Hosting a meeting

To host a meeting you need to have a Zoom account. There are two types:

  • A free account enables you to host a meeting for two people for an indefinite time, or for more than two people for a maximum of 40 minutes. Of course at the end of that time you can set up a new meeting for the next 40 minutes and advise participants to sign in to the new meeting.
  • A monthly paid account enables you to have unlimited meetings (depending on how much you pay). Many Quaker meetings in Australia have signed up for paid accounts.

Hosting a meeting

Sign in to your account and click on "Schedule a meeting" or "Host a meeting" at the top right.

It will open a screen with default values, most of which will be appropriate for your meeting.

Click on "Save" at the bottom and it will display the meeting details.

Note that down on the right-hand side there is a link "Copy the invitation". You can use this to copy the meeting details and paste them into an email to your participants. However, you should add the telephone information to those emails as follows:

If you have to join by phone, ring 02 8015 2088 or 08 7150 1149.

You will be asked for the meeting code: key in 903 679 8841, followed by the # key. Then the password (if none, then just the # key)

When you are asked for your participant ID, just use the # key.

Note that the default option is for participants to access the meeting before you do so that they can start chatting if necessary and will be able to confirm that their software is working OK. If you turn off this option participants joining early will get a message 'waiting for host to start the meeting'.

Please note the page "Advices and warnings to hosts" below.

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Breakout rooms

Sheila Keane has provided the following guide to Breakout Rooms.

If you want more help you can contact her at sheilakeane57@gmail.com.

Click on Breakout Rooms. This option appears. Assign automatically for random allocation. Set number of groups so there are the right number of people in each group. Then click Create.

Create a breakout room

You have a number of options to choose for settings for the breakout rooms you are setting up. Select “Options” on the bottom left of the breakout rooms window. When options are as you want it and you’re ready for the groups to start, then click open all rooms (bottom right). NB: you can get the rooms all set up in advance during the meeting, and then wait for the cue to open all rooms later in the meeting.

Assign people

If you choose to assign people manually, this window will pop up. You can add, rename or delete rooms.

You can assign participants to a room manually by hovering over the blue Assign text and then ticking the name(s) you want to be in that group. People who are not yet assigned will show up as options to be assigned – in this example, Elizabeth Hooten is not yet assigned. Tick her name and she will be assigned and will no longer show up as a person who can be assigned because she is already in a group.

Create rooms

You can also move people from one group to another - not pictured. Use drop down arrow on room number, select participant, move to another room (i.e. manually re-assign them to a different group)

Create a breakout room

Once the breakout session is closed, if you want another breakout group session you can re-create the groups. However, this will create the same groups as you had before. If you want different groupings you will need to assign participants manually or delete all rooms and start over.

 

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Showing closed captions

Any Zoom account can have closed captions (i.e. automatically generated subtitles to help people who are hard of hearing or where connection is poor).

The instructions are here and are as follows:

To enable Closed captioning for all users in the account:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Account Management then Account Settings.
  3. Click the Meeting tab.
  4. Under In Meeting (Advanced), click the Closed captioning toggle to enable or disable it.
  5. If a verification dialog displays, click Enable or Disable to verify the change.
  6. (Optional) If you want to make this setting mandatory for all users in your account, click the lock icon unlocked-button.png, and then click Lock to confirm the setting.
  7. (Optional) Select the check boxes to enable additional features:
    • Allow use of caption API Token to integrate with 3rd-party Closed Captioning services
    • Enable live transcription service to transcribe meeting automatically
    • Allow viewing of full transcript in the in-meeting side panel: If disabled, participants cannot view the full transcript in the side panel. They can only view captions in the video window of the meeting or webinar. Participants also won't be able to save captions.
      Note: This feature requires Zoom version 5.7.0 or higher.
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