Hosting Video Conferencing with Zoapi Hub

Zoapi Hub is a common meeting room device designed to streamline collaboration and video conferencing. However, hosting a meeting on Zoapi Hub can sometimes be tricky due to various conferencing setup options. There are multiple ways to host a video conference on Zoapi Hub while utilizing the room’s camera and microphone efficiently. This article explains the different methods available for hosting video conferencing on Zoapi Hub and provides step-by-step guidance on each approach.

Method 1: Host on Your Device #

In this method, you host the call on your personal device (laptop or mobile phone) while utilizing Zoapi Hub to join the meeting as a guest using the room’s camera and microphone. To prevent echo issues, follow these steps:

Steps: #

1. Start the Call on Your Device: Open the video conferencing app (Zoom, Teams, Meet, etc.) on your laptop or mobile and start the call.
2. Mute Your Device: Mute your laptop or mobile microphone and speaker to avoid audio feedback and echo in the room.
3. Launch the Meeting on Zoapi Hub: Use Zoapi Hub to join the meeting as a guest using one-click join, cross launch or manual launch
4. Conduct the Meeting: Continue the meeting seamlessly, ensuring the best experience for all participants. Your device acts as a host to allow participants or for other host controls. Zoapi Hub is used for actual conferencing with the room camera and audio system.

Method 2: Host by Logging into Zoapi Hub #

With this approach, you log in to Zoapi Hub directly to host the call instead of using your personal device. Zoapi apps’s (Desktop, Browser or Mobile) remote feature or room controller allows you to launch the conferencing application and log in with your credentials.

Steps: #

1. Open the Conferencing App: Use Zoapi’s remote or room controller to launch the video conferencing application on Zoapi Hub.
2. Log in with Your Credentials: Enter your conferencing account credentials to sign in.
3. Host the Call: Start the meeting directly from the conferencing app on Zoapi Hub.
4. Use Zoapi’s Automated Meeting Actions: Zoapi Automate meeting actions will work seamlessly on Zoom, Teams, and Meet, allowing you to access call controls from the Zoapi app and controller.
5. Logout After the Call: Ensure you log out of your account after the meeting to end the session securely.
6. Guest Mode Configuration (Optional): If configured in Zoapi Hub settings, the system can automatically delete login credentials after the session, ensuring security even if the user forgets to log out.

Method 3: Using a Dedicated Account #

Organizations typically rely on a single conferencing platform for internal meetings and join other platforms as guests when invited externally. The IT team can assign a dedicated user account to the meeting room on their default conferencing platform and keep it logged in for a seamless hosting experience.

Steps: #

1. Allocate a Dedicated Account: The IT team assigns a specific conferencing account for the meeting room and always keeps it logged in on the device.
2. Join Meetings as a Participant Automatically: If this dedicated account is part of the meeting invite, Zoapi Hub will automatically join the meeting without needing approval from the lobby.
3. Configure Host Rights (Optional): If required, you can assign the host rights to dedicated room account.
4. MS Teams and O365 Integration (Recommended):
   If Microsoft Teams is the default conferencing platform, the IT team can assign a user license to the meeting room resource.
   This ensures the dedicated account is automatically included in all scheduled meetings and joins without requiring lobby approval.

Zoapi Hub offers flexible options for hosting video conferences, accommodating various user needs. Whether hosting from a personal device, logging into Zoapi Hub, or using a dedicated account, Zoapi ensures seamless collaboration and an optimized meeting experience.
Each organization can establish its own workflow based on these options, tailoring the setup to meet its specific requirements and use cases.

Frequently Asked Questions #

1. What are the different ways to host a video conference on Zoapi Hub?
   Zoapi Hub offers three primary ways to host a video conference:
   • Host on Your Device: The meeting runs on your laptop or mobile, while Zoapi Hub joins as a guest using the room’s camera and microphone.
   • Host by Logging In: You log into the conferencing app directly on Zoapi Hub and host the meeting from the device.
   • Using a Dedicated Account: A permanently signed-in account can be assigned to the meeting room for seamless hosting.
2. How do I prevent audio echo when hosting a meeting from my device?
   Video conferencing applications and peripherals use Acoustic Echo Cancellation (AEC) to reduce echo. However, when two devices join the same call from the same room, echo can still occur.
   To prevent this: Mute the microphone and speaker on your personal device when Zoapi Hub is also in the call.
3. Can I log into my personal conferencing account on Zoapi Hub?
   Yes, you can log into your conferencing app on Zoapi Hub using Zoapi’s remote feature or room controller. However, to maintain security:
   1. Log out after the meeting.
   2. Enable guest mode, which automatically removes login credentials at the end of the session.
4. What is Zoapi’s guest mode, and how does it work?
   When guest mode is configured in Zoapi settings, the app launches as a new user for each session. This ensures:
   1. Credentials are automatically removed after the session.
   2. No unauthorized access if a user forgets to log out.
5. What are the benefits of using a dedicated account for the meeting room?
   A dedicated account assigned to the meeting room offers:
   1. Automatic joining of scheduled meetings without lobby approval (if the account is part of the meeting).
   2. Seamless collaboration without requiring individual user logins.
   3. Host rights configuration, if needed.
6. How does Microsoft Teams and O365 integration work with Zoapi Hub?
   If Microsoft Teams is your default conferencing platform, the IT team can assign a user license to the meeting room resource. This enables:
   1. The dedicated account to automatically join all scheduled meetings in the room.
   2. Bypassing the lobby, allowing instant access to meetings.
7. What happens if I forget to log out after a meeting?
   1. If guest mode is enabled, Zoapi Hub will automatically delete credentials after the session ends
   2. If guest mode is not enabled, it is recommended to manually log out to ensure security.
8. Can I use Zoapi Hub with multiple conferencing platforms?
   Yes, Zoapi Hub supports multiple conferencing platforms, including: Zoom Microsoft Teams Google Meet Webex and more. You can switch between platforms based on your organization’s needs.
9. Will Zoapi Hub provide meeting controls when hosting a call?
   Yes, Zoapi Automate meeting actions offer call controls for supported platforms (Zoom, Teams, and Meet) when hosting the call from:
   1. Zoapi Hub
   2. Your device
   3. Room controller
10. Can I join meetings on different platforms simultaneously?
    No, you cannot join multiple meetings on different platforms at the same time, as each platform requires dedicated access to peripherals (camera, microphone, and speakers).