Virtual Room Configuration

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

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 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.

      Activating 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 current status of the room. 
      The status of a room is "Not Verified" as long as user activation is pending:
      
      

      A room that was already activated in Zoom can also appear as "Not Verified" if the Virtual Room Support 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 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 own 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 then will be added under your primary account.

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

   Important

   Make sure that each virtual room is a Licensed member in Zoom. SPs can only start hosting their scenario in CAE LearningSpace if the virtual room they are using is Licensed. 

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

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:
    

Virtual Room Support Module

The Room Settings popup will warn you if the Virtual Room Support module is currently switched off in CAE LearningSpace:

Every virtual room that has been previously verified will appear as not verified if the Virtual Room Support Module is switched off.

When switching back the Virtual Room Support 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.