Zoom

Description

Zoom is an online End-To-End encrypted (using AES 256bits encryption and SSL) collaboration and meetings platform providing full HD video and audio conferencing capabilities with content sharing, like files, group messages and screens.

Because the PSI Zoom accounts were configured to use Single Sign-On (SSO) for your Zoom account, SSO will be used to login on the Web and with the Zoom client. For PSI users (holders of a PSI account)  no initial registration should be necessary.

Additional participants to a meeting do not need a Zoom account to attend the meeting, i.e. only the host of a meeting needs to hold a Zoom Account. 

Noteworthy / Restrictions

1. Whenever possible avoid using a VPN  connection and try to turn the camera only  on when really needed. How to start / stop the video when attending a Zoom meeting is described here.
2.  Zoom is headquartered in San Jose, California (USA) and despite the fact  zoom.us provides data centers located in Frankfurt and Amsterdam, we strongly recommend to follow some simple safety instructions :
   1. Recording Calls or Meetings, only if necessary and always with the consent of all involved parties. Store data only locally and not via the cloud service itself. How to record locally, is shown here.
      1. Enable Consent to be Recorded for Zoom Meetings
      2. Providing its Consent as an attendee
   2. All directives on information and IT security remain in force. It is the responsibility of all the employees to ensure compliance with the directives. Further information and recommendations are available in the IT Security Regulations (Daily Bulletin No. 7)
3. Privacy Concerns with Zoom
   1. The Attendee Attention tracking, which has come under criticism in the past days and which is used by Zoom to monitor the meeting’s participants attention, has been switched off and permanently disabled in our setup.
   2. To protect the personal data processed by Zoom and its subcontractors, PSI has signed the required Global Data Processing Addendum which confirms that Zoom adheres to accepted European Data Protection Standards  (Swiss-US and EU-US Privacy Shield Framework and Principle). Furthermore,  Zoom also complies with the European Union General Data Protection Regulation (“GDPR”). Despite this addendum and GDPR compliance, please do not transmit, upload, or share confidential or particularly sensitive data via the Zoom Platform.
   3. The signature of the Addendum also guarantees that storage of data happens  in data centers mainly in Europe but some might be stored in the US and Australia. Please also keep in mind the other data center locations might store data too, depending on the residence of your meeting host.
   4. We also urge you to read the instructions concerning the security measures, which have  to be followed by all employees listed in this table very carefully.
   5. Zoom Privacy Policy was updated end march 2020

• Host meetings with up to 300 participants (not time limited)
• File / Screen sharing options
• Integrate with Outlook (currently a plugin is required)
• During the conference
  • Application / Screen sharing
  • Shared Whiteboard
  • session recording (see Legal information)
  • Chat (E2E encrypt)
• Multilingual user interface (How To change The Language )

Costs

No fee charged for this service (eligible to an Education Licence)

How To Access / Login

• Sign-in over the PSI vanity URL psich.zoom.us

Quick Start Guide

1. Navigate and log in to https://psich.zoom.us/signin to activate your PSI Zoom Account. Not needed for PSI Users using a standard PSI Windows system.
2. Download the latest Zoom Client for Meetings for your OS from the Zoom Download Center
3. Check out our Getting Started With Zoom@PSI guide for more information
4. You can even watch some of the Zoom’s tutorial videos
5. Try out a Zoom Test Meeting
6. If you encounter issues please make sure to also check out the Troubleshooting section or contact the Service Desk

Getting Started With Zoom@PSI

Installation, Registration and starting Zoom

PSI has initially licensed the software with Educational Licenses for one year and thus no prior registration is needed and Single-Sign-On (Switch AAI) as login mechanism. 

For best usage, please check the  System Requirements for PC, Mac and Linux

• Windows: IE 11+,  Edge 12+, Firefox 27+,  Chrome 30+ 
• Mac: Safari 7+, Firefox 27+,  Chrome 30+ 
• Linux: Firefox 27+,  Chrome 30+ 

Desktop Applications (PC, Mac and Linux)

PSI Standard Windows Systems

On PSI standard Windows computers "Zoom" is automatically pre-installed.

• "Zoom" Windows Client is also available for installation in the software kiosk as <Zoom ML>
• Start Zoom using the desktop shortcut “Zoom”

• or click the Windows key  on your keyboard to open the start menu and type the first letters of “Zoom”. “Zoom” | “Start Zoom” will appear as the first choice in the list. Next press Enter for quickly launching Zoom
• The Zoom login dialog will now  be displayed

That’s all that is needed to activate the account.  If you experience any issues activating your account, contact the PSI Service Desk using Service-Now and choose  “Zoom (Videokonferenzsystem)[CF]” as impacted Business Service

Desktop and Mobile Login with SSO (First Time)

When signing in to Zoom using the Desktop or Mobile apps, a few additional steps will be needed to authenticate and activate your account. 

If using a private computer or a non-standard PSI system then you need to download the Zoom Desktop Client (Windows,Mac, Linux) manually. On PSI standard systems the Zoom Windows Client will be pre-installed. 

Once downloaded, sign into the Zoom desktop client by clicking “Sign In with SSO” as shown below . Use psich.zoom.us as the company domain.  Your default Web browser will open and prompt you  to enter your PSI Windows login data to complete the authentication. You will then be directed back to the Zoom Client App.

The PSI Windows Client will not offer the possibilities to login with your Facebook or Google Account.  Here no Auto-Login option since VPN was not activated.

To “Sign In with SSO” on mobile devices follow the instructions here and use psich.zoom.us as company domain to use SSO on your mobile device.

Zoom Web Client Access

Meeting’s attendee who installed neither the Zoom desktop or mobile app can join a meeting through their Web Browser. It should be noted that the Zoom Web Client exhibits limited functionality. To use the Web browser when joining a meeting, click the “join from your browser” link that appears after an attendee clicked on the link to join a meeting as shown in the next picture (A)

For more information on how to show a “Join from your browser” link in different situations check this Zoom Help Center page. We will not further discuss the Web Client in this “Getting Started” documentation but you can read more about the Web Client in the Help Center.

Short Zoom Desktop Client Tour

After the Zoom desktop client opens, you will be presented with Zoom’s main screen, the Home Tab, offering a unified view of the principal options to start with.

Accessing Profile’s Information and other Options

To access and edit your profile click on your profile picture

Other Options are available over this menu such as change your Status or signing out of Zoom.  At the top you will find beside your registered name and e-mail the current User License Type BASIC, PRO, LICENSED (our Education License)

Join a Meeting

Before joining a Zoom meeting on a computer or mobile device, you can download the Zoom App. Otherwise, you will be prompted to download and install Zoom when you click a join link received by e-mail or Microsoft Outlook invitation.  Learn more about Joining a Meeting.

To join a meeting you must either possess a Zoom meeting link or the Zoom Meeting-ID and the associated password.

See also Join option in the Home screen Short Zoom Desktop Client Tour

Link to quickly Join a Meeting (PSI Zoom)

Schedule Meetings

Meetings can be scheduled as one-time or recurring meetings using either the Zoom Desktop or mobile app, or the Web browser by navigating to https://psich.zoom.us/start/videomeeting. Learn more about scheduling a Zoom meeting using the Web browser.

Desktop Client

As previously mentioned in Short Zoom Desktop Client Tour you can quickly Set up and schedule  a future meeting by clicking on “Schedule” Icon in the Home screen.

To get a list of your scheduled meetings  (created as a host) select in the Tab Bar ( 3 in the previous picture) the Meetings tab and select Upcoming sub-tab (4 in the figure below)

In the Meeting screen, you can view, manage, and schedule meetings.

The Upcoming View  lists any one-time or recurring meetings that you have scheduled, or scheduled meetings for any users that you have scheduling privilege for[1] .  As we also see the list is further divided into one-time and recurring meetings parts for a better readability.

By selecting a meeting, you can start or delete the meeting, edit its settings, or copy the meeting’s invitation.

Before sending an invitation please check the meeting‘s Topic, Schedule and Vanity URL or resp. ,  and  (the correct PSI Vanity URL should be psich.zoom.us)

The Recorded View lists any previous meetings that you have recorded locally and see the file path of the recording.  By hovering over a locally recorded meeting, you will have the option play the media file or open the containing folder. 

Please be aware that you must not record any meetings without the consent of all participants and do not distribute any recordings without the consent of all participants.

Schedule a One-Time Meeting

Open the Zoom Client and sign in and hit the Schedule Icon

Or select the Meetings Tab and click on the Add icon (see picture below), this will open a window to Schedule a Meeting. Editing to a later, before the meeting starts, is possible by selecting the meeting in the Upcoming View.   

Please do not use schedule a meeting with Google Calendar since it presumes a Google Zoom authentication and is decommissioned in the future. “Schedule from Outlook” will open your local Outlook installation.

The next picture shows the different Settings of a Meeting, after you select “Schedule Meeting”

Most Settings are self-explanatory and will not be further discussed but the following settings should be taken care of in our best knowledge before sending out an invitation. To show the Advanced Options click on the arrow next to the label.

Noteworthy:

• Scheduled meetings can be started at any time ahead of the scheduled time.
• The links will not expire or become invalid unless it is past the 30 days period for a non-recurring meeting or has been deleted from your Zoom account.
• An instant meeting link will expire as soon as the meeting is over.
• Meeting-IDs of recurring meetings expire 365 days after the meeting was last started.
• Recurring meetings cannot be scheduled with your Personal Meeting ID (PMI) since your PMI is reserved so that you can start or schedule a meeting at anytime

A typical “Other Calendars” invitation text is shown in the figure, generated by the Zoom Client after clicking on the “Schedule” button

Schedule a recurring Meeting

Zoom Software allows to schedule meetings with multiple occurrences, so that each occurrence uses the same meeting ID and settings. It is possible to schedule meetings in Daily, Weekly or Monthly increments.

Although, Zoom recommend to use the Outlook Add-in (desktop or web) for a better experience when using e.g Outlook as Calendar Service, we would like to emphasize that little feedback is currently available to the PSI Zoom team and we therefore ask you to be careful about its use, as well as be kindly to us when asking support ;-)

Steps to Schedule a Recurring Meeting

1. Schedule a meeting (from the Home Tab or using the  in the Meetings Tab)
2. In the meeting settings check the recurring meeting option (Meeting’s date and time settings are now hidden)
3. Choose either Outlook or Other Calendars as Calendar Service
4. Click schedule to finish the settings
5. How to complete the invitation will depend on the chosen Calendar Service

Please check Noteworthy : section for additional information on Zoom Meetings.

Outlook as Calendar Service

Important : No Outlook Add-In Required !

When Outlook is chosen as Calendar Service then Microsoft Outlook will open and display a pre-filled Meeting’s Invitation. At the contrary to the “Other Calendars” invitation text, the Outlook invitation text will be mostly the same for one-time and recurring meetings. In the picture below an example of such a recurring meeting invitation

Before sending the invitation please check the following information

• Zoom vanity URL in  and  should begin with https://psich.zoom.us/…
• In the invitation text that a Meeting Password has been set
• Set the Meeting’s date and time
• Important :  Click the  Recurrence in the Outlook top bar to change recurrence settings
• Define the attendees in the To.. field
• Click Send to finalize the invitation

Known Issues with the Outlook plugin

It has been observed that after installing the plugin and perhaps on first or second use DLL error messages will be raised and suddenly disappear after several opening and closing of the Microsoft Outlook application. We are still investigating the issue. 

“Other Calendar” as Calendar Service

When “Other Calendar” is chosen as Calendar Service then a window will open with the invitation text as shown in the next picture

Before copying the invitation text please check the following information

• Zoom vanity URL in  should begin with https://psich.zoom.us/…
• In the invitation text that a Meeting Password has been set
• As we see the Meeting Time text reflects the fact that this is a recurring meetings invitation  

To finalize the recurring meeting’s invitation

1. click on “Copy to Clipboard”
2. .Open your Meeting Planning’s Tool, e.g. Outlook Calendar 
3. Paste the invitation text
4. Set the recurrence information as well as the date and time the meeting should take place
5. List of attendees
6. And Send to complete the process

 Clicking on “Open with default calendar (.ics)” will add the Event to your current own calendar tool, e.g. Microsoft Outlook, Apple Calendar or Lightning (Thunderbird calendaring extension) and can be further shared with others.

In-Meeting controls

The in-meeting controls available to you depend on

• If you participate in a Zoom meeting organized by another user, you are considered a participant or
• If you have scheduled the meeting or if, for example, the host was unable to attend, you have been selected as a co-host. Further information on in-meeting controls for host and co-host.

Various roles are available for meeting chairs, co-hosts and alternative hosts and participants. Further information on roles in meetings.

Noteworthy:

• The in-meeting controls were changed with version 4.6.10 (April 7, 2020).
  • Zoom removed the meeting ID from the title bar and
  • Moved the Invite button to the bottom of the participant window.
  • Introduction of a new security icon in the host's in-meeting controls
• Join a meeting quickly if you know the meeting ID and password. And
• To test your computer with audio and video and to familiarize yourself with Zoom Meeting as a participant, please navigate to https://psich.zoom.us/test to join a test meeting.
• If you are using a dual monitor setup, you can activate the "Use dual monitors" function to see the screen sharing on one monitor and the participants on the second.
• In-meeting chat content is not automatically saved and in-meeting file transfer is disabled in PSI. To share content with participants, use a personal or group chat.

Test computer audio and video

Wenn Sie an einem Meeting teilnehmen oder ein Meeting starten, haben Sie die Möglichkeit, Audio und Video Ihres Computers vorab zu testen, indem Sie auf „Lautsprecher und Mikrofon testen“ klicken. .

Klicken Sie auf "Mit Computer-Audio verbinden".  um an dem Meeting teilzunehmen oder es zu starten. Die In-Meeting Bedienelemente  werden bereits am unteren Rand des Besprechungsfensters angezeigt.

Das folgende Bild zeigt die Besprechungsoberfläche aus Host-Sicht

Control elements of a participant

Die nächste Abbildung zeigt die Nachricht, die ein Teilnehmer erhält, wenn er versucht, die Sitzung ohne Erlaubnis des Hosts aufzuzeichnen

Host-In-Meeting controls(Co-Host)

Host controls allow you to control various aspects of the meeting, such as managing participants, enabling the recording of local sessions and launching polls. More information about roles in meetings.

Host controls allow you to control various aspects of the meeting, such as managing participants, enabling the recording of local sessions and launching polls. https://support.zoom.us/hc/en-us/articles/360040324512-Roles-in-a-meeting.

Die nächste Abbildung zeigt die Meldung, die auf jedem Teilnehmer angezeigt wird, wenn ein Host mit der Aufzeichnung der Sitzung beginnt. Der Teilnehmer hat dann die Wahl, die Besprechung zu verlassen oder in der Besprechung zu bleiben. Außerdem wird jedem Teilnehmer eine Audio-Nachricht über den Start / Stopp der Aufzeichnung gesendet.

Host, co-hosts and alternative hosts

The host can share hosting permissions with another user so that the co-host can manage the administrative side of the meeting, e.g. managing participants or starting/stopping the recording (moderator type). This functionality must be enabled for all members of your organization and can therefore only be enabled by an administrator.

Further information on assigning a co-host. There is no limit to the number of co-hosts you can have in a meeting. Co-hosts are assigned during a meeting and cannot start a meeting. If a host needs another person to start the meeting, they can assign an alternative host.

Using the chat

In the "Zoom client" tab, select the "Chat" option to display private conversations with your contacts or to group conversations with the name "Channels"

Wenn Sie im linken Bereich einen Kontakt oder einen Kanal auswählen, wird das Chat-Fenster angezeigt. Es bietet verschiedene Funktionen für die Interaktion und wird in der nächsten Abbildung detailliert dargestellt.

Gruppen- und Privatchat haben meist identische Funktionen.

Einen Kanal erstellen oder ihm beitreten

Zoomkanäle sind Gruppendiskussionen, die öffentlich oder privat sein können (nur eingeladene Mitglieder) und die das Teilen verschiedener Arten von Inhalten ermöglichen, z. B. Gruppenchat (Nachricht), Dateien, Bilder und Screenshots.

Das Erstellen oder Verbinden eines Kanals kann auf zwei Arten erfolgen. Entweder durch Klicken auf  Schaltfläche neben Zuletzt verwendet oder durch Wechseln zur Registerkarte Kontakt > Kanäle wie im Bild gezeigt. Verwenden Sie das Suchfeld  um schneller nach einem Kanal oder Kontakt zu suchen

Create a channel step by step

1. Click on "Create channel".
2. Follow the steps shown in the image

Using the group channel

This image shows the various options available for a channel, e.g. starting an instant meeting with all channel members with or without video or inviting additional members.

How to quickly meet up with another contact

The chat makes it possible to meet a contact quickly and almost immediately and is shown in the next image

The Contacts tab

Select the Contacts tab to view and manage your contacts as well as the channels. In the company directory view, you can also start an audio or video conference immediately or be notified when the contact becomes available by selecting a contact and clicking on the corresponding icon.

• "Channels" tab: Display a list of channels. Selected channels are displayed at the top of the list.
• Company contacts: View a directory of all people registered with a psi.ch email address (licensed or not).

Recommended Zoom Desktop client settings

Open the software settings as described in Short Zoom Desktop Client Tour. In red some recommended settings and the question mark to show optional settings. Further information on settings in the desktop client or in the mobile app.

• There are no real recommended settings for the chat, except perhaps that you can set a "do not disturb" and play a sound when a new notification is received
• Leave everything deactivated in the Recording section
• In the Accessibility section, you can decide whether the in-meeting controls should always be displayed or not, and the chat font size

Android settings

It appears that some users are experiencing audio issues with Zoom on Android. In order for audio and video to work properly, you need to enable the "Auto connect audio" option in the global settings to automatically connect to audio over the internet when joining a meeting. More information about audio not working on mobile devices.

Video training material

• Info: Zoom How To Videos 
• Training resources during the COVID-19 pandemic
• Zoom for education
• Zoom Video Tutorials

Avoid Zoombombing

As with many social media platforms, trolls exist, and this is also true for the Zoom platform. In recent days, a new form of trolling is appearing where a participant uses Zoom's screen sharing feature to interrupt meetings (and classes for those of you who teach using Zoom). This is known as Zoombombing. Trolls often manage to slip into meetings as a guest.

At this point in time (mid-April 2020), we recommend that our meeting leaders always set at least one meeting password to participate in meetings and activate the waiting room option.

Settings before the meetings

• Make sure that you are always using the latest version of the Zoom client
• Activate Waiting room (also available controls for security meetings). Note that an additional step is required to allow each participant
• Set a meeting password (at least at the individual meeting or user level). Use a strong password with at least eight characters and at least three of the following character types: Lowercase and uppercase letters, numbers and symbols. Each participant must enter the password to join meetings.
• Join by domain: Only authenticated users can join meetings
• Deactivate the Join before host option so that no participants can join the meeting before the host joins or without the host.
• Deactivate annotation: You and your participants can scribble and mark up content together using annotations during screen sharing. This can be deactivated in the Zoom web portal settings or in the meetings.

In-Meetings settings

• Use the new security option (v4.6.10) in the controls, here in action
• Lock the meeting, once it has started, no new participants can join
• Remove subscribers or put them on hold: Settings in the participants window
• Disable audio (mute) and / or video: Hosts can switch off audio / video from others
• Deactivate private chat: Restrict the ability of participants to chat with each other (In-Meeting Chat option).
• Do not allow participants to rename their ID: new security option
• Activate waiting room: New security option
• Control screen sharing: Hosts can deactivate screen sharing for participants. New security option and extended sharing options (screen sharing)
• Deactivate annotation: Go to the screen sharing option and select "Disable participant annotation".