Uninstall and Reinstall Zoom (PC)

Zoom has a utility called CleanZoom (PC only) that does the following:

  • remove all existing Zoom client and plugin on the local machine (Zoom client (exe/msi), VDI client, outlook plugin)
  • remove all regkeys associated with Zoom

Note: you will require administrative privileges on your PC.

Download: https://support.zoom.us/hc/en-us/article_attachments/360084068792/CleanZoom.zip

Typical Steps

  1. Run CleanZoom to uninstall Zoom completely.

    Note: Use of the clean uninstaller will completely remove the Zoom client, as well as the Zoom plugin for Outlook. The Outlook add-in, Chrome/Firefox extensions, and GSuite add-on are unaffected.

  2. In the download center, download and install the appropriate Zoom client for meetings.

  3. Once installed, open the Zoom desktop client, start a meeting with screen share, and test to see if the issue persists.

Zoom Training

Vendor-Provided Trainings

Support Guides

Zoom Large Meeting Feature

About Large Meeting

Large Meetings are your standard Zoom meetings, where everyone meets with video, audio, screen sharing, and a plethora of collaboration features, but on a larger scale. Regular Zoom meetings can have up to 300 video participants, where the Large Meeting license allows for an expanded capacity of up to 500 or 1,000 participants per meeting (based on license size). When would you want to host a Large Meeting over a Webinar? A Large Meeting is recommended when you want to provide your participants with a more collaborative and collective virtual experience, allowing them to interact with not only the hosts, but also other participants. Video Breakout Rooms also make Large Meetings ideal for teaching and training.

For any outlying questions regarding Large Meetings, please see Zoom’s Meeting Page.

Meeting vs. Webinar
Meetings yield a more collaborative and interactive environment, whereas webinars are better for presentation and lecture. Take a look at the differences between meetings and webinars on Zoom’s support page.

For more on Webinars, please see our Webinar Page.

Requesting a Large Meeting License

To add a Large Meeting license to your account, you can request the add-on through the IT Services Catalog.

  1. Select Zoom Large Meeting Add-on from the drop down menu.

    Which Zoom resource are you requesting? Zoom Large Meeting Add-on

  2. Select the Large Meeting Audience Size.
    Audience size

  3. Select the Large Meeting Host Type.
    • Select User for JHED-authenticated, individual user accounts.
    • Select Service Account for shared/service accounts.
      Host Type

  4. Enter the JHED ID of the Large Meeting host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
    JHED ID or service account search box

  5. For the Large Meeting[500] license, please proceed to Step #7.
  6. For the Large Meeting[1,000] licenses, you will need to enter additional information about the event and the duration of time which you will need the license for.
    • Enter the Event Name, Event Description, Event Type, Event Date, and Event Length. Please Note: You will have access to the license one day before the event date. Access remains until the duration plus one day has passed from the event date.
      Event Information

      Unavailable Webinar Dates
      For the Large Meeting[1,000], a list of unavailable dates will be displayed, similar to those on the banner displayed below, if all of the large meeting licenses for the specified capacity have been already reserved for that date:
      Event Information
    • You will also have the option to keep a reduced capacity Large Meeting license, Large Meeting[500], on the account once the event has concluded if you wish to do so. This access is Ongoing.
      Retain access

  7. Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
    Cost Center

  8. Click Order Now once you are complete.

For Large Meeting pricing, see our product page in ServiceNow.

To cancel a Large Meeting add-on or change a cost center, please visit the Zoom Resource Management Portal.

Multiple Large Meetings in a Division/School
If multiple users are looking to host Large Meetings in your division, we’d suggest setting up a service account to link your Large Meetings. This way the access can be shared among multiple users. For more information about this process, please contact zoom@jhu.edu.

Large Meeting Features

300+ participants all talking and sharing sounds a bit unwieldy at first, but there are tools available to help manage such a large sized group.

You can find most of these features by clicking Manage Participants at the bottom of your Zoom meeting window:
Host Controls

Host Controls & Participant Management in a Large Meeting

There are multiple roles available for a Large Meeting: host, co-host, alternative host, and participant. The role that you have in the Large Meeting will be designated by the host.

The host is the user that scheduled the meeting. They have full permissions to manage the meeting. There can only be one host of a meeting.

Co-Hosts share most of the controls that hosts have, allowing the co-host to manage the administrative side of the meeting, such as managing participants. The host must assign a co-host during the meeting. Co-hosts cannot start a meeting. If a host needs someone else to start the meeting, they can assign an alternative host.

Note
Co-hosts cannot start meetings scheduled by the host. Co-hosts cannot be assigned ahead of time. The host has to promote a participant to co-host. Alternatively, the host can assign a user as an alternative host.

Alternative hosts share the same controls as co-hosts, but can also start the meeting. Hosts can assign alternative hosts when they schedule a meeting.

Note
Alternative hosts can start the meeting by using the meeting ID or the meeting link in the invitation email directly from Zoom. The meeting will not display in the upcoming meetings list in the desktop client or mobile app for alternative hosts.

Participants can share their video, screen, and audio. Learn about managing participants in a meeting by visiting the Managing Participants in a Meeting page.

Large Meeting Registration & Scheduling

Large Meetings can require pre-registration before the event. The host can either automatically approve all registrants or manually approve each one. The host can add custom registration questions and generate reports on these registrations as well.

Scheduling a Large Meeting with registration will allow participants register with their e-mail, name, other questions, and custom questions, allowing you to capture more information about your participants.

You can customize the registration for Large Meetings through an array of registration options and branding.

Scheduling a Large Meeting without registration will allow participants to join without needing to sign up in advance. Participants will be required to enter their name and email address upon joining.

Zoom also allows you to schedule recurring Large Meetings with multiple occurrences, so that each occurrence uses the same meeting ID and settings. You can schedule these meetings in daily, weekly, and monthly increments. You can also set a recurring meeting to be used at any time. Meeting IDs for recurring meetings expire 365 days after the meeting was last started.

Large Meeting Branding, Emails, & Streaming

You can customize your Large Meeting registration page with a banner, logo, and event description. Users can customize these settings when you schedule a Large Meeting that requires registration.

If configured, you can live stream a Large Meeting to a custom platform. If you configure this before the Large Meeting, you can begin streaming with one click after your Large Meeting begins.

Large Meeting Reporting

Large Meeting Reports allows users to generate different metrics and information reports including:

  • Registration: Displays a list of registrants and their registration details.
  • Polling: Displays each participant’s poll result.
  • Usage: Provides meetings, participant information, participant counts, and meeting minutes within a specified time range.

These reports can be exported in a .CSV format for further analysis.

For step-by-step instructions on how to extract reporting data, please see Zoom’s page on Large Meeting Reporting.

Large Meeting Best Practices

See the Large Meeting Best Practices and Resources for great tips and tricks to set up and run your Large Meeting with ease.

Large Meeting FAQ

Please see our Zoom FAQ page for common questions about Zoom’s Large Meeting feature.

Granting and Managing Blue Jays Cloud Recording

Requesting TA Cloud Recording Access

Before you can begin using the Zoom Student Cloud Recording Request form, please contact your divisional Zoom support team so they can request form access for you. Once you have been granted access, please complete the following:

  1. Access the form by visiting Zoom Student Cloud Recording Request
  2. Enter the JHED IDs of the students you are requesting Cloud Recording access for. You can enter up to ten users at a time.
  3. Select the division requesting access for the student from the Sponsoring Division drop-down menu.
  4. Enter the Access Start Date and Access End Date for Cloud Recording. Click the calendar icon to open a date selector.
  5. Request form

  6. Once you have populated all fields, click Order Now on the right side of the screen. You as well as the student will receive an email from the IT Service Desk with confirmation.
  7. Order now button

Managing Cloud Recording Access

All changes and updates needed for Cloud Recording access will be made using the Zoom Student Cloud Recording Management Portal. In the portal, you are able to:

  • Revoke Cloud Recording access
  • Edit access start and end dates
  • Update a user’s sponsoring division

You are also able to filter the Management Portal results table by the Student’s JHED ID, Sponsoring Division, or the JHED ID of the Requestor.

Student Cloud Recording Management Portal

Please see below for Management Portal table column definitions/explanations.

IMPORTANT: You must click the blue Save Changes button at the top of the portal for all changes to applied. Any changes made will trigger an email notification both to you and the student that you modified.

Management Portal Column Definition/Explanation How to Modify
Remove Access Immediately remove Cloud Recording access, despite the Access Start and End Dates. Click the X on the for the student you wish to inactivate. Once finished, click Save Changes to save this update.
Student Student’s name. N/A
JHED JHED ID of the student. N/A
Status Status reflects the current state of the student’s access.

  • Active indicates the student has access.
  • Scheduled indicates the student has upcoming access, specifically on the Access Start Date
Status changes based on Access Start and End dates.
Access Start The date which Cloud Recording access is granted. Click the pencil for the Access Start Date you wish to change. Click the calendar icon to select a new date and click the green check mark to apply. Once finished, click Save Changes to save this update.
Access End The date which Cloud Recording access is removed. Click the pencil for the Access End Date you wish to change. Click the calendar icon to select a new date and click the green check mark to apply. Once finished, click Save Changes to save this update.
Sponsoring Division Division which the student is apart of. Click the pencil for the Sponsoring Division you wish to change. Select the appropriate divisions and click the green check mark to apply. Once finished, click Save Changes to save this update.
Requested by Staff who requested access. N/A

Please Note: Student cloud recordings will continue to remain in the Blue Jays Student instance once their access has expired. However, if the student needs to view or download the recordings after access expiration, the school/division will need to re-provision access to the student.

Cloud Recording Guide for Students

Support documentation for using Cloud Recording as a student is available. Please visit Guide to Cloud Recording for Students.

Cloud Recording FAQ

Please refer to our Cloud Recording for Students FAQ.

Guide to Cloud Recording for Students

Requesting Access

Please refer to Zoom Support by School/Division for the appropriate divisional contact to request access. If you are a TA, please first contact your instructor. In your request, you should include your name, role within the division, and reason for needing Cloud Recording access. A staff member within the division will then contact you stating that you have been granted or denied access.

Using Cloud Recording

  1. If you have been granted access to use Cloud Recording, this setting will automatically be enabled in your Recording settings. To confirm that the feature is available to you, please complete the following:
    • To ensure that the changes are properly reflected in your account, please first logout of your Zoom account.
    • Then, login into your Zoom account at jhubluejays.zoom.us using your JHED credentials.
    • Navigate to Settings > Recording > Cloud Recording. You should see that Cloud Recording is toggled on.
    • Cloud recording toggled on in settings
      Please Note: If you are supposed to have Cloud Recording access and the feature is not toggled on for your account, please contact zoom@jhu.edu.

  2. To Cloud Record a meeting, complete the following:
    • Start your meeting (as the host).
    • Click the Record button from your Zoom In-meeting controls and settings. Then select Record to the Cloud.
    • Record to the Cloud button

    • Click Continue on the Record this meeting to the cloud? pop-up screen.
    • Record to the cloud pop up screen

    • When Cloud Recording is active, you will see a status icon in the top left corner of your screen.
    • Cloud recording notification

    • You can Pause or Stop the recording at anytime using the stop and pause buttons in the meeting controls.
    • Pause or stop cloud recording buttons

    • Cloud Recording will automatically stop if you end the meeting.

You can also visit Zoom’s support site for more on how to use Cloud Recording.

Accessing the Cloud Recordings

  1. Login into your Zoom account at jhubluejays.zoom.us using your JHED credentials.
  2. Navigate to Recordings > Cloud Recordings to see a list of all cloud recordings. Note: Zoom will send you an email once the recording becomes available.
  3. Cloud recording location when signed in the web

  4. Click the recording’s blue topic hyperlink. From here, you can…
    • Watch the recording.
    • Download the recording and other related files.
    • Rename the recording.
    • Share the recording.
    • View the recording’s audio transcript.
    • Cloud recording options

  5. Please Note: Cloud Recordings are automatically deleted after 180 days. You will need to download them locally before they are automatically deleted if you wish to retain a copy. Zoom will send you a reminder email before the deletion occurs.

When Cloud Recording Access Expires

Cloud Recording access will automatically expire based on the access end date set by your school/division. Before your access ends, you should download all of your recordings locally to your machine. See below for instructions on uploading the recordings to Panopto.

Please Note: Your cloud recordings will continue to remain in the Blue Jays Student instance once your access has expired. However, if you need to view or download the recordings after access expiration, you will need to re-request access from your school/division.

Uploading Cloud Recordings to Panopto

To upload your cloud recordings to Panopto, follow the CER’s guide, Using Panopto for Zoom Recordings.

For any questions regarding Panopto, contact the CER directly.

FAQ for Students

Please refer to our Cloud Recording FAQs.

Zoom Live Transcription

Zoom’s Live Transcription feature automatically transcribes the audio and speech from a Zoom meeting or webinar to text for participants to view during the session. This feature is enabled by the host once the meeting or webinar begins. Participants will not see the transcription if the host does not initiate the feature.

Enabling/Disabling Live Transcription in User Settings

  1. Login to Zoom at the web.
    • From the desktop client, click the Settings icon > General > View More Settings, which will re-direct you to the web.
    • desktop client settings

  2. Navigate to Settings > Meeting > In Meeting (Advanced).

    In Meeting Advanced Settings

  3. Scroll to Closed captioning.
    • Enable Closed captioning by clicking the toggle so it is marked Blue. To disable Closed captioning, click the toggle again until it is marked Gray.
    • Once enabled, select the box next to Enable live transcription service to show transcript on the side panel in-meetingClosed captioning setting
  4. To save a copy of transcript as the host (without recording the session), or as a participant enable Save Captions.

    Save captions setting

    Please Note: If this setting is enabled, participants will also have the ability to save a copy of the transcript. This setting enables the saving functionality for both the host and participants.

HIPAA Guidelines for JHM/JHUSON Users

While you do have access to utilizing the built-in Live Transcription feature, there are a few restrictions to ensure HIPAA-compliance.

The Save Captions setting will be disabled and locked by admin to ensure that meeting participants cannot save their own copy of the transcript:

Save Caption setting disabled and locked

Please Note: If you are recording the session locally (as the host or as a participant), a copy of the transcript (.txt file) will be included in the same folder as the recording. If there are no other participants in the session with you, no copy will be provided.

Automatic Live Transcription is not a suitable replacement for medical transcription services. Please contact JHM Language Services for more information on real-time transcription service for medical discussions.

Using Live Transcription

As a Host:

  1. Start your Zoom meeting or webinar.
  2. Click Live Transcript from your Zoom toolbar at the bottom of the screen.
  3. Then select Enable Auto-Transcription.

    Enable live transcription

  4. With the Auto-Transcription enabled and running, you will see transcripts displayed as subtitles.

    Please Note: If you are recording the session locally, subtitles will not be included. If you are recording to the Cloud, subtitles will be included when viewing the recording at the web, but not with the downloaded recording.
    subtitle example

    • To disable the subtitles, click the caret (^) above Live Transcript and select Hide Subtitle.
      Disable subtitle setting
    • To adjust your subtitle settings, click the caret (^) above Live Transcript and select Subtitle Settings.
      Subtitle settings
  5. To view the full transcript, click the caret (^) above Live Transcript and select View Full Transcript.

    View full transcript            transcript

  6. To save a copy of the transcript without recording the session, you will need the Save Captions setting enabled above.
    • Click Save Transcript at the bottom of the transcript window.
    • save transcript
      Please Note: If you are recording the session (as the host or as a participant), a copy of the transcript (.txt file) will be included in the same folder as the recording. If there are no other participants in the session with you, no copy will be provided.

  7. To disable Live Transcription, click Live Transcript from your Zoom toolbar at the bottom of the screen and then click Disable Auto-Transcription

    disable live transcription

As a Participant:

  1. If the host has Live Transcription enabled, you will see both subtitles and the full transcript.
    • Subtitles will automatically appear on your screen.

      subtitle example

    • To disable the subtitles, click click the caret (^) above Live Transcript and select Hide Subtitle.
      Disable subtitle setting

    • To adjust your subtitle settings, click the caret (^) above Live Transcript and select Subtitle Settings.
      Subtitle settings

    • Click Live Transcript from your Zoom toolbar at the bottom of the screen and select View Full Transcript. 

      View full transcript            transcript

  2. If the host is allowing participants to save a copy of the transcript, click Save Transcript at the bottom of the transcript window. If the Save Transcript option is not available, you will need to record the session to receive a copy of the transcript.

    save transcript

Please Note: If you join the session after Live Transcription has already been enabled, you will only see the transcript from the point in which you joined (no prior transcript).

Typed Closed Captioning

In addition to Live Transcription, Zoom also offers the ability for the host to assign a designated “closed captioner”. This meeting attendee is then responsible for manually typing/entering the captions as the session progresses. For more details, please visit Zoom’s Managing and viewing closed captioning page.

Please note the following:

  • When using both Live Transcription and manually-entered closed captions while recording locally, the transcript will include both in the same file.
  • When recording to the Cloud with manually-entered closed captions, these will be displayed as subtitles when viewing the recording from the web, but will not be included with the downloaded recording.

FAQ for Live Transcription

Please visit our Zoom FAQ page.

Zoom Add-in for Microsoft Outlook

Installing the Add-in

See Zoom’s Outlook add-in documentation for how to install the add-in. Scroll down to the Outlook 2013 or 2016 (desktop app) section. This section also includes instructions on how to schedule a meeting and how to view or edit your meetings.

Logging in

To sign in, click the Sign in with SSO button. Then enter “jh” for the company domain, and click the Continue button.

Click the Sign in with SSO button Enter jh for the company domain

Taking Your Interview Virtual

Need to take your interviews online? Try using Zoom!

The following options outline how to transition in-person interview days/weeks into an online format. This is from the perspective of the interview coordinator. Please review the following to find out what format may best suit your needs.

Prerequisites

Pros & Cons

Option Pros Cons
Option 1: Create a Meeting Per Candidate
  • Less setup needed
  • Not as big of a learning curve
  • More meetings to manage
  • Interviewer(s) more likely to mix up meeting links
Option 2: Create a Meeting Per Interviewer
  • Less meetings to manage for the Interviewer(s)
  • Less confusion
  • Smoother transition moving from one candidate to the next
  • More setup for each meeting
  • More of a learning curve
Option 3: Using Breakout Rooms
  • Great for a smaller number of candidates
  • Gives flexibility but also ultimate control (for us micromanagers)
  • Works well when you have faculty who prefer differing interview lengths
  • Overwhelming for a large number of interviewees
  • More of a learning curve for managing the breakout rooms

Set Up Steps

Step 1: Map out your interview day, EVERY aspect.

Organize every aspect using a spreadsheet. This should include breaks, discussion time, group activities, and any opening/closing sessions. Here’s a sample!

Step 2: Create the Meetings

Option 1: Create a Meeting Per Candidate
Create a separate Meetings for each candidate. So if you have 50 candidates, you will require 50 Meeting IDs.
Option 2: Create a Meeting Per Interviewer
Create one meeting per interviewer. You’ll keep these meetings running ALL DAY, and use the Waiting Room to control the flow of candidates, admitting one candidate at a time.

Steps to running your Zoom interviews with Waiting Room option. Make sure to set up a series of mock interviews to try it!

Customize Your Waiting Room
Try Customizing the Waiting Room to help your candidates know what to expect, or at least, help them to know they’re in the right place.
Option 3: Using Breakout Rooms
Create a single meeting for the interview event… yes, just one!

Step 3: Send out meeting info.

Set your both your Interviewers & Candidates up for success:

Step 4: Practice makes perfect!

Set up a few practice sessions with your team, and have enough participants to make it seem “realistic”.

At the very least, if you cannot find a time to practice that works for all the the interviewers, ensure the interviews know how to log in, get to their meeting, and can operate the Waiting Room (if you go with Option 2).

Step 5: Execute with ease.

With enough practice, the event should go off without any issues.

Need to check in on the interview while they're going on?
You can join multiple meetings from your browser by using this URL pattern: https://zoom.us/wc/join/Meeting ID, then entering your name and clicking “join”. Make sure to insert the correct Meeting ID – the 9, 10, or 11 digit number after the last “/” at the end of a the meeting URL. Please ensure you’re opening a new tab, window, or browser for each meeting you’re looking to join.

For Example: The meeting you are joining has a Meeting ID of 6672087529, you would enter a URL https://zoom.us/wc/join/6672087529.

Recorded Training

You can review the recorded training at your convenience.

Have any questions? Reach out to your JH Zoom Team.

Zoom and MyCloud Desktop/VDI

The Virtual Desktop (VDI), also known as Hopkins MyCloud, is a virtual desktop (Citrix) thin-client implementation that lets you access pre-installed JH software from your Mac or PC. Zoom, one of the installed applications, offers similar features and functionality when compared to both the desktop and web clients.

Accessing Zoom Application in MyCloud

    1. For getting started with the MyCloud Desktop, please refer to the IT Services documentation on Getting connected to Hopkins MyCloud Desktop.
    2. Once you have logged into the virtual desktop, click the Hopkins Applications folder.

Hopkins Applications Folder

  1. Then select Zoom VDI.

Logging into Zoom VDI

    1. Once the Zoom VDI has opened, you will need to sign into your account. Click Sign In.

Zoom Sign In

    1. Then select Sign In with SSO.

Sign In with SSO

  1. Enter jh for the company domain (no quotes, spaces, etc.) and click Continue.
    JH Company Domain
  2. A new web browser will open and you will be redirected to the enterprise authentication page. Please login using your JHED credentials to finish signing in.
  3. Upon successful authentication, the Zoom VDI client will load the Home screen.
    Zoom home screen

Audio and Video Setup

To ensure that you can properly present your video and hear and speak to your participants, you must allow the Citrix receiver to access your local devices and configure them accordingly.

Windows

Allowing Citrix Receiver to Access your Local Devices (Windows)

  1. Click the Preferences button on the Citrix toolbar located at the top of your screen.
    Citrix Toolbar
  2. Under the Connections tab, you will see options for Microphones and Webcams; here you can select whether you want to connect automatically or “Ask Me”, so that anytime an external device is being used, you can give permission to the application/VDI to access it.
  3. Citrix Preferences

Configuring Audio and Microphones from Windows Home Screen

    1. Right click the Speaker/Volume icon in the lower right corner of the screen.

Speaker/Volume Icon

    1. Select Open Sound Settings.

Open Sound Settings option

    1. If you are prompted with the screen below (which you should be if you selected “Ask Me” in the previous step), ensure that you select Permit use of these devices.

Permit use of devices screen

    1. From here, you can select your preferred sound and microphone options.

Input and Output settings

Configuring Audio and Microphone from Zoom Settings

    1. Once signed into the Zoom VDI, click the Settings icon in the top right corner.

Zoom Settings

    1. Then, select Video.
    2. Select Citrix HDX Web Camera or the applicable web camera.

Zoom Video Settings

      • If you are prompted with the screen below (which you should be if you selected “Ask Me” in the previous step), ensure that you select Permit use of these devices.

Permit use of devices screen

    1. To configure audio, select the Audio tab.

Windows audio settings within Zoom

  1. From here, you will have the ability to select your speaker output and microphone, as well as test them.

Mac OS X

Allowing Citrix Receiver to Access your Local Devices (Mac)

    1. Go to Citrix > Preferences > Mic & Webcam.
    2. Select Use my microphone and webcam.

Mac Mic and Webcam settings

Please note: For OS X 10.14 or later, you also need to ensure Citrix Viewer has permissions to access your Camera and Microphone.

    1. Go to System Preferences > Security and Privacy > Privacy.
    2. Choose Camera, and make sure the Citrix Viewer application is allowed to access your camera.

Mac Camera Settings

    1. Choose Microphone, and make sure the Citrix Viewer application is allowed to access your microphone.

Mac Microphone Settings

Limitations

There are known functionality limitations between the Zoom desktop client and the version available within MyCloud Desktop. For example, blurred or background pictures are not supported.

For a list of MyCloud Desktop Zoom limitations, check out the knowledge base article Audio and Video Best Practices (note: link requires JH Authentication). Within the article, there are resources available that outline the limitations.

Still Need Help?

If you are still unable to successfully set up your audio and video for Zoom after viewing this guide, please contact the VDI team by visiting Support Assistance for Hopkins MyCloud Desktop.

Zoom Webinar Feature

About Webinars

Zoom Video Webinar allows you to broadcast a Zoom meeting to up to 3,000 view-only attendees, depending on the size of your webinar license. Webinar licenses are offered at capacities of 1,000 and 3,000 participants. As the host or a panelist, you can share your screen, video, and audio in a webinar and attendees can use the chat and/or Q&A features to interact with the host and panelists.

For any outlying questions regarding Webinars, please see Zoom’s Webinar Page.

Meeting vs. Webinar
Meetings yield a more collaborative and interactive environment, whereas webinars are better for presentation and lecture. Take a look at the differences between meetings and webinars on Zoom’s support page.

For more on Large Meetings please see our Large Meeting Page.

Requesting a Webinar License

To add a Webinar license to your account, you can request the add-on through the IT Services Catalog.

  1. Select Zoom Webinar Add-on from the drop down menu.
    Which Zoom resource are you requesting? Zoom Webinar Add-on

  2. Select the Webinar Audience Size.
    Audience size

  3. Select the Webinar Host Type.
    • Select User for JHED-authenticated, individual user accounts.
    • Select Service Account for shared/service accounts.
      Host Type

  4. Enter the JHED ID of the webinar host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
    Webinar host

  5. For the Webinar[1,000] license, please proceed to Step #7.
  6. For the Webinar[3,000] license, you will need to enter additional information about the event and the duration of time which you will need the license for.
    • Enter the Event Name, Event Description, Event Type, Event Date, and Event Length. Please Note: You will have access to the license one day before the event date. Access remains until the duration plus one day has passed from the event date.
      Event Information

      Unavailable Webinar Dates
      For the Webinar[3,000], a list of unavailable dates will be displayed, similar to those on the banner displayed below, if all of the webinar licenses for the specified capacity have been already reserved for that date:
      Event Information
    • You will also have the option to keep a reduced capacity webinar license, Webinar[1,000], on the account once the event has concluded if you wish to do so. This access is Ongoing.
      Retain access

  7. Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
    Cost Center

  8. Click Order Now once you are complete.

For webinar pricing, see our product page in ServiceNow.

To cancel a webinar add-on or change a cost center, please visit the Zoom Resource Management Portal.

Multiple Webinars in a Division/School
If multiple users are looking to host webinars in your division, we’d suggest setting up a service account to link your webinars. This way the access can be shared among multiple users. For more information about this process, please contact zoom@jhu.edu.

Webinar Features

Host Controls & Participant Management in a Webinar

There are multiple roles available for a webinar: host, co-host, panelist, and attendee. The role that you have in the webinar will be designated by the host.

The host of the webinar is the user who the webinar is scheduled under. They have full permissions to manage the webinar, panelists, and attendees. There can only be one host of a webinar. The host has various in-session controls, such as stopping and starting the webinar, muting panelists, disabling panelists’ video, removing attendees from the webinar, and more.

Co-hosts share many of the controls that hosts have, allowing the co-host to manage the administrative side of the webinar, such as managing attendees or starting/stopping the recording. The host must assign a co-host. Co-hosts cannot start a webinar. If the host needs another Zoom user to start the webinar, they can assign this person as an alternative host.

Panelists are full participants in a webinar. They can view and share video, screen share, annotate, speak to the attendees, and more. You must be assigned panelist permissions by the webinar host. The host can also disable some features for panelists, including starting video, sharing your screen, and recording. Panelists can be invited to participate in the webinar using only their name and an email address, a Zoom account is not required.

Attendees are view-only participants who can be un-muted if the host chooses. Their view of the webinar is controlled by the host. They can interact with the host and the panelists through the Q&A and chat features. Learn about joining a webinar as an attendee by visiting Joining and Participating in a Webinar (attendee).

For more on how to manage attendees and panelists, please see Zoom’s support page on Managing attendees and panelists in a webinar.

Webinar Registration & Scheduling

Webinars can require pre-registration before the event. The host can either automatically approve all registrants or manually approve each one. The host can add custom registration questions and generate reports on these registrations as well.

Scheduling a Webinar with registration requires your registrants to complete a brief form before receiving the link to join your webinar. This allows you to collect the names, email addresses, and other information from the registrants. You can choose to automatically approve anyone who registers or manually approve attendees.

With Webinar registration, registrants can be imported via CSV and automatically approved. Once they have successfully been imported, a confirmation email will be sent to the registrants.

You can customize the registration for webinars, by approving attendees, enabling email notifications for registrations, adding registration questions, and more.

Scheduling a webinar without registration will allow attendees to join without needing to sign up in advance. Attendees will be required to enter their name and email address upon joining.

Similar to a meeting, Zoom allows you to schedule recurring webinars during specific dates and times. You can schedule a webinar to occur daily, weekly, or monthly.

Webinar Branding, Emails, & Streaming

You can customize your webinar registration page with a color scheme, title, banner, logo, and speaker information, including descriptions and profile pictures for up to three speakers. Users can customize these settings when you schedule a webinar that requires registration. Customizable settings for webinars include:

  • Title
  • Banner
  • Logo
  • Speaker information
  • Theme
  • Post attendee URL
  • Post webinar survey
  • Social media description

With webinar branding, you can customize the emails sent out to the panelists, registrants, attendees, and absentees of the webinar.

If configured, you can live stream a webinar to a custom platform. If you configure this before the webinar, you can begin streaming with one click after your webinar begins.

Q&A vs. Chat

The Question & Answer (Q&A) feature allows attendees to ask questions during the webinar and for the panelists, co-hosts, and host to answer their questions. Answers can be provided by typing in the answers or choosing to “answer live”. With the public Q&A feature enabled, attendees can answer each other’s questions and also up-vote each other’s questions.

The Chat feature allows webinar attendees, the host, co-hosts, and panelists to communicate for the duration of the webinar. Whether attendees can chat with everyone or only the host will depend on the settings that the host has selected.

Q&A vs. Chat
With higher volume webinars, Q&A is suggested as a better way to keep inquiries organized.

Webinar Reporting

Webinar Reports allows users to generate different metric and information reports including:

  • Registration: Displays a list of registrants and their registration details.
  • Attendee: Displays details about each attendee.
  • Performance: Displays engagement statistics on registration, attendance, and feedback.
  • Q&A: Displays questions and answers from the webinar.
  • Polling: Displays each attendee’s poll result.

These reports can be exported in a .CSV format for further analysis.

For step-by-step instructions on how to extract reporting data, please see Zoom’s page on Webinar Reporting.

Webinar Best Practices

See the Webinar Best Practices and Resources for great tips and tricks to set up and run your webinar with ease.

A Webinar Practice Session allows you and your panelists to get set up and acquainted with Zoom webinar controls before starting your webinar. The practice session can only be started by the host or alternative host. Attendees do not partake in the practice session.

Webinar FAQ

Please see our Zoom FAQ page for common questions about Zoom’s Webinar feature.