zoom

Zoom is a video conferencing platform. It enables you to have large scale video conferences and share your screen with participants.

Why use Zoom

You would rightly question why you would want to use Zoom given we have Microsoft Teams free for the district. The main benefit of Zoom over Teams are:

  • The gallery view – where you can see everyone’s videos rather than the last few who spoke.
  • Breakout rooms – where you can separate your participants into their own conference calls so that you can perform activities you would normally do in groups.

Scheduling a meeting

Step 1 – Download the client

First start by downloading the Zoom Client, for Microsoft Windows users this can be installed by using the below link:

https://zoom.us/client/latest/ZoomInstaller.exe

Step 2 – Scheduling a new meeting

Open the Zoom by double clicking on the desktop icon, you should be presented with the below welcome screen where you will need to select sign in.

Enter your login details for Zoom and click the blue sign in button.

Once logged in Click the schedule icon to setup a new meeting.

You have a number options on the following screen start by adding a meeting name in the ‘Topic’ text box, this should include your Group or Unit name.

  • Select your start time and meeting duration.
  • Meeting ID should be set to ‘Generate Automatically’
  • Password should be set to required, a random Pin will be assigned
  • Video Settings,  use these options to select if the host or participants video should be on
  • Audio,  Choose to allow participants to connect via Telephone, Computer Audio or both.
  • Calendar, Set this to ‘other calendars’
Schedule a zoom meeting

To enable some more advanced options, expand ‘Advanced Options’ at the bottom of the screen.

Check to make sure ‘Enable waiting room’ is selected (this is hold all participants in a separate room until you can confirm them and allow them in. Remember that two adults should be online before you begin the meeting. Zoom has set all meetings to have a meeting room by default since 5th April. Meeting rooms mitigate a number of the Zoom security risks that have been reported recently in the media: You should always use a waiting room

Once happy click the Schedule button to set up the meeting.

Step 3: Share the meeting with your members

The Following screen holds on the meeting information which you will need to share with your participants, if you want them to just join via a computer they will just need the ‘Join Zoom Meeting’ Link – be careful when sharing this out as this is the key to your meeting room!

Some parents have reported the need to provide the meeting password when joining from certain devices, like an iPad, so you’ll want to make sure that parents know the password before the meeting starts.

Once you’ve copied your meeting information you may close the window using the cross in the top right corner.

Starting a meeting

From the welcome screen you should see your up and coming meetings, find the meeting you want to begin and click the start button (a meeting can be started at any time, you do not have to wait until the scheduled start time).

You’ll be next asked how you wish to connect to the audio, in most cases click ‘Join with Computer Audio’.

Congratulations! You’re now in your meeting and ready to go.  To enable/disable your camera and audio use the first two icons on the toolbar (bottom left).


Managing Participants

As the host of the meeting you’ll have more options than participants, the first icon you want to find is the ‘Manage Participants’ icon on the lower toolbar.

Click this button and a new window will appear to the right side of the screen.  This new screen will allow you to control the participants within the meeting.

In the screen below you will see 1 person is waiting in the waiting room. To allow this person in, hover over them and the ‘Admit’ button will appear, click this button and they will be admitted into the meeting. (you can move participants back into the waiting room by simply right-clicking on their name and then chosing the option to send them to the waiting room)

You should now see the participant next to you on the meeting window (those without their Video enabled will appear as their name only).


Restricting Participant Functions

You may wish to prevent your participants from using some of the functions. Clicking the ‘Security’ icon will allow you to switch on and off certain functions as you need them.

  • Lock meeting – this will prevent any new participants from joining
  • Enable waiting room – you may feel that for an adult meeting you don’t need the waiting room, deselecting this option will allow participants to join straight away.
  • Share Screen, Chat and Rename themselves switch on and off those functions

Chatting

Clicking the chat icon will bring a further window in which you can type messages to and from participants, select the intended recipients in the ‘To’ field and type your message.

You may wish to explore the advanced options once you have a basic understanding of Zoom. These will allow you to control/prevent a participant from sending private messages between people,  the District accounts are enabled users to chat to ‘Everyone’ or the ‘Host’ privately but not between participants. 

We recommend only allowing public chat to avoid 1 on 1 communication.


Screen Sharing

You may wish you share your screen or allow a participant to share theirs, this can be done by clicking the ‘Screen Share’ icon on the bottom toolbar, you will be asked to select which computer screen or individual application you wish to share.

Share an application where possible to avoid pop-ups from other applications from appearing in your Screen Share.

While screen sharing you can also share your computer’s sound (bottom right).

It is also possible to allow other participants to share control of the mouse pointer, useful for shared games or technical issues but be wary of the control this provides.

Advanced Functionality

Breakout Rooms

Breakout rooms allow you to split you meeting into several smaller sub meetings, once you’re happy with the basics of Zoom you can experiment which this additional tool.

Select ‘Breakout Rooms’ from the tool bar and you’ll be asked how many rooms you wish to create (you can add more later).    You can set the participants to be randomly assigned to rooms or manually choose who will be in each room.

Once ready click Create rooms and the below screen will appear,  you can move people between rooms here before opening them up,  remember your Yellow card and avoid 1 on 1 meetings and ideally have at least two adults per room.

When you’re happy with the rooms, click the blue ‘Open All Rooms’ button to invite the participants into their sub meeting rooms.

As a host, you can return to the menu at any time by clicking the Breakout Rooms icon again. Once running you can join a room yourself or move people between rooms. To close all the sub rooms and return participants back to the main room, click the red ‘Close All Rooms’ they will be given 1 minute to finish their breakout room before being returned.

To leave a breakout room and join another room simply click the ‘Leave’ link next to your current room.


Co-Hosting

You may wish to have more than one host to control the meeting. To do this the current host can right-click on the participant’s name and select the ‘Make Co-Host’ option,  agree to the popup message and then the Co-host will have the same rights as you!  (If you do not have this option you may need to enable this through the advance settings in the website – speak to a Hero if you need help doing this!)

Adding Basic Users

Zoom Pro account holders licenced through the Scout Association can now add “basic” users (other leaders) to their accounts to start and manage a meeting on their behalf – after sharing the host key (for each scheduled meeting) with them.

Basic users MUST sign-up on this form to be associated with a licensed account.

How does it work?

  • The licensed user schedules the meeting on the zoom site
  • The licensed user invites the relevant basic users to the meeting
  • The licenced or basic user can share the meeting details with young people, parents and others who should be invited to the meeting – these will all be guest users
  • If the licenced user isn’t attending the meeting, they’ll need to share the host key with the basic user so that they can become the host (instructions below)
  • The basic user will then need to click ‘claim host’ in the participants list at the bottom and enter the host key from the licenced user (instructions below)
  • The basic user can then end the meeting or act as the host during the session (don’t forget to ‘end the meeting for all’ so no one is left behind in Zoom – just like you would before locking up your meeting place!)

See this help article on how to obtain host key as licensed user.

This article explains how to claim host as basic user.

Guidance on using the Scout Pro Zoom accounts is available here.

Want to learn more?

This guide is intended to get you started, there are more options which could be used, to find out more speak to a Hero or take a look at the below product support site.

Zoom Video Tutorials