Zoom Rooms User Guide

This guide explains how to use Zoom Rooms located in the Dry Classroom and Think Tank. 

 The setup includes: 

 

 

 Mac mini running Zoom Rooms 

 

 

 TV 

 

 

 Meeting Owl (camera + mic + speaker) 

 

 

 iPad Zoom Rooms controller 

 

 

 Dry Classroom & Think Tank shared calendar (read/write for faculty and staff) 

 

 

 

 

 1. Turn on the TV and log into the Mac mini 

 Turn on the TV and Mac Mini behind the TV.  

 Note: Mac Mini remains turned on at all times, turning on the wireless keyboard and mouse and pressing any key will wake up the machine. 

 Steps: 

 

 

 Wake the Mac mini + TV 

 

 

 Log in using the following credentials 

 

 

 Username: MLMLuser | Password: mlml1234 (Same password used to exit Zoom Rooms) 

 

 

 Launch Zoom Rooms (if it doesn’t open automatically)    

 

 

 2. Launching Zoom Rooms on the Mac mini 

 When open, the TV will show the room name and any scheduled meetings. The iPad should automatically sync as the controller. 

 If the controller does not connect, check Wi-Fi signal. 

 3. Scheduling a Meeting 

 All users (faculty and staff) may add events directly to the Dry Classroom | Think Tank Calendar.  

 Scheduled meetings will automatically appear on the TV. 

 When scheduling: 

 

 

 Select the Dry Classroom | Think Tank Zoom Room as the room/location 

 

 

 Add Zoom links only if hosting from outside the room. 

 

 

 4. Starting a Meeting from the iPad 

 To start: 

 

 

 Tap Start next to your calendar event or 

 

 

 Tap Join and enter a Meeting ID or 

 

 

 Tap New Meeting for an instant session 

 

 

 5. In-Meeting Controls (iPad) 

 The iPad lets you have full control over the Zoom meeting, including: 

 

 

 Mute/unmute the room microphone 

 

 

 Start/stop video 

 

 

 Assign host/co-host 

 

 

 Manage participants 

 

 

 Control volume 

 

 

 Share screen 

 

 

 End or leave the meeting 

 

 

 6. Video & Audio Settings: ALWAYS Select the Meeting Owl 

 When the meeting begins, ensure Zoom Rooms is using the correct hardware. 

 The Zoom Room should automatically select: 

 

 

 Camera: Meeting Owl | Microphone: Meeting Owl | Speaker: Meeting Owl 

 

 

 If not: 

 

 

 On the iPad, tap Settings → Microphone > Speaker >Camera 

 

 

 Select Meeting Owl for all three 

 

 

 The Owl provides: 

 360° video | Built-in microphone array | Built-in speaker | Active speaker tracking. 

 7. Preventing Echo & Improving Audio: Use Companion Mode (RECOMMENDED) 

 One of the biggest causes of bad audio is people joining the meeting on their laptops without muting or using incorrect audio settings. 

 To prevent feedback and improve clarity, participants should join in Companion Mode. 

 What is Companion Mode?      

 

 Companion Mode lets users join the same Zoom Room meeting from their laptop with audio, cancelling echo or audio interference. 

 Allowing: 

 

 

 Laptop screen share 

 

 

 Chat 

 

 

 Reactions 

 

 

 Participant controls 

 

 

 Notes and collaborative tools 

 

 

 How to use Companion Mode

 

 From your laptop, go to the Zoom Application, click on the Companion icon and select one of two options. 

 

 

 Click on Connect to room. You should see: 

 

 

 

 MLML-109-Dry Classroom | MLML-202-Think Tank 

 

 

 

 Pair with another room 

 

 

 

 Punch in the Sharing Key, i.e., A2BZ, F9QML 

 

 

 The Sharing Key is usually shown in the top-left of the TV screen 

 

 Benefits 

 

 

 No echo 

 

 

 No high-pitched feedback 

 

 

 Cleaner audio for remote participants 

 

 

 Local users can still share their screen or use chat 

 

 

 8. Sharing Content in the Room (Optional) 

 A) Wireless (AirPlay) 

 

 

 Open Screen Mirroring on your device 

 

 

 Select MLML-109-Dry Classroom or MLML-202-Think Tank Zoom Room 

 

 

 B) Using the iPad 

 

 

 Tap Share Screen > choose the source 

 

 

 C) Using Companion Mode 

 

 

 Join via companion mode 

 

 

 Click Share Screen from your laptop 

 

 

 No feedback issues 

 

 

 9. Ending the Meeting 

 On the iPad: 

 

 

 Tap End 

 

 

 Choose End Meeting for All (recommended) 

 

 

 10. Exiting Zoom Rooms (Admin only) 

 To return to macOS: 

 

 

 On the iPad, tap Settings → Exit Zoom Rooms 

 

 

 Enter passcode: mlml1234 

 

 

 Troubleshooting Tips 

 Owl not detected 

 

 

 Unplug/replug Meeting Owl USB cable 

 

 

 Restart Zoom Rooms 

 

 

 Ensure Owl is powered on (LED ring) 

 

 

 Audio issues 

 

 

 Confirm Meeting Owl is selected for mic/speaker 

 

 

 Lower the TV volume 

 

 

 Make sure participants join in Companion Mode 

 

 

 iPad not syncing 

 

 

 Restart the iPad controller app 

 

 

 Ensure it’s on the same network 

 

 

 The meeting won’t start 

 

 

 Confirm the event was added to the MLML-109-Dry Classroom | MLML-202-Think Tank Calendar. 

 

 

 MLML IT  

   mlml-it@sjsu.edu | (831)771-4458 

 Need more help?  >>>> Submit a help ticket! We’re here to help you.