Conferencing with Zoapi Room Controller

Conferencing with Zoapi Room Controller

A room controller is a dedicated touchscreen device paired with the Zoapi Hub installed in meeting rooms to simplify and manage video conferencing sessions. With Zoapi Room Controller, users can effortlessly join meetings, switch presenters, and control conferencing sessions without needing to interact with the main Zoapi Hub screen. This enhances user experience, minimizes disruptions, and ensures a seamless conferencing workflow.

Key Benefits #

• • One-Click Join – Instantly join scheduled meetings without manual input.
  • Simplified Meeting Control – Manage meetings with intuitive touch controls.
  • Presenter Switching – Seamlessly change screen-sharing presenters without interruptions.
  • Manual Launch – Start unscheduled meetings quickly and efficiently using remote feature.

Requirements #

To use Zoapi Room Controller effectively, ensure the following requirements are met:

• • Zoapi Hub with a Premium License – Advanced features like room controller integration require a premium subscription.
  • Room Controller Tablet – A supported tablet device should be installed in the meeting room and paird with Zoapi Hub.
  • Calendar Integration – The Zoapi Hub should be linked to a room calendar to fetch scheduled meetings.

1. One-Click Join – For Scheduled Meetings #

One-Click Join allows users to instantly join scheduled meetings with a single tap on the Room Controller.

1. On the Room Controller’s home screen, locate the meeting you want to join and click Join. The meeting will launch on the Zoapi Hub, utilizing the room’s camera and audio system.
   If joining Zoom, Microsoft Teams, or Google Meet,
   • Meeting controls (Mic, Video, and Disconnect) will be available in the Zoapi App.
   • Any shared screen (via Zoapi App, Miracast, or AirPlay) will automatically be shared with remote participants.
   • If you wish to do more with the meeting, you can always use the Remote option to control the Zoapi Hub.
     
2. If joining other conferencing platforms, Use Zoapi’s Remote Feature from the Tabs to control the meeting and manage screen sharing manually.
   

2. Manual Launch – Join & Control via Remote #

If a meeting is not scheduled in the room calendar, users can manually launch a video conferencing apps using the Remote feature on Room Controller. Manual Launch isn’t just for video conferencing—it allows you to open and control any third-party application installed on the Zoapi Hub, giving you full flexibility.

Use the Zoapi Room Controller as a wireless keyboard and mouse to directly control the Zoapi Hub. This is helpful when you need to:

• • Log in before joining a meeting
  • Enter a Meeting ID and Password
  • Launch and control any third-party application

2.1 Steps to Manually Join a Meeting: #

1. On the Room Controller, navigate to the Remote option. You can switch between Keyboard and Touchpad tabs
    
2. Use your Room Controller Keyboard and Touchpad to control the Zoapi Hub Display remotely.
   • Open any installed app on the Zoapi Hub.
   • Join a meeting by logging in or entering a Meeting ID & Password
3. Continue using the Remote Feature to control the meeting or disconnect when needed.
4. To share your screen, use the Zoapi app on your device to cast it to Zoapi Hub, then use the Remote feature to share it in the video conference
5. Follow the same steps for any third-party conferencing application. 5. Presenter Switch

3. Presenter Switch #

During a meeting, different users may need to share their screens. The Presenter Switch feature allows seamless transitions between presenters without ending or disrupting the meeting through the Room Controller.

3.1 Steps to Switch Presenters: #

1. Ensure the new presenter is connected to Zoapi Hub via the Zoapi App, Miracast, or AirPlay.
2. On the Room Controller, navigate to the Presenter tab
   
3. You can switch between Single View or Grid View if more than one presenter are presenting
4. You can switch the presenters by tapping on the presenter names

Using the Zoapi Room Controller simplifies the conference room experience, making joining and controlling in-person and hybrid meetings effortless

4. Frequently Asked Questions #

1. What is a Room Controller in Zoapi?
   A Room Controller is a dedicated tablet placed in the meeting room and paired with Zoapi Hub. It allows users to manage video conferences, join meetings, and switch presenters without using a personal device.
2. What are the benefits of using a Room Controller?
   The Room Controller streamlines meeting management by enabling one-click join, manual meeting launch, and easy presenter switching, enhancing efficiency and minimizing technical issues.
3. What are the requirements for using a Room Controller with Zoapi?
   To use the Zoapi Room Controller, you need:
   1. A Zoapi Hub with a premium license
   2. A Room Controller tablet set up in the meeting room
   3. Room calendar integration to sync scheduled meetings
4. What is Zoapi Hub’s Multi-VC feature?
   Zoapi Hub supports Multi-VC (Multi-Video Conferencing), enabling users to join video conferencing platforms like Zoom, Microsoft Teams, Google Meet, Webex, and more. Users can join and control meetings via the Zoapi Client Desktop App.
5. What is Zoapi’s meeting automation feature?
   Zoapi provides meeting automation for Zoom, Microsoft Teams, and Google Meet, which includes:
   1. Automatic meeting launch & full-screen mode
   2. On-device meeting controls (Mic, Camera, and Leave Meeting)
   3. Automatic screen sharing when sharing content on Zoapi HubThis feature must be enabled on Zoapi Hub. Contact your IT team if unavailable.\
6. Can I join a meeting that is not scheduled in the room calendar
   Yes, you can use Manual Launch to start a meeting by selecting the required conferencing app and entering the meeting details directly on the Room Controller.
7. Can I control the meeting from the Room Controller after joining?
   Yes, for Zoom, Microsoft Teams, and Google Meet, you can mute/unmute audio, turn the camera on/off, and leave the meeting from the Room Controller.
   For other platforms, you can use Zoapi’s Remote feature for manual control.
8. Can I share my screen automatically when using One-Click Join?
   Yes, when using One-Click Join, screen sharing is automatically enabled for Zoom, Microsoft Teams, and Google Meet. For other platforms, screen sharing must be started manually.
9. What should I do if the Room Controller does not show scheduled meetings?
   Ensure that the room calendar is properly linked to Zoapi Hub. If issues persist, contact your IT team to verify the calendar integration settings.
10. How can IT administrators set up the Room Controller
    IT admins can configure the Room Controller by pairing it with Zoapi Hub and authorizing it through the Zoapi Admin Dashboard.
11. Why is the Room Controller asking for a PIN for pairing?
    If the Room Controller disconnects due to network issues or Zoapi Hub unavailability, it will ask for a PIN to re-establish the connection. Simply enter the code displayed on the Zoapi Hub screen and click Pair.