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This page will explain
- how to set up your Zoom account
- how to integrate Zoom into CAE LearningSpace
- how to set up and manage virtual rooms in CAE LearningSpace
The guide will also recommend the most fitting Zoom subscription plan to choose for OSCE Teleconferencing purposes that can also be adjusted to the needs of your organization.
Email Aliases
Before starting the setup process, make sure you have as many email addresses ready as the number of virtual rooms you would like to configure.
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Ask your IT support to create email aliases—additional addresses—to your own email address with names like med.osce.virtualroom1@uni.edu, med.osce.virtualroom2@uni.edu, ect. |
The number of virtual rooms you can configure for OSCE Teleconferencing purposes depends on your Zoom subscription plan. Aside from our recommendation, you can also check the subscription plans at Zoom’s Plans & Pricing page: https://zoom.us/pricing
Create Your Zoom Owner Account
Visit zoom.us and create a new owner account by signing up.
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Use the email sign-up option. |
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This email address will serve as the primary address of your Zoom account. |
Anyone who has access to this email account, and consequently the Zoom owner account can:
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- Click Activate Account,
- or paste the provided URL into your browser.
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Invite Colleagues: We recommend to Skip this step.
By sending out this invitation, new separate primary accounts will be created which would require their own subscription plan updates.
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With our CAE LearningSpace integration solution, you can manage every virtual room your training program needs from a single Zoom account. |
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You will be redirected to your profile where you can find your account number, personal meeting ID, account information and meeting capacity.
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Upon registration, you will have a Basic account that you will need to upgrade in order to register your virtual rooms as users under your Zoom account. |
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Before upgrading your Zoom account, please continue with the API Configuration part. |
Integrate Zoom Services into CAE LearningSpace
Obtaining API Key and Secret In Zoom
Before upgrading your account, you need to obtain the API key and secret from your Zoom account to have CAE LearningSpace communicate with Zoom.
Obtaining the API key and secret is made entirely user-friendly in Zoom and CAE LearningSpace likewise:
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On the Choose your app type page, find JWT.
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JWT is a tool that generates the API Key & Secret you need for integrating Zoom services into CAE LearningSpace. |
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A window pops up where you need to name the new JWT application you are creating.
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In the example, we are simply naming the new application after CAE LearningSpace, but you can give any name to the app you prefer. |
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You will be directed to the Information page of your new JWT application where you need to administer further details such as provide the name of your organization and the Developer Contact Information.
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Developer Contact Information can be the same as the account owner’s information. |
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Copy the API Key and the API Secret. Use the Copy option at API Secret if you do not want to display it.
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Your generated API Key and Secret are automatically saved. You can view this page any time by repeating the steps from step # 3 (selecting App Marketplace). Only, the JWT tab will look slightly different: Click View here to access your API Key & Secret:
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API Configuration In CAE LearningSpace
Now that we have the app credentials, we can enable the Zoom Telemedicine module in CAE LearnigSpace.
- Log into CAE LearningSpace (with Administrator privilege).
- Go to System.
- Select the Security tab.
You will find the new Telemedicine Module at the bottom of the page right under the system password. - Switch on the new module to display Zoom settings.
- Paste the API key and API secret in the corresponding fields.
- Click on Save & Test Connection to connect to Zoom.
- CAE LearningSpace informs you about the successful or failed connection at the top of the page.
Upgrade Your Zoom Account
When you sign up for free with your primary email address, you only have access to the Basic features of Zoom.
You can check your subscription status at the User Type field on your profile:
A Basic subscription does not
- support Zoom service integration into other applications
- contain cloud recording
- and restricts the duration of meetings to 40 minutes if there are more than three total participants at the meeting.
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In order to use Zoom services within CAE LearningSpace after completing the API setup as described in the previous part, you need to upgrade your account and include as many hosts in your subscription plan as many virtual rooms you would like to configure in CAE LearningSpace. |
- Upgrade your account to Pro if you plan to configure 9 virtual rooms or less;
- Upgrade your account to Business if you want to configure 10 or more virtual rooms.
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Virtual room configuration in CAE LearningSpace will be explained in the next section. |
To upgrade your Zoom account:
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- Select Pro if you plan to configure 9 virtual rooms or less;
- Select Business if you want to configure 10 or more virtual rooms.
Select the number of hosts you want to purchase.
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Zoom automatically calculates the monthly and annual fees afterwards. |
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Zoom offers 1 GB/host cloud storage starting from Pro accounts, but in our setting, it is only used as temporary storage. OSCE teleconference meetings can be moved/downloaded to the Video Review module in CAE LearningSpace once a meeting is processed. However, if you would like to add some extra storage because you find 1 GB insufficient, scroll down to the Available Add-ons and open Cloud Recording.
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Monitoring Page
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Billing Contact information
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Beside basic details, the total employee count of your organization is required to continue. |
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Virtual Room Configuration
CAE LearningSpace handles Zoom User Management when setting up a new virtual room.
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
By creating virtual rooms in CAE LearningSpace, you can organize virtual OSCE sessions:
- 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
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New Registration email field: The email address of your virtual room goes here which is one your email aliases. Go back to Email Aliases for more information.
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Zoom sends an activation email to the Registration email address to add the virtual room as a user to your primary Zoom account. Activation the virtual room as a user in Zoom is necessary to enable SPs to host and learners to join a meeting through CAE LearningSpace. |
New Status fields: Shows the status of the room.
A "Not Verified" room's activation is still pending.
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A room that was already activated in Zoom can also appear as "Not Verified" if the Telemedicine Module is switched off in the Security tab. |
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After providing the Registration email address, click Save.
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.
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Since the email aliases are associated with your primary email address, you will receive the virtual room activation emails in your own mailbox. |
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After verifying the virtual rooms, the room’s status in CAE LearningSpace will change to “Verified”, meanwhile in Zoom, you can set the virtual rooms up as Licensed users. If all these settings are complete, your room can be added as a station for an event created with Advanced Scheduling. You can schedule your learners and add SPs as would do using a physical room.
You need to verify the email address of each virtual room by clicking the activation link, then set up the virtual room as a user in Zoom by providing a name and password for the virtual room.
Once your new virtual room is saved as a user in your Zoom account. CAE LearningSpace also takes care of setting up the virtual rooms in Zoom as Licensed users.
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SPs can only start hosting their scenario in CAE LearningSpace if the virtual room they are using is a Licensed user in Zoom. |
Enter System from the Dashboard, and go to Rooms.
Click Add New Room.The Room Settings popup will contain extra fields:
Registration email: email alias that needs to be provided so that Zoom can activate the virtual room as a user in its system.
Status: Not verified until the activation email of the room is not verified by the Zoom account owner.
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