Video Conferencing Setup & Use

Transcription

1 Video Conferencing Setup & Use Business Model Copyright 2016 Rootworks

2 Overview This document is designed to guide you through the features and recommended best practices of video conferencing with clients and video conferencing and instant messaging with your staff. This technology is powered by Zoom. V16726 Copyright 2016 Rootworks 1

3 Table of Contents Overview... 3 Basic Features of Zoom...3 Getting Started...3 Activating users... 4 Updating the user profile... 5 Downloading the Zoom app... 6 Using the Live Chat Features in the Accounting Firm... 8 Using the App for Live Chat...8 Video Conferencing for Internal Staff Meetings Using the App for Video Conferencing and Meetings Client Center Connector: Client Video Conferencing Meeting with Clients Video Meeting Basics Locking your meeting Sharing your screen Ending a Meeting Quick FAQ HD Camera & Webcam Recommendations V16726 Copyright 2016 Rootworks 2

4 Overview The video conferencing technology that Rootworks uses is powered by Zoom. Zoom is a cloud meeting software product that unites cloud video conferencing, simple online meetings, and group messaging into one easy-to-use platform. Basic Features of Zoom Live Chat: o Used by: select staff members of the accounting firm. o Used for: Live chat (instant messaging) between 2 staff members or group live chat for 2+ staff members. Rootworks does not suggest using live chat as a form of communication with clients Meetings: o Used by: select members of the accounting firms and clients. Clients have limited use by joining a scheduled or recently started meeting through your firm s Rootworks hosted website. o Used for: Video conferencing, including the ability for the meeting organizer to share their desktop. In addition, an attendee can request the control to share their own desktop. All attendees of the meeting with be able to see the shared desktop. Getting Started Rootworks will set up your account. If you have not already done so, request the video conference functionality by ing support@rootworks.com. Rootworks setup includes: Rootworks will set up user accounts. One user will be designated as the Account Owner. V16726 Copyright 2016 Rootworks 3

5 If you have a 5 user license or higher, Rootworks will create a branded landing page. During the user setup process, users will receive activation s for their accounts. Rootworks will add a Video Meeting connector to your website s Client Center. Activating users Once Rootworks has set up your account, each user will need to complete the setup of their user account. 1. Users will receive activation s and click the link in the to verify their address. 2. Once you click the Click here button to activate your account link, you will be taken to the Activate your account page where you will enter your name and set your password. 3. Click Activate. 4. You will see the following screen, click the GO button. V16726 Copyright 2016 Rootworks 4

6 Updating the user profile In the profile screen, do the following: 1. Upload your profile photo. 2. Enter your Phone number and Company name in the appropriate fields. 3. Set the time zone field. 4. Consider setting your Personal Meeting ID to a number that you will easily remember, such as your phone number (although keep in mind that this meeting ID will be given out to clients for meetings). Note: Rootworks does not utilize any of the other Meeting Option features shown in the profile screen (see below). V16726 Copyright 2016 Rootworks 5

7 5. Click Save Changes. Downloading the Zoom app 1. Go to 2. There are several options, including the app for the iphone and ipad. To use Zoom on your desktop computer, whether PC or Mac, click the Download button for Zoom Client for Meetings. 3. Follow the prompts to install Zoom. 4. Once the program is installed click Sign in. 5. The Zoom application will open. V16726 Copyright 2016 Rootworks 6

8 6. Click Meetings. 7. Notice that your Personal Meeting ID is set based on what you entered when setting up your profile. Check Always use PMI for instant meetings on this computer. V16726 Copyright 2016 Rootworks 7

9 Using the Live Chat Features in the Accounting Firm We recommend using the live chat (instant messaging) functionality within an accounting firm as a method of fast exchange and communication. This form of communication helps to greatly reduce internal back and forth clutter and unnecessary phone calls. Important: Determine who needs to talk and communicate via live chat at your firm. It may not be necessary for every staff member at the accounting firm to install Zoom. For example, if the majority of your processors and bookkeepers sit by one another it might make more sense to verbally communicate as opposed to live chat. Multiple offices and remote staff: On the other hand, if you have a number of remote staff members who need to communicate to other members of the firm, live chat would be a good solution to reduce unnecessary phone calls and clutter. Using the App for Live Chat The app can be installed on MAC and PC computers. There are also iphone and android apps that can be installed for mobile use. Start a Live Chat: 1. Click Contacts. 2. Hover over the name of the person and choose Chat. V16726 Copyright 2016 Rootworks 8

10 3. For a list of all recent private and group chats, choose the Chats screen in the lower right hand corner. 4. When a chat message is sent, the recipient can see a notification of the number of unread chat messages waiting for them: V16726 Copyright 2016 Rootworks 9

11 Video Conferencing for Internal Staff Meetings Rootworks recommends using the video conferencing functionality in Zoom to facilitate internal staff meetings in circumstances where there are remote staff members or other attendees of a meeting that are not located in the building that the meeting is taking place. Using the App for Video Conferencing and Meetings The app can be installed on MAC and PC computers. There are also iphone and android apps that can be installed for mobile use. There are a number of ways in which you can start a meeting. 1. Start a meeting with or without video: a. Once a meeting is started with or without video, there are additional options that are available to set or choose: 2. Schedule a meeting: i. Audio and other settings, invite others, share screen, chat, record and end meeting. a. Fill out the meeting topic, date and time fields. b. Choose if video will be used or not, audio options and password requirements (if applicable). c. Select the calendar type that is used and Zoom will create a meeting invite with login information. 3. Join a meeting with staff: a. To join a meeting that is in progress or will be starting, choose Join and type in the meeting id provided by the organizer. b. Join a meeting with a client: i. Clients should only be joining a meeting through the Client Center Connector on your firm s website. ii. See section labeled: Client Center Connector: Client Video Conferencing for details. V16726 Copyright 2016 Rootworks 10

12 Client Center Connector: Client Video Conferencing Rootworks recommends using the Client Center Connector for scheduled or ad-hoc meetings with clients. These meetings can replace existing in-person scheduled meetings at the accounting firm or client business or can complement those scheduled meetings as an additional form of touching base and communicating with clients. The desktop sharing feature is great to use for troubleshooting software and technology or for providing how-to instructional training to clients. Meeting with Clients After subscribing to Client Center Add-on Video Conferencing, the Video Meeting connector will be added to your website by the Rootworks team. We recommend instructing the client to login to the video meeting through your website for all video meetings; scheduled or ad-hoc. 1. Start the Zoom meeting. 2. Instruct the client to enter your PMI into Meeting ID field. 3. When joining a meeting for the first time, a client will be prompted to install the Zoom application. They will click the Launch Zoom button. 4. The client will follow the prompts to install Zoom just like a staff user does. 5. The client will be prompted to enter their name before they click the Join button to join the meeting. 6. If you are already talking with the client over the phone, you can hang up the phone and use your computer audio. 7. If your client does not have a video camera, then they will not have the capability to attend the video portion of a meeting. V16726 Copyright 2016 Rootworks 11

13 Video Meeting Basics Locking your meeting To prevent someone from joining a meeting in progress, you can lock your meeting. 1. In your Zoom video meeting screen, mouse over the screen and you will see menu options along the bottom. Click Manage Participants. 2. The Participants screen will open. 3. Click the More > button. 4. Click Lock Meeting. Sharing your screen 1. In your Zoom video meeting screen, mouse over the screen and you will see menu options along the bottom. Click Share Screen. V16726 Copyright 2016 Rootworks 12

14 2. Select the window you want to share and click the Share Screen button. Ending a Meeting 1. In your Zoom video meeting screen, mouse over the screen and you will see menu options along the bottom. Click End Meeting. 2. Then click End Meeting for All. V16726 Copyright 2016 Rootworks 13

15 Quick FAQ HD Camera & Webcam Recommendations Zoom s System Requirements page is here: o Scroll down to the HD Camera Suggestions section. Rootworks uses the Logitech c930e webcam in our office conference room and the c270 on personal computers. You may need the assistance of an IT professional to set up your webcam. Many newer computers have built in cameras already. V16726 Copyright 2016 Rootworks 14