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. Each account can only host one meeting at a time.

When scheduling a Zoom meeting:

  1. Check the Zoom account calendar to confirm there are no meetings within 30 minutes before or after the requested time.
  2. If there is a conflict, check another Zoom account for availability.
  3. Do not change meeting settings, such as mute on join, unless there is a specific reason.
  4. After scheduling, send the requestor the following details from Copy Invitation:
    • Zoom account name, such as Zoom2
    • Host key
    • Meeting name
    • Meeting link
    • Meeting ID and passcode

The requestor must know which Zoom account was used so they can log in and claim host access if needed.

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

Key Zoom Terms

  • Host: Has full meeting controls, including muting participants, managing breakout rooms, changing security settings, and recording. There can only be one host. To claim host access, go to Participants > More Options > Claim Host, then enter the host key.
  • Co-Host: Assigned by the host during the meeting. Multiple co-hosts are allowed and they have similar controls to the host.
  • Participant: A meeting attendee. Participants may share their screens but cannot mute others or record the meeting.

Teams Messenger

Teams is the preferred platform for internal virtual meetings. Teams' meetings can be created directly through an Outlook invite. To join, click Join Meeting from the Outlook reminder or from the Teams calendar. All participants have the same level of permissions during a Teams call.