Overview

Each advanced conference room is setup the same way. Rooms can have either single or dual screens and are controlled via a touch panel either mounted on the wall or located on the table. Advanced conference rooms have a dedicated computer, built in Zoom functionality, and a variety of wired and wireless options to connect a laptop.

Room Guide

Room Basics

This section covers the basics of operating the SOE advanced conference rooms.

Powering the Room On and Off

To power the room on, simply push the green power button on the touch panel:
touch panel screen shot

To power the room off:

  1. Push the red power button. on the touch panel:
    touch panel power off
  2. Confirm you want to shutdown:
    touch panel screenshot

Inputs

By default, the room will boot up and select the room PC as selected input. If you do not see anything on screen, use the mouse/keyboard to ensure the PC is awake.

To select a different input, simply push the button corresponding to the desired input on the left side of the touch panel:
touch panel screen shot

Inputs available in SOE advanced conference rooms may vary slightly. Inputs may include:

  1. Room PC: PC dedicated to the conference room. Wireless keyboard and mouse located within the room used for control.
  2. Zoom: Zoom Room used to conduct video conferences. See Zoom Video Conferencing section for details.
  3. Apple TV: Used primarily for displaying Mac devices wirelessly via AirPlay. See Using AirPlay for additional information.
  4. Win Wifi Display: Used for displaying Windows 10 devices wirelessly. See Using Windows Wireless Display for additional information.
  5. Wifi Present: Extron ShareLink device used for displaying device agnostic content wirelessly. See Using Wireless Collaboration with ShareLink for additional information.
  6. Front/Rear Wall Plate: Wired inputs located at the front or rear of the room for connecting a laptop.*
  7. Table Wired: Wired inputs located in the table cable cubby for connecting a laptop.*

* Wired HDMI, USB-C, and/or VGA options are available and will auto select whichever is connected. Note: The USB-A cable is for the webcam only and cannot be used to display a device on screen. Each cable is labeled appropriately.

Volume & Display Control

Basic volume and display control is available from the main screen on the touch panel:
touch panel screenshot

  1. Volume Control: The bar to the left displays the volume level, the up arrow turns the master volume up, the mute button (middle right) mutes the master volume, and the down arrow turns the master volume down.
  2. Display Control: The TV power buttons independently turn the displays on and off. All displays power on by default.

Full AV Control

Advanced AV controls are available via the “Full AV” menu:

  1. Push the Full AV button from the main screen:
    touch panel screen shot
  2. Available controls include:
    touch panel screen shot
    1. Master/Zone Volume: Controls the master volume, or independent volume zones where available.
    2. Phone/Conf Volume: Controls the volume for the Zoom room, including phone call functionality.
    3. Mic/Cam Input: Controls which device the room microphones and webcam are connected to.

Combined/Divided Room Mode (dual screen rooms only)

This section covers how to display the same content (Combined Mode) or independent content (Divided Mode) on the dual screens in SOE advanced conference rooms equipped with this feature.

Changing the Room Mode

By default, the room will boot up into Combined Mode. To change the room mode:

  1. Push the “Room Mode” button from. the main screen
    touch panel screen shot
  2. Select the desired mode from the room mode pop up
    touch panel screen shot

Combined Mode (screens show the same content)

When operating in Combined Mode, whatever input selected from the left side of the touch panel will be displayed on both screens:
touch panel screen shot

Divided Mode (screens show independent content)

When operating in Divided Mode, to change the display inputs:

  1. Select which display to control; the selected display will be highlighted:
    touch panel screen shot
  2. Select the appropriate input:
    touch panel screen shot

Note: Where available, independent audio zones correspond to the front and rear screens. Where not available, the audio will always follow the front screen.

Zoom Video Conferencing

SOE advanced conference rooms are equipped as a Zoom Room. This enables you to easily join Zoom meetings and participate via the in room screens, webcam, and microphones.

Starting Up the Zoom Room

The first piece required to bring the Zoom Room up on screen, is to select the Zoom input from the touch panel on the wall by the door.

  1. Power on the system (if not already on)
  2. Select Zoom from the list of inputs on the left:
    touch panel screenshot
  3. The remainder of the Zoom controls are conducted via the Zoom iPad controller.

Starting or Joining a Meeting

Once the room has been turned on and you have set the room to the Zoom input, you’ll be able to join and manage Zoom meetings via the iPad controller. This iPad should be located in the charging cradle on top of the equipment rack, or on the table near the room control touch panel. Please be sure to replace the iPad in the charging cradle when you’re finished with your meeting!

To join a meeting:

From the Meeting List
  1. Select “Meeting List” from the options on the left. All meetings that are scheduled in 201C will appear on this list. If the Zoom Meeting URL or meeting invitation text was included in the Outlook meeting invite when the room was scheduled, a button to start the Meeting will appear.
  2. Click “Start” at the bottom right. The meeting will start and the room will automatically be joined to the meeting as a meeting host.
zoom ipad screenshot
Via a Meeting ID

Once the room has been turned on and set to the Zoom input, you’ll be able to join and manage Zoom meetings via the iPad controller. This iPad should be located in the charging cradle on top of the equipment rack. Please be sure to replace the iPad in the charging cradle when you’re finished with your meeting!

  1. Select “Join” from the options on the left
  2. Type in the “Meeting ID” of your meeting via the number pad
  3. Click “Join” at the bottom right
zoom ipad screenshot
NOTES:

The SOE Zoom room are set to join a Zoom meeting as host for any meeting that was created by a School of Education faculty or staff member.

For users outside the faculty and staff of the School of Education (including students), you will need to take one of the following actions to connecting SOE Zoom rooms to an existing meeting:

  • Enabled the setting to “Enable join before host” within the Zoom meeting settings for the meeting. This will allow the room to connect to the Zoom meeting as a participant prior to the host starting a meeting.
  • On another device (computer, mobile device), log in to Zoom and start the meeting as the host. Then connect the SOE Zoom Room using the Zoom Meeting ID. The Zoom Room will join the meeting as a participant. If you would like the Zoom room to have the role of meeting host, on the device used to start the meeting, you will need to go to the meeting participant list, choose the Zoom Room and select “Make Host” in the options to the right of the name in the participant list. After the Zoom Room is made the host, you can leave the meeting on the device that was used to start the meeting.

Conducting a Meeting

Once you are in a meeting, the iPad enables you to control the meeting:

zoom ipad screenshot
  • Mute Microphone: Enables you to mute the room microphones so that remote participants cannot hear you
  • Stop/Share Video: Enables you to toggle on/off whether the room camera video is shared with remote participants
  • Share Content or Camera: The recommended approach for sharing content is to join the meeting from another device (laptop, etc) and share the content there. Note: You should never join audio from two devices in the same room.
  • Change View: Enables you to switch between various views of the meeting participant webcams
  • Camera Control: Enables control of the in room web cam so you can pan/tilt/zoom
  • Host Controls – The following controls are only enabled if the Zoom Room is set as the host. (See note in “Starting or Joining a Meeting section on how to ensure the room is a host.)
    • Manage Participants: Allows you to manage audio and video for meeting participants
    • Invite: Enables you to invite additional participants
    • Start Recording: Enables you to record the meeting

Solutions to Common Problems

Zoom Room shows either webcam and/or microphone is unavailable.

To resolve, follow these steps in sequential order:

  1. Power cycle the room
    • Turn the room technology off via the red power button on the touch panel next to the light switches
    • Wait 30 seconds
    • Turn the room back on, and switch back to the Zoom input
  2. If still unavailable, power cycle the equipment rack
    • Turn the room technology off via the red power button on the touch panel next to the light switches
    • Ensure you’ve powered the room technology off first!
    • Unplug the equipment rack in the front corner of the room from the wall
    • Wait 30 seconds
    • Plug the equipment rack back in
    • Turn the room back on, and switch back to the Zoom input
Webcam is stuck pointed at the ground and will not pan/tilt/zoom.

Note: all resolutions to this issue will cause you to temporarily see the “webcam and/or microphone unavailable” error above temporarily, and therefor lose connection to any meeting in progress.

  1. Open up the “Full A/V” control from the touch panel next to the light switches:
    [insert image]
  2. Toggle Mic/Cam connection off of Zoom to PC or USB and back to Zoom
    [image]
  3. If still unresponsive, there is a cable plugged into the back of the webcam. Unplug this cable and plug it back in.

For more information about using Zoom, please visit the UNC Zoom software site.

Placing a Phone Call

There are no physical phones located in the SOE advanced conference rooms, but you can make a call out via Zoom – regardless of which input is active.

How to Place a Call

  1. Select “Phone” from the Zoom iPad controller
  2. Dial your desired phone number
  3. Push “Call”
    zoom ipad screenshot

The room control touch panel includes a phone help screen if necessary:
touch panel screen shot

  1. Phone volume indicator
  2. Phone volume up
  3. Phone volume mute
  4. Phone microphone mute
  5. Phone volume down

Connecting the Webcam & Mics to the PC or a Laptop

By default, the webcam and microphones in the SOE advanced conference rooms are connected to the Zoom room. This is required for Zoom conferencing or telephone calls, however it is possible to connect them to either the room PC or a laptop to host video conferences from the platform of your choice.

Connecting Webcam/Mics to the PC

  1. Open the Full AV menu:
    touch panel screen shot
  2. Select “PC” from the Mic/Cam Input button group:
    touch panel screen shot

Connecting Webcam/Mics to a Laptop

  1. Connect your laptop to the USB cable labeled “webcam only” to your computer
  2. Open the “Full AV” menu:
    touch panel screen shot
  3. Select “USB” from the Mic/Cam Input button group:
    touch panel screen shot

Need Help?

If you need immediate assistance, please call: 919-843-6296. Otherwise, please submit a help request via help.unc.edu.