Toole Design uses multiple services for virtual meetings, the most commonly used service for external virtual meetings is Zoom.  


ZOOM

Toole Design has multiple Licensed Zoom accounts, and each account can only host one meeting at a time. When a request to set up a Zoom meeting is received, check the meeting schedule for the Zoom account that there are no other meetings +/- 30 minutes of the meeting time. If there are, log into another Zoom account to find a free time in the meeting schedule.

Do not change the meeting settings (e.g. mute on join) unless there is a specific reason for changing them.

After setting up a meeting, provide the requestor with the following information about the Zoom meeting (included in the “Copy Invitation” button after you set up a meeting):

  • Zoom Account name (e.g. Zoom2)
  • Hostkey
  • Meeting name
  • Weblink
  • Meeting ID + Passcode

 

It is important that the requestor knows which Zoom account the meeting was created under, as they will need to log into that account to “host” the meeting.

 

Key Zoom terminology: 

Host: The Host has the most control over the meeting, there can be only one. The Host can mute participants, create and open breakout rooms, toggle security settings and can record the meeting. In order to host, log into a meeting, go to Participants > More Options > Claim Host > Enter Hostkey for the Zoom account. A meeting does not need a host for participants to join a meeting and begin sharing their screens.

Co-Host: Can have multiple co-hosts in a meeting, assigned by the Host during the meeting.   They have all the same powers as a Host.

Participant: Participants are attendees in the Zoom meeting. They can share their screens, but cannot mute other participants, and cannot record a meeting

Starting a Zoom meeting:

To start a Zoom meeting, click on the link provided in your invite. 

 

TEAMS MESSENGER

The preferred virtual meeting platform for internal calls is Teams Messenger.  You can create a meeting room in Teams through your Outlook invite page.  When a meeting starts, you just hit “Join Meeting” on  your Outlook reminder, or by navigating to your calendar on Teams and hitting “Join Meeting” from there.  Others invited to the meeting see a reminder pop up (with another quick button to join meeting) when the first participant starts the call.

All participants have the same level of permissions for the call.