Zoom – How to add OBTP Join Button for Zoom sessions managed in D2L Brightspace (Zoom LTI)


Introduction

Put simply, OBTP (One Button to Push) means that attendees will be presented with a big green "Join" button on the Video Conference control panel to commence participation in the scheduled conference, bypassing the need to enter a Meeting ID or Password.

The OBTP Zoom Join integration requires an O365 resource for the room, for the integration to work.  

 

The OBTP Join feature is in the process of being rolled out to more rooms.

Rooms which currently support OBTP Join are listed in the AV Inventory.

Search for the Room Feature: "Join Button for Zoom Meeting (OBTP)"


What is a Zoom Join Connector?

O365 Resources known as 'Zoom Join Connectors' "V STAFF Zoom Join <room name> Connector" have been created for the video conference rooms which are booked in Syllabus Plus, and where the Zoom meeting is created using the Zoom Brightspace LTI.

The Zoom Join Connector O365 resource simply acts as a virtual cable, allowing a path for the OBTP Join button to appear in that room.

It is important to note that:
  • Scheduling a meeting with the 'Zoom Join Connector', "V STAFF Zoom Join <room name> Connector" does not book the room, it just adds the OBTP button. 
  • Rooms with a Room Join Connector still need to be booked in Syllabus Plus for the room bookings.
 

Room Bookings

Deakin has two main Room Booking Services, Office 365 (O365) and Syllabus Plus.

This Article is for rooms booked in Syllabus Plus (Most teaching spaces are booked in Syllabus Plus).

Note: For information on the Join button in O365 rooms, please refer to these other instructions

 

Instructions

How to add the OBTP Join Button.

1. Schedule your Zoom Session using the Brightspace LTI


Note: Please refer to Dteach for the most up to date information on scheduling Zoom sessions in Brightspace LTI / Zoom LTI.

 

An excerpt is shown here in step 1 for convenience:

User Instructions for Staff to Set up and Manage Zoom Session in D2L Brightspace  

1a. Login into the unit in Brightspace > Content > Module where you need to set up the Zoom session 

1b. Click on Existing Activities > External Learning Tools > Zoom 

1c. Rename the session by editing the title if required.  

1d. Click on the new Zoom link created and click  the ‘Schedule a New Meeting’ option from the Zoom portal. 

1e. Fill in all the fields as required: 
  • Topic name 
  • Description 
  • Date 
  • Duration  
  • Enable recurring if you wish to add a recurring meeting 
  • Enable a passcode and Waiting Room if required 
  • Setup video option for host and participants 
  • Setup Meeting option  
  • Add Alternate host

1f. Click Save.


See also: https://dteach.deakin.edu.au/clouddeakin-guides/communications/zoom/

 

2. Once you have Saved the Zoom booking in the Zoom LTI in D2L Brightspace, scroll back up to the 'Time' section.



3. In the 'Time' section, click on the 'Outlook Calendar (.ics)' button.  This will download the meeting-xxxxxxxxx.ics file to your computer.

4. Locate the downloaded file and double click it to open.



5. Once the file opens, Click the 'Save & Close' button.  This will save the invitation to your O365 calendar.  (You need to save it before you can invite the Zoom Connector to the meeting)



6. Locate the invitation in your O365 calendar (TIP: It would have saved to the date and time of the meeting), and double click to open the invitation again).



7. Select 'Scheduling Assistant'



8. Select 'Add Rooms'



9. A pop up will appear.  Scroll down to locate the "V STAFF Zoom Join <room name> Connector" entry for the room you have booked.  (Only add the connector for the room(s) which timetabling have already confirmed have been booked for your session!)

 

For this example, we have LT13 in Burwood booked, so I will look for the Zoom Join connector for that room, "*V STAFF Zoom Join B HC2.005 LT13 Connector"

Select the Resource, and click 'OK'

 

There is a pop up to update the location.  Select Yes or No as you prefer. (Either will work).



Select 'Send'

 

10. Check your inbox to confirm if the booking request was successful.

 

Here is an example of an Email showing the booking request being accepted.

You have now successfully scheduled the Zoom meeting to have OBTP Join.

Note: If the booking is not accepted, the OBTP Join button will not appear in the room at the time of the meeting.


Using the OBTP Join Button

In this example, we will use B HC2.005 LT13 in Burwood (The room used in the booking example)

LT13 has the DARCS/AMX style of the control panel.

 

At the time of the Zoom session, go to the video conference room.

When it's time for the meeting to start, a pop-up appears on the Touch Panel.

Check that the name and description of the Zoom session in the pop up matches your session.

Press the green 'Join' button to join the Zoom session

By pressing the big green Join button, you are now joined to the Zoom session.

 


Note: The Call Bookings Pop up window can be closed using the 'x' in the corner of the pop up.

You can view the Call Bookings Page at any time by selecting the 'Call Bookings' button



 

Zoom Menu

There is also a 'Zoom Menu' button to allow easier access to Zoom in-meeting features. 

When the 'Zoom Menu' button is selected, the shortcut buttons for the Zoom DTMF menu are displayed.


TIP: For more information on Zoom DTMF Menus, click here.

 

Zoom SpeedDial

If for some reason the OBTP Join button has not been scheduled, you may use the Zoom SpeedDial button to join your Zoom session. 

 

Select the Blue "Zoom" button.  This will call the Zoom IVR.  

You will see an on-screen prompt on the main displays requesting the Zoom Meeting ID and the Password.

Use the Numeric Keypad to enter the Zoom Meeting ID and Password.