Signing up for free to Zoom includes Basic features which, however, do 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 3 total participants at the meeting.
In order to use Zoom services with 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 and run concurrently in CAE LearningSpace.
- Upgrade your account to Pro if you plan to use 9 virtual rooms or less at the same time;
- Upgrade your account to Business if you plan to use 10 or more virtual rooms at the same time.
Once you finish registering your free Zoom account, you will be redirected to your profile where you can find your account number, personal meeting ID, account information, and meeting capacity.
You can also view your subscription status at the User Type field on your profile:
Virtual room configuration in CAE LearningSpace is explained on the next page.
Upgrade Your Zoom Account:
Change Your Plan
- Click on Upgrade in the User Type field on your profile next to your current subscription status.
You will be redirected to the Current Plans tab inside Billing. - Click on Upgrade Account.
You will be redirected to the Plans & Pricing page. - Choose one of the recommended plans by clicking Buy Now.
- 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.
Zoom automatically calculates the monthly and annual fees afterwards.
Add Cloud Storage
CAE LearningSpace stores the recordings of virtual events temporarily in Zoom's cloud: the recording of a meeting is first saved to Zoom, then the video recording will be downloaded from the cloud through a secure HTTPS channel to the Video Review module.
Downloading virtual event recordings to CAE LearningSpace might take some time, so to ensure that your Zoom account has enough room to temporarily store every recording of a virtual event, we recommend purchasing the extra 100 GB/month/licensed host solution (as mentioned below).
By default, Zoom offers 1 GB/month free cloud storage per licensed user (starting from Pro subscription), which will most likely be exceeded while conducting a virtual event.In Case Recordings Get "Stuck" in the Cloud
Downloading virtual event recordings from Zoom's cloud to CAE LearningSpace might take some time. Still, if you notice that the recordings have not arrived in the Video Review module within 6 hours, we recommend you retrieve the meeting recordings and upload it to CAE LearningSpace. Continue to this page for instructions on how to recover your recordings from Zoom's cloud.
Open Available Add-Ons and select Cloud Recording.
To accommodate the temporary recordings of (even) a day's worth of OSCE training/examination, purchase the extra 100 GB/month solution:
- After selecting the billing schedule and the extra cloud storage, click Continue.
- On the Payment tab, provide the
Billing Contact information
Beside basic details, the total employee count of your organization is required to continue.
- Payment Method, and
- Credit/debit card information.
- Once you are finished, click Upgrade Now. You will be presented with an Order Summary.
- Click Confirm to complete your purchase.
Zoom will confirm that your account has been upgraded successfully.
Following the Account Upgrade
Remove the License from the Owner Account
Important
After upgrading your account, Zoom automatically sets the Owner user—you—to "Licensed".
This will occupy one of the hosting licenses that one of your virtual rooms should be having instead.
Important
CAE LearningSpace refuses to create a new virtual room and its user account in Zoom once your account runs out of licenses.
Solution
Set your account type back to "Basic" to free up a hosting license that you can apply to a virtual room.
- Click on User Management in the sidebar next to your Zoom profile.
Select Users.
You will be presented with your owner account on the Users tab.In the header of the tab, you can see the number of remaining licenses you can assign to virtual rooms (here, the number of remaining licenses is 8 out of the total of 9).
- Click on Edit in the row of your owner account.
The user editor pop-up opens. - In the User Type row, select the Basic radio button to switch your account to basic and free up a license for a virtual room.
Click Save.
Your owner account type has changed to "Basic".In the header of the tab, the number of licenses you can apply increases by one (to 9 in our example).
Disable Waiting Rooms
Zoom has enabled the Waiting Room feature by default in their May 2020 update. If waiting rooms are enabled, SPs need to admit each learner to the virtual encounter they are currently hosting.
To disable this feature:
- Log into your Zoom owner account.
- Open Account Management on the left.
- Go to Account Settings.
- On the Meeting tab, scroll down to the Waiting room setting.
You can find the setting right away in the Security section. - Toggle the switch at Waiting room.
A dialogue will open where you have to confirm the setting: - Click Turn Off and your change will be saved automatically.
Enable Auto-Save for Chat Conversations
Chat conversations are not saved along with virtual encounter recordings to CAE LearningSpace.
Enable automatic chat saving to have chat conversations saved locally or to the cloud when SPs end their virtual encounters.
Save Chats to the Cloud
Saving Chat Conversations to the Cloud
Save in-meeting chat messages while cloud recording is in progress.
Note
Only those chat messages will be saved that were sent to everyone while the meeting was being recorded to the cloud.
Saving chat messages to the cloud can only be enabled for each user separately:
- Log into your Zoom owner account.
- Open User Management on the left, then select Users.
- In Users, click on the user account you want to modify.
You will be redirected to the user account's profile page. - Once there, open the Settings drop-down.
- Select Recording.
Scroll down to "Save chat messages from the meeting / webinar" and make sure the checkbox is selected.
When a new user is created in CAE LearningSpace using the JWT method, this checkbox is selected by default.
Save the Chat Locally
Saving Chat Conversations Locally
Set up auto-save in your Zoom owner account to apply the setting to every account registered as a User in the Zoom owner account. Every in-meeting chat message that the host receives directly—either one-on-one or sent to everyone—will be saved to the host's device when the meeting is ended to the default location specified by Zoom or a selected folder.
The folder containing the downloaded chat file will open automatically when the meeting is ended.
- Log into your Zoom owner account.
- Open Account Management on the left.
- Go to Account Settings.
- On the Meeting tab, scroll down to the Auto saving chats setting.
You can find the setting in the In Meeting (Basic) section. - Toggle the switch at Auto saving chats.
A dialogue will open where you have to confirm the setting: - Click Turn On, and your setting will be saved automatically.
In case you do not want to apply auto-save to every user in your Zoom owner account, you can manage user settings individually with User Management.
- Open User Management on the left, then select Users.
- In Users, click on the user account you want to modify.
You will be redirected to the user account's profile page. - Once there, open the Settings drop-down.
- Select Meeting.
- Scroll down to "Auto saving chats" to adjust the setting for this particular user.
On to the Last Step
Continue to this page to set up your virtual rooms.