Do You Need A Zoom Meeting?
If you need to setup an internal call for a large group of staff members within Portage DD, or an external Telehealth or check-in meeting, Zoom may be your best option!
This tutorial will walk you through how to request a zoom call, how to access your call, and will assist your zoom team in scheduling the call for you:
Requesting A Zoom Meeting
Each department has a dedicated zoom team available to schedule meetings for Portage DD Staff. Where possible, please allow 48 Hours lead time in scheduling a meeting.
To request a zoom meeting, please send an email to your assigned Zoom scheduler.
Your meeting request email should include the date and time of your meeting, how long your meeting will last, the purpose of the meeting, and the number of individuals you expect to attend.
Starting A Phone Meeting
If you are the meeting host and need to start or join a scheduled meeting, there are several ways that you can join the meeting. Typically, Portage DD staff call in to start their Zoom meeting unless otherwise specified.
Starting A Meeting By Phone
Starting your Zoom meeting by phone is simple.
First, you’ll need to dial into the zoom conference line provided to you by your zoom scheduler. We recommend you call in about five minutes early.
You will be prompted to enter your host key. You should have also received this from your zoom scheduler.
If you are not the meeting host, you will be prompted to press # to wait for the host.
Phone controls for The Meeting Host
If you have entered the Host Key to start the meeting, you will have host controls available to you by entering DTMF tones on your dial pad. To hear all available commands, enter ** on your phone.
*4 - End the meeting for all participants
*5 - Lock or Unlock the meeting
*6 - Mute or unmute yourself
*# - Hear the number of participants in the meeting
99 - Mute or unmute all participants
Phone Controls for Participants
The following commands can be entered using your phone's dial pad while in a Zoom meeting:
*6 - Toggle mute/unmute
*9 - Raise hand
Typically, participants will NOT need to use these commands. Instead, if there are multiple participants on the call, we recommend you ask participants to mute themselves when they are not speaking to avoid background noise interference.
Download The Zoom Phone App
To utilize some of the web features of zoom, and to ensure you can use the face-to-face features offered through the application, you’ll need to download the Zoom Phone App.
To download the iPhone app, click here.
To download the Android app, click here.
NOTE: You’ll need to access this page through your phone if you want to download the app directly.
Starting A Mobile App Meeting
To begin meeting from your mobile device, open the zoom application.
1. In the Zoom mobile app, click Upcoming.
2. Click Start next to the meeting you want to start.
You should see something like this:
Starting An Online Web Meeting
To begin a meeting from the web application, you’ll need to login through the web portal here: www.zoom.us.
1. In the Zoom client, click Meetings.
2.Under the Upcoming tab, select the meeting you want to start. Additional options will appear.
3. Click start.
Tips For A Better Video Call
For a list of “Do’s” and “Don’ts” for hosting a successful video call, check out this guidance from Hennes Communications.
Scheduling A Zoom Meeting
Zoom offers multiple methods to schedule a meeting. A host has control over the options for their scheduled meetings except for settings that an administrator has locked for all users in the account or for all members of a specific group.
Portage DD account managers will schedule meetings through the desktop web portal here: www.zoom.us.
(If you’re experience an issue with logging into your zoom account, please contact Gary Slapnicker or Tim Torch).
Scheduling: A Step By Step Guide
Scheduling a Zoom meeting is easy! Follow the steps below:
Step 1: Login to zoom
First, you’ll need to login to the zoom web interface here: www.zoom.us.
Step 2: Meetings Tab
Next, you’ll need to click on the ‘Meetings’ tab. Then, click on the “Schedule A New Meeting” button.
Step 3: Select A Topic
Individual meeting topics should match the following format: ‘MMDDYYYY TOPIC’
Example: 03312020 Early Intervention Team Meeting
Recurring Meetings should be be named after the event series.
Example: Early Intervention Team Meetings
Step 4: Date & Time Settings
Select the date and time of the meeting. If the meeting is a recurring meeting, check the recurring option and input the frequency of the meeting.
Step 5: Additional Options
In continuing the setup, functions like “Registration”, “Video Settings” and “Audio Settings” should not be changed unless specified below.
NOTE: NO MEETING SHOULD BE RECORDED. DO NOT ENABLE THIS OPTION.
Enable “Before Host” should be turned on, so that individual participants aren’t placed into a que that require approval.
NOTE: If this needs to be a video meeting (Telehealth), you must enable “host” and “participant” under the video section.
Require a meeting password. This option should be checked, and the password should be random for each meeting to avoid “zoom bombing” hack attacks.
Step 6: Sharing Meeting Information
Click on the “Copy Meeting Information” button to copy meeting details for the meeting host. That information can be shared in an email to participants.
NOTE: Unless a face to face meeting is required for Telehealth purposes, only share the call in information with the meeting host and participants.
Make sure to provide the host ID to the meeting host so they can launch the call when they call in. This will act as their password.
For additional instructions, view the video below: