Virtual Room Configuration

By creating virtual rooms in CAE LearningSpace, you can organize virtual events:

• assigned SPs will be allowed to start hosting the scenario they are portraying
• scheduled learners will be allowed to access the virtual scenario according to their timeslot assignments
  
  

Create virtual rooms in CAE LearnigSpace once you have successfully

• created your email aliases for your primary email address
• set up your Zoom account
• obtained your API Key & Secret
• connected to Zoom in the Security tab
• upgraded your Zoom account to at least Pro membership
  
  

1. Enter System from the Dashboard, and go to the Rooms tab.
2. Click Add New Room. Enter the name and description of the new room, which are both required to continue.
3. Check the new Virtual Room checkbox included under the required fields.
   
   
   
   
4. Click Add.
   
   Instead of the usual setting options, only a few fields will appear:

   1. New Registration email field: The email address of your virtual room goes here, which is one of your email aliases. Go back to Email Aliases for more information. 

   2. New Status fields: Shows the current status of the room. 
      The status of a room is "Not Verified" as long as user activation is pending:
      
      

      A room is "Verified" after it was activated as a user in your Zoom account (while the Virtual Room Support module is also switched on).
      
      

   3. The Location drop-down will also appear as an optional setting in case you would like to categorize your virtual room e.g., by campuses.
      
      

5. Provide the Registration email address (one of your email aliases) of your new virtual room.
   
   

6. Click Save (the Room Settings popup will close).
   CAE LearningSpace will make your Zoom account send out the activation email automatically to the provided email address, which is also one of your email aliases. 

   Since the email aliases are associated with your primary email address, you will receive the virtual room activation emails in your mailbox.

7. Check for the activation email in your mailbox of the created virtual room.
   
   
8. Click Activate Account to verify the "email address" of the virtual room.
   You will be redirected to Zoom to set up the virtual room as a user by providing the name and password of the new user/virtual room. The virtual room will then be added under your primary account.
   
   

9. Meanwhile, LearningSpace takes care of setting up the newly added virtual rooms in Zoom as Licensed users:
   
   

   Important

   Once your account runs out of licenses, CAE LearningSpace refuses to create a new virtual room and its user account in Zoom. 

   Make sure that the Zoom account Owner is set to "Basic", not "Licensed", to not waste any of your hosting licenses on a user that is not registered as a virtual room in CAE LearningSpace. 

   SPs can only start hosting their scenario in CAE LearningSpace if the virtual room they are using is Licensed. 

10. Go back to the Rooms tab, and open the settings of your virtual room with the Controls cogwheel.
    You will see that your virtual room is now verified:
    
    

    

    Once these settings are complete, your virtual room can be added to events organized with Advanced Scheduling.