Zoom Workplace Overview

This article provides an overview of Zoom Workplace at Brandeis University, including license types for students, faculty, and staff, account access instructions, and steps for integration with Google Calendar. It also covers account transitions upon departure and comprehensive troubleshooting steps for common audio, video, licensing, and meeting access issues.

Account Types

Brandeis University provides Zoom Workplace licenses to all current students, faculty, and staff to support remote collaboration, instruction, and administrative operations.

• Faculty and Staff: Access "Zoom Workplace for Education Premier" licenses. Features include meetings and webinars for up to 1,000 attendees, Zoom Phone, AI Companion, and advanced whiteboard/scheduling tools.
   

• Students: Access "Zoom Workplace for Higher Ed Student" licenses. Features include meetings for up to 300 attendees with no time limits, Team Chat, AI Companion, and standard whiteboard tools.

 

Access, Create, Obtain or Request a Brandeis Zoom Account

All users with an @brandeis.edu email address have access to Zoom Workplace and are automatically provided with a Zoom account. 

 

1. To access your Zoom account, navigate to [brandeis.zoom.us].

   • Click Login and enter your Brandeis Username credentials.

2. Your account will be automatically created with the appropriate license based on your active university role.

 

Add Zoom to Google Chrome for scheduling meetings via Gcal

1. Visit the Google Marketplace and search for the Zoom for Google Workspace add-on. Click Install.

   1. [https://workspace.google.com/marketplace/]

2. You will need to login to Zoom once the add-on has been installed. 

3. Once installed and logged in, you will see a button in Gcal when scheduling an event to “make it a Zoom meeting”.

4. More information about the Zoom for Google Workspace add-on can be found here [https://workspace.google.com/marketplace/app/zoom_for_google_workspace/364750910244]
    

Manage Scheduling Privileges and Alternative Hosts

Set up others to manage or start your meetings.

 

• Scheduling Privilege: Use this for users who need to manage meetings on your behalf, including accessing recordings and meeting notes. This must be configured in your Zoom web portal settings [https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0061749]. 

• Alternative Hosts: Use this simpler solution if another user only needs the ability to start a meeting in your absence.
   

Handle Account Transitions (Graduation or Departure)

1. License Changes: Upon leaving Brandeis, your Pro license will revert to a Basic license with time limits.

2. Asset Transfer: To transfer scheduled meetings, webinars, or recordings to another user, email help@brandeis.edu. Include the transfer date, the recipient's name, and specify if recordings should be included.

3. Retention: Cloud recordings are retained for 180 days in Zoom. Move critical recordings to Echo360 or Kaltura for long-term storage.
    

 

---

Troubleshooting

Address common licensing and access questions.

 

Incorrect License Type

If you are a current student, faculty, or staff member and do not have the correct license type, contact the Help Desk to verify your system role and submit a ticket if the role is incorrect or if additional assistance is needed.
 

Zoom Phone Access

Note that Zoom Phone is only available for faculty and staff; it is not included in student licenses. If you are a staff or faculty member and need access to Zoom Phone, please submit a ticket to request a Zoom Phone license and phone number.

Software & Updates

Keeping your Zoom client up to date is essential for security, performance, and accessing the latest collaborative features. 

• Check for Updates: To ensure you have the latest version, click your Profile Picture in the top-right corner of the Zoom desktop app and select Check for Updates. Zoom will automatically download and install any available patches.

• Desktop App vs. Web Client: While you can join meetings through a web browser, the Zoom Desktop Client provides a more stable experience and includes essential features like breakout room management, advanced screen sharing, and virtual backgrounds that are often limited or unavailable in the web version.

• Automatic Updates: You can enable automatic updates in your Zoom settings (General > Zoom Updates) to ensure your software stays current without manual intervention. Choose between "Slow" (for maximum stability) or "Fast" (to get the newest features as soon as they release).

Audio Troubleshooting

If you are experiencing issues hearing others or being heard during a meeting, follow these steps to resolve common audio problems:

• Test Your Speaker & Microphone: Before or during a meeting, click the arrow (^) next to the Mute/Unmute button and select Test Speaker & Microphone. Follow the on-screen prompts to ensure Zoom is using the correct hardware.

• Check Physical Connections:

  • Ensure your headset or external microphone is securely plugged into the USB port or audio jack.

  • If using Bluetooth devices, confirm they are paired and connected to your computer, not another nearby device (like a phone).

• Verify System-Level Mute: Sometimes the issue isn't in Zoom. Check your computer’s system volume settings to ensure the output isn't muted and that the correct input device is selected in your Sound Settings.

• Echo and Feedback: If participants hear an echo when you speak, it is often caused by your speakers being too loud or too close to your microphone. Using a headset or earbuds is the most effective way to eliminate echo.

• Suppress Background Noise: If you are in a noisy environment, go to Settings > Audio and set Background Noise Suppression to "High." This uses AI to filter out sounds like typing, dogs barking, or fans.

Video and Webcam Troubleshooting

• Check Camera Selection: Click the arrow (^) next to the Start/Stop Video button to ensure the correct camera is selected (e.g., "Integrated Webcam" vs. an external USB camera).

• Verify Camera Privacy Covers: Check for any physical sliders or built-in privacy covers on your laptop or external webcam and ensure they are fully open.

• Check App Permissions: Ensure your operating system (macOS or Windows) has granted Zoom permission to access your camera.

• Windows: Go to Settings > Privacy > Camera and ensure "Allow apps to access your camera" is toggled ON.

• macOS: Go to System Settings > Privacy & Security > Camera and ensure the toggle for Zoom is ON.

• Close Competing Applications: Ensure other programs that use the camera (like Microsoft Teams, FaceTime, or Skype) are fully closed, as they can prevent Zoom from accessing the hardware.

• Optimize Lighting: Avoid sitting with a bright window directly behind you, as this causes your face to appear in shadow. Position light sources in front of you for the best clarity

Meeting Access Issues

• "Waiting for Host" Message: If you see this, the meeting has not started yet. Double-check the scheduled date and time. If you are the host, ensure you are signed in to your licensed account before starting the session.

• Invalid Meeting ID: Verify the 9, 10, or 11-digit ID from your invitation. If typing manually, ensure there are no extra spaces. If a link fails, try entering the ID directly into the "Join" section of the Zoom app.

• Passcode Requirements: If prompted, check your calendar invite or original email for the passcode. Remember that Zoom passcodes are case-sensitive.

• "Meeting Restricted to Authorized Users": This occurs when a host requires participants to sign in via a specific organization. Sign out of any personal Zoom accounts and sign back in using your professional or academic credentials.

• VPN Interference: Virtual Private Networks (VPNs) can sometimes block the connection to Zoom's servers. If you're stuck on "Connecting," try disconnecting from your VPN and joining again.

 

---

Frequently Asked Questions

Address common questions about the use of Zoom Conferencing, Webinars, Meetings and Features

 

What equipment do I need to participate in a Zoom meeting?

• Web conferencing requires a webcam and a microphone or telephone (most webcams include an internal microphone). Your laptop or desktop monitor may already have a webcam and microphone built-in. Webcams are available for loan from Media Technology Services or feel free to reach out to us for recommendations on equipment purchasing by contacting the help desk.

 

To find information about specific user case scenarios, visit the Zoom FAQ website.  It is important to note that not all Zoom FAQ information will be Brandeis specific. [https://support.zoom.com/hc/en/article?id=zm_kb&sysparm_article=KB0063407#h_bd83fa44-e32f-47b6-8fd6-0e2d1eb6077b]