How to use Zoom

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If you want to know how to organize a Zoom meeting in KAGRA, please go directly to here.

Basics concepts

Zoom is a remote conference system becoming popular recently. A Zoom meeting consists of a host and participants. A host needs to have a Zoom account. In order to host a meeting with more than two participants, you need to have a paid account as a host. KAGRA currently has three Zoom Pro accounts to host meetings. Each Zoom meeting has a unique Meeting URL. Participants can join the meeting by simply opening the URL with a Web browser. There is no need to login for just joining as participants. This is a beauty of Zoom. A meeting host can just distribute the URL, then people can join the meeting.

Personal meeting room

A personal meeting room is like a virtual meeting room permanently available. For each Zoom account, there is one personal meeting room. The URL of the personal meeting room is fixed. People can join this meeting room at anytime they want. You can set a password for the personal meeting room. This password serves as a key to enter the room.

Scheduled meeting

You can also set up a meeting at a specified time. This meeting can have a different URL and password (no password is also OK).

• This is suitable for a meeting involving guests with whom you do not want to share the URL/password of the personal meeting room.
  • For example: a seminar, a review meeting with external reviewers, and so on.

Organizing a Zoom meeting using personal meeting rooms

This is a recommended way to organize a meeting among KAGRA collaborators. The meeting URL is fixed. The password is the well known one for KAGRA. This method is not recommended to organize a meeting involving people outside of KAGRA. See the next section for the instruction on organizing such meetings.

Procedure

1. Make a reservation of one of the meeting rooms from here

2. Announce the meeting URL to the participants (meeting URLs are shown in the calendar page above).
3. Connect to the meeting URL when your reserved meeting time comes

Instruction for meeting participants

When you open a Zoom meeting URL, the Zoom client will automatically open and connects to the meeting. If this is your first time to use Zoom on your computer, you will be prompted to download a client software. Once you install the downloaded client software, you will be connected to the meeting. Along the way, you may be asked to login. Login to a Zoom account is completely optional. You can skip the login and still connect to meetings.

Organizing a meeting with different password from the default

Sometimes, we need to organize a meeting with different password from the KAGRA's well known one. For example, SEO and EO meetings use different passwords. If you want to invite people outside of the KAGRA collaboration, you cannot share the well known password. So you need to use a different password. In those cases, follow the procedure below.

1. Contact one of the Zoom managers to schedule a meeting. Specify the start time, duration and the password for the meeting in the request.

2. Once a meeting is scheduled on the Zoom account, enter the same schedule in the Zoom reservation calendar.

The KAGRA Zoom account

Currently, there is one Zoom account for KAGRA maintained by NAOJ. The personal meeting room of this account is used for remotely joining the morning briefing in the control room.

How to join the personal meeting room of KAGRA

• Open the following URL

• https://zoom.us/j/8678936825

• If you have never used Zoom in your computer, you are requested to download a Zoom client program. Please install it to proceed.
• Once the client program is installed to your computer, you may be prompted to choose "Login" or "Join Meeting".
• If you have a Zoom account, you can login here. However, login is optional. You can just join a meeting without login.
• You will need to enter a password to enter the meeting room. The password is the common one for KAGRA.

How to host a scheduled meeting with the KAGRA Zoom account

• You need to login to the KAGRA Zoom account to schedule a meeting.
• Currently the account information is not open to the general KAGRA collaborators. Ask a member of NAOJ GWPO to schedule a meeting.