{"id":720,"date":"2026-06-12T13:50:49","date_gmt":"2026-06-12T13:50:49","guid":{"rendered":"https:\/\/ni.cmu.edu\/computing\/?post_type=ht_kb&p=720"},"modified":"2026-06-12T13:50:49","modified_gmt":"2026-06-12T13:50:49","slug":"scheduling-using-the-mellon-institute-mi-115-zoom-room","status":"publish","type":"ht_kb","link":"https:\/\/ni.cmu.edu\/computing\/knowledge-base\/scheduling-using-the-mellon-institute-mi-115-zoom-room\/","title":{"rendered":"Scheduling & Using the Mellon Institute (MI 115) Zoom Room"},"content":{"rendered":"
\n

The Mellon Institute\u2014MI 115 Conference Room features an integrated Zoom Room system<\/span>. This setup seamlessly combines the physical room hardware\u2014including cameras, microphones, and speakers\u2014with Zoom\u2019s video conferencing software<\/span>.<\/span><\/p>\n

To ensure a smooth meeting setup and avoid technical complications, please use the standard protocol outlined below<\/span>.<\/span><\/p>\n

Why Use the Integrated Calendar Approach?<\/h2>\n

Integrating the Zoom Room directly via Google Calendar provides an optimal, single-touch experience for everyone in the room<\/span>.<\/span><\/p>\n

Feature Comparison: Integrated vs. Manual Setup<\/h3>\n
\n\n\n\n\n\n\n\n\n
Feature<\/strong><\/td>\nIntegrated Google Calendar Method (Recommended)<\/strong><\/td>\nManual\/Ad-Hoc Setup (Not Recommended)<\/strong><\/td>\n<\/tr>\n<\/thead>\n
Room Activation<\/b><\/span><\/td>\n\n

One-Touch:<\/b> The meeting appears on the wall console<\/span>. Tap “Start” or “Join” and the whole room turns on<\/span>.<\/span><\/p>\n<\/td>\n

\n

Manual Join:<\/b> Requires typing meeting IDs into the console or pairing local hardware manually<\/span>.<\/span><\/p>\n<\/td>\n<\/tr>\n

Audio\/Video Setup<\/b><\/span><\/td>\n\n

Automatic:<\/b> The hardware speaker, camera, and mic connect instantly to the call<\/span>.<\/span><\/p>\n<\/td>\n

\n

Fragmented:<\/b> External speakers or guests may have difficulty connecting to the CMU network to bridge audio<\/span>.<\/span><\/p>\n<\/td>\n<\/tr>\n

Network Stability<\/b><\/span><\/td>\n\n

Native:<\/b> Uses the room’s secure, hardwired connection<\/span>.<\/span><\/p>\n<\/td>\n

\n

Variable:<\/b> Relies on local devices connecting to local Wi-Fi, creating potential lag or drops<\/span>.<\/span><\/p>\n<\/td>\n<\/tr>\n

Room Reservation<\/b><\/span><\/td>\n\n

Double-Booking Protection:<\/b> Automatically marks the room as “Busy” across the institution<\/span>.<\/span><\/p>\n<\/td>\n

\n

Blind Spot:<\/b> Keeps the room open on the calendar, risking scheduling conflicts<\/span>.<\/span><\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n

Step-by-Step Instructions for Scheduling<\/h2>\n

Following these steps ensures that the hardware in MI 115 recognizes your meeting and configures itself automatically before you arrive<\/span>.<\/span><\/p>\n

Step 1: Create the Event in Google Calendar<\/h3>\n
    \n
  • \n

    Open your browser and navigate to Google Calendar<\/span>.<\/span><\/p>\n<\/li>\n

  • \n

    Click Create<\/b> or click the specific time slot for your upcoming meeting<\/span>.<\/span><\/p>\n<\/li>\n

  • \n

    Add your meeting details, including the Title, Date, Time, and Guest List<\/span>.<\/span><\/p>\n<\/li>\n<\/ul>\n

    Step 2: Add the Zoom Room Resource<\/h3>\n

    To link the room hardware to your event, you must invite the room as a resource<\/span>:<\/span><\/p>\n

      \n
    • \n

      On the right-hand panel of the event creation window, click the Rooms<\/b> tab<\/span>.<\/span><\/p>\n<\/li>\n

    • \n

      Search for or select: Mellon Institute---MI 115 Conference Room (20)<\/code><\/span>.<\/span><\/p>\n<\/li>\n

    • \n

      Click it to add it to the event<\/span>. (This automatically reserves the room and places it on the room’s tablet controller<\/span>).<\/span><\/p>\n<\/li>\n<\/ul>\n

      Step 3: Add Video Conferencing<\/h3>\n
        \n
      • \n

        Click the Add video conferencing<\/b> drop-down menu and select Zoom Meeting<\/b><\/span>. The Zoom join details and link will automatically populate into the calendar invitation<\/span>.<\/span><\/p>\n<\/li>\n<\/ul>\n

        \n

        \ud83d\udd12 Privacy Tip for Sensitive Meetings:<\/b> If your meeting contains sensitive data, change the Default Visibility<\/b> drop-down from Public<\/i> to Private<\/i><\/span>. This protects your privacy by displaying “User’s Zoom Meeting” on the public wall controller outside the room while retaining full functionality inside<\/span>.<\/span><\/p>\n<\/blockquote>\n

          \n
        • \n

          Click Save<\/b><\/span>.<\/span><\/p>\n<\/li>\n<\/ul>\n

          How to Start the Meeting When You Arrive<\/h2>\n

          Because you followed the calendar integration method, launching your meeting requires zero technical configuration on-site<\/span>:<\/span><\/p>\n

            \n
          1. \n

            Walk into MI 115<\/span>.<\/span><\/p>\n<\/li>\n

          2. \n

            Look at the small tabletop Zoom Rooms Controller (tablet)<\/span>.<\/span><\/p>\n<\/li>\n

          3. \n

            Find your scheduled meeting entry listed on the screen<\/span>.<\/span><\/p>\n<\/li>\n

          4. \n

            Tap the green Start<\/b> (or Join<\/b>) button<\/span>.<\/span><\/p>\n<\/li>\n<\/ol>\n

            The room\u2019s main display, camera, and premium audio system will instantly activate and bridge your remote guests without needing to configure a local device or troubleshoot network permissions<\/span>.<\/span><\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

            The Mellon Institute\u2014MI 115 Conference Room features an integrated Zoom Room system. This setup seamlessly combines the physical room hardware\u2014including cameras, microphones, and speakers\u2014with Zoom\u2019s video conferencing software. To ensure a smooth meeting setup and avoid technical complications, please use the standard protocol outlined below. Why Use the Integrated Calendar…<\/p>\n","protected":false},"author":1,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[8],"ht-kb-tag":[],"class_list":["post-720","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-mellon-institute"],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/ht-kb\/720","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/comments?post=720"}],"version-history":[{"count":1,"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/ht-kb\/720\/revisions"}],"predecessor-version":[{"id":721,"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/ht-kb\/720\/revisions\/721"}],"wp:attachment":[{"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/media?parent=720"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/ht-kb-category?post=720"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/ni.cmu.edu\/computing\/wp-json\/wp\/v2\/ht-kb-tag?post=720"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}