Zoom Room meeting controls and settings

Your Zoom Rooms controller displays the in-meeting controls. These tools allow you to control various aspects of the meeting, such as volume control and participant management.

Zoom Rooms for Touch controls are available if you have a touchscreen display.

View the Zoom Room user guide for printable versions of this information.

This article covers:

• 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

• Conference rooms with Zoom
  • For Windows: version 5.3.0 or higher
  • On macOS: version 5.3.0 or higher
• The Zoom Rooms Control App
  • On Android: version 5.3.0 or higher
  • On iOS: version 5.3.0 or higher

or

• For a conference room, Zoom Rooms can be used
  • With Windows version 5.3.0 or later
  • And MacOS version 5.3.0 or later
• That has a touch screen and Windows 8.1 or higher
• Higher
• Higher, as well as the latest touch drivers installed

or

• Devices that are compatible with Zoom for Home

Note:

There are some features that require additional prerequisites before they can be used. You will find more information about each feature by clicking the embedded links.

How to use in-meeting controls for Zoom Rooms

Note:

Tap the ellipses (…) icon in the bottom-right corner of the screen when using Zoom Rooms for Touch or Zoom for Home.

• Mute / Unmute
• The room’s microphone can be muted or unmuted.
• Start Video / Stop Video :
• The video camera can be started or stopped.
• Share Content or Camera  :
• Instructions are displayed to help you share content from your laptop or mobile device.
  • Advanced Sharing Options:
  • Choose who is allowed to share in your meeting and whether only the host, or any of the other participants will be able to start a share when someone else is sharing.
    • Annotate on Shared Content:
    • Activate the Zoom Room’s shared screen so that participants can annotate it.
      Note:
    • Participants can share their screen with this option only through direct sharing, share.zoom.us, or Apple screen mirroring. Ensure the web portal settings for the room allow annotation.
    • Optimize Full-screen Video Sharing:
    • If you are sharing a video clip full screen, be sure to check this box. A blurry shared screen can result from checking this otherwise.
• Security(only available if the room is the host or co-host):
• This option allows you to control the meeting features during the meeting. You can also find some of these settings in the Participants section of the meeting invitation.
  • Lock Meeting:
  • Disallow one or more participants from joining a meeting in progress.
  • Enable Waiting Room:
  • This feature enables or disables waiting for participants.
  • Allow Participants to:
  • Select whether the following features should be enabled or disabled for all participants.
    • Share your screen
    • via chat.
    • Rename Themselves:
    • During the current meeting, participants are able to change the name that appears to other participants.
    • They can also unmute themselves.
    • Annotate on Shared Content:
    • The Zoom Room can be started with a shared screen that can be annotated by other participants.
      Note:
    • Direct sharing, share.zoom.us, and Apple screen mirroring are the only ways to share a participant’s screen. In the room’s web portal settings, make sure annotation is enabled for the admin.
  • Remove Participant:
  • Exit the meeting and remove the participant. If you don’t let participants rejoin, they won’t be able to rejoin.
  • Report:
  • Here you can report incidents that you think violate our terms of service or Community Standards.
• Change View:
• Modify the layout of your video.
• Camera Control:
• Switch between different cameras from a list of presets or settings for a PTZ camera.
• Manage Participants / Participants:
• See who is in the meeting. The host has control over who is in the meeting.
• Start Recording:
• Record the meeting to the cloud.
• Chat:
• You can chat during the meeting. The controller or paired mobile controller will not allow you to respond, only view chat messages.
  • Access chat settings by tapping the gear icon:
    • Show notification on TV:
    • Make chat messages visible as a notification in Zoom Rooms.
    • Show full chat panel on TV:
    • The full transcript of the chat will appear on the Zoom Room display.
• Settings:
• Go to the room settings (you’ll need your room code).
• Volume slider:
• After the meeting has ended, the speaker volume will revert back to its default setting.
• Leave / End :
• The Zoom Room is the host of the meeting. End the meeting or leave (if the Zoom Room is the host)

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

These features can be accessed by meeting hosts by tapping Manage Participants in the meeting controls.

Zoom Rooms for Touch or Zoom for Home devices allow you to display the on-screen controller by tapping the ellipses (…) at the bottom-right corner of the screen.

• For these options, tap the participant’s name:
  • Start Video / Stop Video:
  • Begin and stop the participant’s video.
  • Pin Video:
  • Pin the participant’s video.
  • Request control of the camera.
  • Allow Recording:
  • Permit recording by participants.
  • Make Host / Make Co-host:
  • Have them host or co-host.
  • Assign to Type Closed Caption:
  • Delegate the task of typing closed captions to them.
  • Put on hold:
  • Take the participant off the video and audio for a moment.
  • Put in Waiting Room:
  • Remove:
  • They should be removed from the meeting. If they choose to rejoin, they may be allowed to do so.
  • Report:
  • If you believe the participant has behaved inappropriately, report them.
• Invite:
• You may invite using a contact form, an email, or a phone call.
  Note:
• If the contact wasn’t available or declined the meeting, the room does not receive a notification. New participants also aren’t notified. If Gallery View is enabled, you can see new participants immediately. The names of new participants are also displayed there.
• Mute All:
• Shuts everyone down. All microphones remain on.
• Unmute All:
• Have everyone turn off their mute. The participants will be prompted with the option of unmuting or staying muted.
• Tap More for these options:
  • Lock Meeting:
  • Don’t allow other participants to join the meeting in progress.
  • Mute Participants on Entry:
  • When new participants arrive, they are automatically muted.
  • Show Non-video Participants / Hide Non-video Participants:
  • The Zoom Room’s display can show or hide participant names or profile images if the video is off.
  • Show Self View / Hide Self View:
  • The Zoom Room’s display displays your video feed either visible or hidden. Your name or profile picture will appear or disappear if video is turned off.
  • Enable Waiting Room / Disable Waiting Room:
  • Whether the Meeting Waiting Room is enabled or disabled.

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

Participants in the meeting can access these features by tapping the meeting controls.

Zoom Rooms for Touch or Zoom for Home devices allow you to display the on-screen controller by tapping the ellipses (…) at the bottom-right corner of the screen.

• When you need something from the meeting host, tap Raise Hand next to your name in the participants list. In the participants list, you will see the hand icon.
• Claim Host:
• Click the host icon. A prompt will appear asking you to enter a host key.
• Show/Hide Non-video Participants:
• You can show or hide the participant’s name and profile picture on the Zoom Room’s display if the participant’s video is not on.
• Show/Hide self view:
• The Zoom Room’s display allows you to see or hide your personal video feed. Your name or profile picture will be displayed if video is off or hidden if video is on.

How to use in-meeting settings for Zoom Rooms

To access in-meeting settings, tap the gear icon in the top-right corner.

Zoom Rooms for Touch or Zoom for Home devices allow you to display the on-screen controller by tapping the ellipses (…) at the bottom-right corner of the screen.

Note:

Passcode is required.

Microphone

• Volume:
• Indicates the sensitivity of the microphone.
• Source:
• Identifies the Zoom Room microphone. You can change the microphone by tapping another source.
• Advanced:
• If you want Zoom Rooms to manage microphone settings to ensure good quality, enable Software Audio Processing.

Speaker

• Volume:
• Displays the volume of the speakers in the room. On the meeting controls, you can adjust the volume.
• Source:
• Identifies the Zoom Room speaker. Change the speaker by tapping another source.

Camera

Source:

Zoom Room camera is displayed. Change the camera by tapping another source.

Display Top Banner

You will be able to see the top banner displayed on your display. You may see the room, the time, as well as the sharing key displayed on the banner.

Note:

Only the current meeting is affected by this setting. In the room settings, if the Display top banner on TV in meeting setting is turned off, you will not be able to see this section and setting.

Advanced

In Gallery View, you can display 49 participants per screen

How to participate in breakout rooms in Zoom Rooms

Breakout rooms can be assigned to Zoom Rooms by hosts and co-hosts.

Note:

You cannot choose the breakout room to join by yourself if the host has enabled the feature.

A notification will appear asking you to join a breakout room once you have been assigned to one. If you want to join the breakout, tap Join. If you don’t want to join, tap Later.

In the top-right corner of the room controller, tap the breakout rooms icon if you dismissed the notification.

It is quite easy to invite the host to the breakout room by tapping the question mark icon in the top-right corner while in the breakout room itself. Zoom Rooms for Touch or Zoom for Home devices enable you to put your finger on the ellipsis (…) symbol at the bottom-right corner of the screen to display the on-screen controller, and then simply touch the question mark button to open the interface.

How to invite participants to Zoom Rooms

1. Join or start a meeting.
2. You can display the on-screen control panel by tapping the ellipsis icon (…) at the bottom-right corner of the screen when using Zoom Rooms for Touch or Zoom for Home.
3. Click Manage Participants.
4. On the participants list, tap Invite.

How to record a meeting in Zoom Rooms

1. Meetings can be started or joined.
2. You can display the on-screen controller by tapping the ellipses icon (…) at the bottom-right corner of your screen when using Zoom Rooms for Touch or Zoom for Home.
3. Tap Record.
4. A recording link will be sent to the email address you enter.
5. Click OK.
   Your meeting will be recorded when you end it. When your meeting is recorded, you’ll be able to view it in the email you sent to those who attended.