Setup Zoom Meeting with a Video Conference Room Codec


You can use Zoom web conferencing in conjunction with the Video Conference Room Codec to conduct meetings. Set up your meetings with automatic Cloud Recording. 

Warning: If you teaching in an Interactive Video Conference Classroom (IVCC) that is part of the Educational Technology Services's (ETS) Video Classroom Network (VCN) you can fill out this request instead: Interactive Video Conference Classroom (IVCC) Recording Request Form.

This Guide Will Help You to:


Update account settings

In order for Zoom to integrate with the Video Conferencing Codec system, and work properly, make the following changes to your settings in your Zoom account from the web portal at

  1. Sign in to your account on

  2. Click on the “Settings” page.

  3. Enable:

    1. Screen sharing.

    2. Under “Who can share?”, select “All Participants”.

Note: Changes will automatically be saved.

Schedule Zoom meeting

  1. Navigate to and sign in to your Zoom Account.

  2. Go to the Meetings page, and select Schedule a new meeting

  3. Set the “When” and “Duration” of the meeting. 

  4. If applicable, check the box next to “Recurring Meeting” and enable your desired recurrence options.

  5. Under “Security”, do the following:

    • Enable “Passcode”.

    • Disable “Waiting Room”. 

    • Disable “Authenticatication to join”.

  6. Under “Video”, do the following:

    • Enable “Host”

    • Enable “Participant”

  7. Under “ Options” select "show", and do the following:

    • Enable “Allow participants to join anytime” or “Enable join before host”.

    • Disable “Mute participants upon entry”.

    • Disable “Use Personal Meeting ID”.

    • Enable “Record the meeting automatically”, select “In the cloud”.

  8. Click Save.

Locate the Zoom Meeting SIP address

You can find the SIP address under the Invite link "Copy Invitation" information:


The sip will be in the following format: [meetingid] For example

Dial this string into the codec's control panel or remote. If there is a passcode, you'll be prompted to enter that in before you can join the Zoom meeting. 

Note: You can include the passcode in the sip address with the following format: [meetingid].[passcode] For example

Access Video Classroom Recordings

  1. Navigate to and sign in to your Zoom Account.

  2. Go to the Recordings page.

  3. Search for and select your desired recording.

Rename Cloud Recordings

Recording Names by default will use the topic of the Meeting. To rename recordings you need to go to your account on Click the “Recordings” page. Once the page has loaded, make sure you are in the “Cloud Recordings” tab. Under the meeting topic click your desired meeting. Next to the topic name, click the pencil icon. Type your desired name, click save. The name will also update automatically in the Zoom Activity on Moodle.

Store Cloud Recording

Users can keep their videos on Zoom Cloud Storage for the duration of the semester. Recordings are set to auto-delete after 365 days when initially recorded. For example, a cloud recording created on Aug 23, 2021, would be deleted on Aug 23, 2022. If a user has made a recording that they want to keep indefinitely, It is recommended to move a copy of desired recordings and related files to Google drive. For more information see Zoom Cloud Storage Archive Policy.

Seek Further Assistance

For additional assistance please contact ITRC at (208) 282-5880 or

For more information please visit Zoom Help Center.

Creative Commons License

This work was created by the Idaho State University Instructional Technology Resource Center and is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License.


The following provides a rationale for configuring settings a certain way.

Use Screen Sharing: Screen sharing needs to be turned on and set to All Participants (and all participants can start sharing) in order for any content to be shared with each other. This is usually whatever you are showing on the projector in the classroom, and allows people participating over Zoom to share their screens on the projector for presentations or other uses.

Use Passcodes: Add a passcode to your meetings while you build your reservations. This will help prevent unwanted Zoom bombings. Make sure you send us an invitation by email with this information in it in order for us to add your Zoom meetings to our system so that it will connect to your classroom. 

Don’t use Waiting Rooms: If the Waiting Room option is on, the Video Conference Room Codec will not be able to connect to Zoom properly and will be locked in an external waiting room, creating problems with your meeting.

If you plan to be in the conference room with the Waiting Room feature enabled; the Host of the meeting will need to join from a second device (laptop or phone). Make sure the second device does not connect to audio to prevent a feedback loop. The Host can then freely add or remove participants (including the classroom) from the waiting room. 

Don’t use Authenticatication to join: The conference room system has no way to properly authenticate to Zoom and will not connect to the meeting.

Use Host Video and Participants Video: This makes it so that participants over Zoom and participants in the classroom will be able to see each other and be displayed on the television screens in the classroom.

Use Join Before Host: This allows the conference room system and Zoom to join with each other without needing you to log into Zoom. 

Don’t use Mute Participants upon Entry: This makes it so that conference room connected with zoom is muted and zoom participants and the recording will have no audio.

Don’t use your Personal Meeting ID: Your Personal Meeting ID is a special Zoom meeting that is always open. Using this for multiple purposes can heighten the risk of Zoom bombings. Always allow zoom to generate a meeting id for each scheduled event.

Use Automatic Cloud Recording: This will record your class sessions automatically for you. The Codec does not have the permission needed to manually start recording.



Article ID: 131283
Tue 4/6/21 12:08 PM
Tue 1/3/23 11:42 AM

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