Virtual Rooms for OSCE Teleconferencing

With CAE LearningSpace's latest integration solution, you can remotely use rooms to organize and record OSCE encounters: have your SPs host their portrayal of a scenario and allow your learners to fill out their pre- and post-encounter checklists as you would do in the physical rooms of your training center.

From now on, you can integrate and use Zoom services through CAE LearningSpace and create virtual rooms for hosting scenarios to particular learners at scheduled appointments. 

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.

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

1. Visit zoom.us and create a new owner account by signing up.

   Important

   Use the email sign-up option.

2. Provide the email address of your Zoom account.
   
   
   

   Primary Email Address

   This email address will serve as the primary address of your Zoom account.
   Virtual rooms will be organized under the owner account registered with this primary email address.

   Anyone who has access to this email account, and consequently the Zoom owner account can:

   • upgrade to a new plan (change the number of hosts)
   • see and copy the API key and secret
   • manage the type of each user in Zoom: Licensed or Basic type.
3. Click Sign Up. You will be sent an activation email to your account email address.
   
   
4. Check your mailbox to verify your email:
   1. Click Activate Account,
   2. or paste the provided URL into your browser. 
5. You will be redirected to Zoom to continue your sign-up process.
   Under Account Info, you need to provide your name and set a password.
   
6. Click Continue.

   1. 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. 

      With our CAE LearningSpace integration solution, you can manage every virtual room your training program needs from a single Zoom account.

   2. Optional Launch a test meeting.
      Click on Go to My Account if you do not want to start a test meeting right now.

7. You will be redirected to your profile where you can find your account number, personal meeting ID, account information and meeting capacity.

   

   Important

   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.

   Before upgrading your Zoom account, please continue with the API Configuration part.

API Configuration/Integrate Zoom Services into CAE LearningSpace

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:

1. Stay on your Profile, and in the side menu on the left, click on Advanced to display further options.
2. Click on App Marketplace.
   
3. On the Zoom App Marketplace page go to the Develop drop-down on the left and open.
4. Click Build App.
   

5. On the Choose your app type page, find JWT.

   JWT is a tool that generates the API Key & Secret you need for integrating Zoom services into CAE LearningSpace.

6. Click Create to generate your API Key & Secret.
   

7. A window pops up where you need to name the new JWT application you are creating.

   In the example, we are simply naming the new application after CAE LearningSpace, but you can give any name to the app you prefer.
   The name of the app does not affect the API configuration in any way.

   

8. Click Create on the pop-up to continue.

9. 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.
   

   Developer Contact Information can be the same as the account owner’s information. 

10. Once your details are  Saved, click Continue.
11. You will find your API Key & Secret on the App Credentials page.
    

12. Copy the API Key and the API Secret. Use the Copy option at API Secret if you do not want to display it.

    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:

    

In CAE LearningSpace

Now that we have the app credentials, we can enable the Zoom Telemedicine module in CAE LearnigSpace.

1. Log into CAE LearningSpace (with Administrator privilege).
2. Go to System.
3. Select the Security tab.
   You will find the new Telemedicine Module at the bottom of the page right under the system password.
4. Switch on the new module to display Zoom settings.
5. Paste the API key and API secret in the corresponding fields.
6. Click on Save & Test Connection to connect to Zoom. 
   
7. 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.

• 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.

To upgrade your Zoom account:

1. Click on Upgrade in the User Type field next to your current subscription status.
   You will be redirected to the Current Plans tab inside Billing. 
2. Click on Upgrade Account.
   
   You will be redirected to the Plans & Pricing page.
3. Choose one of the recommended plans by clicking Buy Now.
   
   1. Select Pro if you plan to configure 9 virtual rooms or less;
   2. Select Business if you want to configure 10 or more virtual rooms.

4. Select the number of hosts you want to purchase.

   Zoom automatically calculates the monthly and annual fees afterwards.

   

   Optional Cloud Storage Purchase

   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. 
   We recommend purchasing the extra 100 GB/month solution:

   

5. After selecting the billing schedule (and optional extra cloud storage), scroll down to the bottom of the page and click Continue.
6. On the Payment tab, provide the

   1. Billing Contact information

      Beside basic details, the total employee count of your organization is required to continue.

   2. Payment Method, and
   3. Credit/debit card information
7. Once you are finished, click Upgrade Now. You will be presented with an Order Summary.
8. Click Confirm to complete your purchase. Zoom will confirm that your account has been upgraded successfully.

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

1. Click Add New Room. Enter the name and description of the new room which are required to continue.
2. Check the new Virtual Room checkbox included under the required fields.
3. 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 your email aliases. Go back to Email Aliases for more information. 

      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.

   2. New Status fields: Shows the status of the room. 
      A "Not Verified" room's activation is still pending.

      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.

      
      A room is "Verified" after it was activated as a user in your Zoom account (while the Telemedicine Module is aloso 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.

4. 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. 

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

5. Check for the activation email in your mailbox for the created virtual room(s).
6. 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 added under your primary account.
7. The Room Settings popup will warn you if the Telemedicine module is currently switched off in CAE LearningSpace.
   Every virtual room that has been previously verified will appear as not verified if the Telemedicine Module is switched off.
8. When switching back the Telemedicine Module on the Security page, the API key and secret will auto-populate in each field. Without changing anything, click Save & Test set up the connection to Zoom Services again.

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.

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.

If the Telemedicine module is currently switched off in CAE LearningSpace,