Zoom Rooms meeting controls and settings

This post was most recently updated on July 23rd, 2022

 

On your Zoom Rooms controller, you will find the in-meeting controls for Zoom Rooms. With the help of these tools, you will be able to adjust various aspects of the meeting, such as the volume or manage the participants.

The Zoom Rooms for Touch controls can be used if you have a touchscreen display.

This information can also be found in the Zoom Room user guide, which you can print out.

The following topics are covered in this article:

  • How to use in-meeting controls for Zoom Rooms
  • How to use the participants list controls as the host in Zoom Rooms
  • How to use the participants list controls as an attendee in Zoom Rooms
  • How to use in-meeting settings for Zoom Rooms
  • How to participate in breakout rooms in Zoom Rooms
  • How to invite participants in Zoom Rooms
  • How to record a meeting in Zoom Rooms

Prerequisites for using Zoom Rooms meeting controls and settings

  • Zoom Rooms for Conference Room
    • Windows: 5.3.0 or higher
    • macOS: 5.3.0 or higher
  • Zoom Rooms Controller
    • Android: 5.3.0 or higher
    • iOS: 5.3.0 or higher

or

  • Zoom Rooms for Conference Room
    • Windows: 5.3.0 or higher
    • macOS: 5.3.0 or higher
  • With a touch screen, you need to be running Windows 8.1 or higher
  • The computer must have touch drivers installed in order for it to work

or

Note: There are some features that require additional prerequisites in order to work. To find out more about each of the features, click on the embedded links.

How to use in-meeting controls for Zoom Rooms

Note: You can display the on-screen controller on Zoom Rooms for Touch or Zoom for Home if you tap the ellipses (…) at the bottom-right corner of the screen when you are using Zoom Rooms for Touch or Zoom for Home.

  • Mute  / Unmute : The microphone in the room can be muted or unmuted.
  • You can start or stop a video by clicking on the following button: The video camera in the room can be started or stopped at any time.
  • Content or Cameras can be shared through the following methods: Using your laptop or mobile device, you will be able to share content from your computer or mobile device.
  • Advanced Sharing Options: It is possible to select who is permitted to share and whether only the host or any user in the meeting should be able to start a new share when someone shares in your meeting.
  • Annotate on Shared Content: Share the Zoom Room’s screen with other participants so that they can annotate on it from within the Zoom Room.
  • Note: Participants can only use this option when they are using direct sharing, share.zoom.us, or Apple screen mirroring to share their screen. Ensure that the room’s web portal settings have been set up by the admin to enable annotations.
  • Optimize Full-screen Video Sharing: This is to ensure that a video clip will be shared in full screen if you will be sharing it in full screen mode. This should not be checked otherwise, as this may result in a blurry image displayed when the screen is shared.
  • If the room is being hosted or co-hosted, the following security settings are available: There are certain features that can be enabled or disabled during a meeting. It is also possible to find some of these settings in the participants’ list if you go to the settings tab.
  • Lock Meeting: In order to prevent other participants from joining the meeting while it is in progress, do not let them join.
  • When waiting room is enabled, the following steps should be taken: In the current meeting, you have the option of enabling or disabling the Waiting Room.
  • Provide participants with the following options: The following features can be enabled or disabled for all participants based on your preference.
  • Display a screen on a shared computer
  • Chat
  • Rename Themselves: It is important that participants in a current meeting have the option of changing their name that is displayed to other participants.
  • Unmute Themselves
  • Annotate on Shared Content:
  • Shared screens in Zoom Rooms can be annotated by other participants in the Zoom Room if they wish to do so.
  • Note: A participant may only select this option when sharing their screen via direct sharing, share.zoom.us, or Apple screen mirroring, which is a free service that is available to all users. Please make sure that the room’s web portal settings have been set up so that annotations are enabled by the admin.
  • Remove Participant: The meeting can be terminated by dismissing a participant. In the absence of allowing participants to rejoin, they won’t be able to join again.
  • Report: In the event that you believe an incident has violated the Community Standards or the terms of service of our website, you are able to report it here.
  • The view can be changed by clicking on the following link: In the room display, you have the option to change the layout of the video.
  • Camera Control: The PTZ camera can be adjusted, presets can be changed, or the camera can be switched between from the list of cameras.
  • Manage Participants / Participants  : You can view the participants in the meeting by clicking the button below. It is the host’s responsibility to manage participants in the event that they are participating in the event.
  • Start Recording  : Using the cloud recording feature, you can start recording.
  • Chat : During the meeting, you can access the in-meeting chat feature.
    • The chat settings can be accessed by tapping the Settings gear icon at the top of the screen:
      • Show notification on TV:On the Zoom Room display, you will be able to view chat messages as notifications.
      • On the TV, you can see the full chat panel as follows: On the Zoom Room display, you will be able to see a full transcript of the chat.
  • Settings : (Requires a room passcode to be able to access the room settings).
  • You can adjust the volume using the slider below: As soon as the meeting is over, you can adjust the volume on the room’s speaker (the volume will be restored to the default value once the meeting is over).
  • Leave / End : If the Zoom Room is the host of the meeting, you will be given the option of leaving the meeting or End Meeting for All.

How to use the participants list controls as the host in Zoom Rooms

To be able to access these features, you will need to tap Manage Participants in the meeting controls if you are the meeting waiting room , the screen will change to the following screen. Please wait until the host.

To activate the on-screen controller, you need to tap the ellipses icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home device.

  • The following options can be accessed by tapping the name of the participant:
    • Start Video / Stop Video: In the Zoom Room and for all other participants in the Zoom Room, the participant can start or stop their video.
    • Pin Video: It is recommended that they pin their video.
    • Control the camera by requesting it
    • Allow Recording: Recording may be allowed by allowing the participant to do so.
    • You can either be the host or you can be a cohost: The person can either be the host or the co-host of the event.
    • Closed captions should be assigned to the following types: They should be assigned the task of typing closed captions.
    • Put on hold: The participant can be temporarily disconnected from audio and video by putting them on hold for a brief period of time.
    • Put in Waiting Room:
    • Remove: If they are present in the meeting, remove them from it. The option of allowing them to rejoin is also an option you can consider.
    • Report:  A participant whose behavior is inappropriate should be reported to the administrator.
  • Invite: By contacting, emailing, phoning, or using the room system, invites can be sent.
  • Note: When the contact was not available or declined to attend the meeting, the room does not receive a notification that the meeting was cancelled. It is also not possible for the room to be notified when a new participant has joined the room. When the Gallery View is displayed, you will be able to see new participants as they join the group. In the Participants list, you can also see their names so that you know who they are.
  • Mute All: All participants are muted when the button is pressed. You will still be able to hear the voice of the room through the microphone.
  • Unmute All: All participants should be asked to unmute themselves as soon as possible. When participants see a prompt, they will have the option to unmute themselves or stay muted for as long as they choose.
  • The following options can be accessed by tapping More:
    • Lock Meeting: It is important to prevent other participants from joining a meeting in progress while it is in progress.
    • Mute Participants on Entry: The meeting will be automatically muted as soon as a new participant joins the meeting.
    • Show Non-video Participants / Hide Non-video Participants:
    •  The Zoom Room’s display can be configured to show or hide participant names and profile pictures depending on whether their video is enabled or disabled.
    • Show Self View / Hide Self View: You can either display or hide your video feed on the Zoom Room’s display based on your preference. Your name or profile picture will be shown or hidden depending on whether video is on or off.
    • Enable Waiting Room / Disable Waiting Room: For the current meeting, you have the option of enabling or disabling the Waiting Room.

How to use the participants list controls as an attendee in Zoom Rooms

In order to access these features, you need to tap the Participants button on the meeting controls.

To activate the on-screen controller, you need to tap the ellipses icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home device.

  • As soon as your name appears in the group of participants, with Raise Hand selected, you will be able to indicate that you are in need of assistance from the meeting host. The hand icon will appear beside your name in the participants list when you are logged in.
  • Claim Host: Select the host from the list of hosts. The host key will be required to be entered when you click on the button.
  • Show/Hide Non-video Participants: If a participant’s video is not being displayed in the Zoom Room, you can choose to display or hide their name or profile picture on its display.
  • Show/Hide self view: You can enable or disable the display of your video feed in the Zoom Room by changing the settings. The name and profile picture of your profile will show or disappear if the video is turned off.

How to use in-meeting settings for Zoom Rooms

You can access in-meeting settings by tapping the gear icon in the top-right corner of the screen.

To activate the on-screen controller, you need to tap the ellipses icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home device.

Note: This requires a passcode for the room to be entered.

Microphone

  • Volume: There is an option to display the microphone sensitivity on the display.
  • Source: The Zoom Room’s microphone can be seen in the screen shot below. The microphone can be changed by tapping on another source.
  • Advanced: If you would like Zoom Rooms to optimize microphone settings for optimal quality, make sure that the Software Audio Processing is enabled.

Speaker

  • Volume: Displays the volume of the speakers in the room. There is a slider on the meeting controls that allows you to adjust the volume of the meeting.
  • Source: The Zoom Room speaker is displayed on the Zoom Room screen. The speaker can be changed by tapping on another source.

Camera

Source: There is a camera displayed in the Zoom Room as long as it is being used. The camera can be changed by tapping another source on the screen.

Display Top Banner

There should be a banner displayed at the top of the display. There may be a banner that contains information about the room, time, and sharing key.

Note: There is only one meeting for which this setting will apply: the one currently in progress. It is important to know that if Display top banner on TV is turned off in the meeting settings for the room, you will not be able to see this section and setting.

Advanced

In Gallery View, you will be able to display 49 participants on a single screen

How to participate in breakout rooms in Zoom Rooms

A Zoom Room can be assigned to a breakout room by either the host or the co-host.

Note: There is no way for you to self-select your breakout room if the feature is enabled by the host.

You will be notified when you are assigned to a breakout room, and you will be asked to join the breakout room after you have been assigned to it. In order to join the breakout, you need to tap Join, and in order to dismiss the notification, you need to tap Later.

To join the breakout room assigned to you, simply tap the breakout rooms icon on the room controller’s top-right corner if you dismissed the notification.

The host will be invited to the breakout room in the top-right corner by tapping the question mark icon on the top-left corner when you are in the breakout room. Tap the ellipse icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or Zoom for Home, and then tap the question mark icon to display the on-screen controller. If you are using Zoom Rooms for Touch, take advantage of the Zoom Rooms for Touch application.

How to invite participants in Zoom Rooms

  1. Whether you want to start a meeting or join one, you can do so.
  2. You can display the on-screen controller by tapping the ellipses icon (…), which can be found in the bottom-right corner of the screen when using Zoom Rooms for Touch or Zoom for Home.
  3. You will be able to manage participants by tapping Manage Participants.
  4. The participants list can be accessed by tapping the Invite button in the lower left corner of the screen.

How to record a meeting in Zoom Rooms

  1. A meeting can be started or joined at any time.
  2. You can access the on-screen control by tapping the ellipses icon (…) at the bottom-right corner of the screen if you are using Zoom Rooms for Touch or an Zoom for Home device.
  3. Start the recording by tapping the Start Recording button.
  4. The recording link will be sent to the email address you entered when you entered the email address.
  5. You will need to tap the OK button.
    The recording of the meeting is processed when the meeting comes to an end. Once the recording is ready, the recipients of the email will be emailed a link to access the recording.