1. What are Zoom services:

Zoom offers a group of services, but we mostly just use the main one:

Zoom Meetings :

A Virtual Meeting Room, used within the zoom application. The team can meet in it, as well as invite people from outside ekm to join. Meetings can hold up to 100 participants at a time.

Two perpetual meetings are hosted by the calendrier@ekmarchitecture.com account, with their links found on the main intranet web page. The “EKM team zoom” link requires a zoom account to log in, while the “Zoom with external parties” link does not. Both also require the meeting id and password, if you don’t join directly through the meeting link.

Only one of these meeting rooms/links can be accessed at a time, meaning if people are in one room and someone attempts to join the other at the same time, a message telling them “the host has another meeting in progress” will prevent them from joining. To prevent such meeting conflicts, follow the instructions below.

2. How to schedule a Zoom meeting :

Zoom meetings have been set up as a shared resource calendar, and there are several ways of viewing it:

  • you can see the zoom room schedule while creating an event, once the zoom room has been added, by clicking the eye symbol next to the zoom meeting room, which will show the zoom meeting rooms schedule only until the event is made.

  • you can add the calendar to your ekm google calendar by selecting this link here in a browser signed in to your ekm account, or you can add it just by clicking “add calendar” and clicking “browse resources” to select the zoom meeting room .
    (note: this options will cause meetings you are a guest in to appear twice at the same time; one for the “zoom meeting rooms“ calendar and one for the regular calendar, which cannot be removed without showing up as declining the event or deleting it. You can hide or unsubscribe from the zoom meeting room calendar at any time if this is an issue.)


To create an event that uses one of the zoom meeting rooms;

  • Go to google calendars from a browser signed in to your ekm account

  • Create an event at the time of the meeting

  • In the settings of this event:

    • set title to the zoom meeting name

    • set the meeting length

    • decide if you want the meeting to repeat (most should keep it as “does not repeat”)

    • if you have the option to select a different calendar in which the event will appear, select the one with your name (otherwise the event organizer will be whoever the chosen calendar belongs to (viewable in calendar settings))

    • in the guest field, enter the email of the meeting participants

    • click on “add room“, and select “zoom meeting rooms” from the available rooms (assuming there are no conflicts).

    • in the description, add the zoom meeting link, and/or (ID and password), as found on the intranet page, for internal or external meetings.

      • note: the zoom meeting info can be directly copy-pasted from the website by copying (not “copy link”) the selected text and pasting (not “paste as plain text“) the text in the meeting description section (see image below)

 

    • keep the busy and default visibility

    • if you want to edit notifications (only sent to you, as guests can edit theirs in their settings),

      • click on “more options“,

      • find the notification setting

      • select if you want to receive a calendar notification or an email, and the time when you want to receive it, or click the “X” to remove the notification

    • save the meeting

    • once the meeting is saved and uses the zoom meeting room, it will be visible in the zoom meeting room calendar

    • if you delete the event in the original calendar, or edit out the zoom meeting room from it, the event will also delete itself in the zoom meeting room calendar.

3. What you need to participate in meetings :

  • Hardware: a computer, a smart phone or a tablet. A participant can be added by land line, if necessary.

  • Software: Zoom software for PC and the app for smart phones.  You will be prompted to download the software if it not on your device.

4. How to join a meeting:

Once the software is installed, register with google account and sign in with your ekm credentials for email from your browser on the zoom website or from the zoom application itself.



Final Thought:

  • if you do not have camera and mic connected to your PC you can join the meeting using 2 devices. i.e. your phone for audio and video and your PC to share and annotate PDFs.