FAQ

ZOOM LICENSES

Do I need to buy a Zoom license?

No. ProVisors will provide you with login credentials for a shared professional meeting room you can use for your meetings.

If I want to Troika using Zoom, will ProVisors provide a room for me?

No, BUT you can get your own FREE Zoom license and use that for your Troikas! Visit their website and get your own free license today: https://zoom.us/ *Please note, the free licenses do not come with all the bells and whistles of the paid licenses, but they will be great for a standard Troika!

What if I have my own paid Zoom license already?

You can host your meeting in your own professional Zoom room. Just share the meeting credentials (link + dial-up) with ProVisors so we can add it to the Hub. If we do not receive meeting details from you, we will assume you are using the Zoom room we created and provide those login credentials on the Hub.

Can I use the ProVisor Zoom room for anything other than our group meetings?

The rooms you’ve been assigned are dedicated for our member meetings. For EC meetings, please reach out to your Regional Director. They each have a license and can assist you with set-up. For other things – like virtual Troikas, or your personal business – you need your own room. Zoom has a free option we recommend you try for that.

What are the limitations of a free Zoom room?

You can host up to 100 people in your room, and meetings with multiple attendees are limited to 40 minutes. Please note that you can always (quickly) rejoin a meeting room! So if you’re not done in 40 minutes - reconnect!

Is there a way to run multiple meetings at once in Zoom?

To our knowledge, you need to have a license for every distinct meeting you are running, with the exception of breakout meetings, which will be covered during a training call on more advanced Zoom features.

TECHNOLOGY

What if the audio quality is bad?

Consider dialing into the call from your phone. If you do that, be sure to mute yourself on your computer (and silence your computer speakers) before dialing in and joining the audio from your phone. When both the audio and video go through your computer, one or both may suffer if your internet slows down. It can lighten the load if you just use your computer for the video.

What if members of my group can’t access Zoom because of their firewall?

They may want to try joining from a cell phone or tablet that is using cellular service rather than routing through their network. If that’s not an option, we recommend that they dial-in and just listen to the meeting on audio.

How many participants can I see at one time in Gallery view?

It depends on your technology, with the biggest factor being screen size. If you have two monitors, we recommend placing the video on one monitor and using the Gallery View so you can see as many faces at once as possible, though you may still need to scroll to see everyone.

How can I get a virtual background, like the Golden Gate Bridge?

It’s an option under the video settings for each person. You’ll need to have the most current version of Zoom and your computer will need to meet certain processing requirements to support this function.

Why don’t I have all the features?

If you’re using the Zoom app, make sure you’re on the current version. If you’re accessing via a web browser you will not have all of the features that the app provides. Try to use Chrome (preferred) or Firefox (next best) as your browser. Those are the two primary browsers Zoom supports.

Are the meeting controls only available to the person who starts the meeting?

Anyone designated as “Host” or “Co-Host” (in Zoom terms, not ProVisor terms) should have access to controls. For the Advanced Zoom Features (Break-out rooms and Polls), this is different. Please watch the videos in the Advanced Zoom Features section to learn more.

Can participants share their screens?

Yes.

If my co-host mutes me, can I unmute myself?

Usually. This is a host setting – if the host sets this to allow you to unmute, then yes. If they don’t, then you can’t.

What are the best earbuds or headphones to use?

This is a matter of personal preference, though wireless earbuds are probably the least reliable.

If someone joins audio using the dial-up, how can we unmute them to speak?

Ask them to chat you their phone number, then search for that number on the participant list. When you find it, rename it with the person’s name so they are easier to find when you need to unmute them.

Will participants be able to join before the Group Monitor?

No. But once a Group Monitor starts a meeting, anyone who has been waiting for it to begin will be added immediately, so don’t expect much “down time” before people join.

LOGISTICS

Who will be sending out the meeting invitations?

We will provide the Group Leader & Group Monitor (if designated) with login credentials for the Zoom room, and we will share the link/dial-up information for the Zoom meeting on The Hub.

As Group Leader, how do we control the meeting?

When you arrive in the Zoom room, Group Monitors will promote you to Co-Host. You will have the ability to mute/unmute people and share your screen. Your Group Monitor will be watching chat and feeding questions to you, and they will also be muting/unmuting people based on your direction. It is best if you can focus on the content/discussion and leave the technical aspects to the Group Monitor.

What time are we starting our meetings?

If a meeting regularly has networking from 7-7:30 and the meeting runs from 7:30 - 9:00, then we recommend you tell people that the meeting will start at 7:30 and they are invited to join the meeting between 7-7:30 to work through any technical challenges and have a bit of a pre-meeting chat with anyone else who is there.

Is there any limit to how many people can come to a meeting?

Our Zoom licenses will allow up to 300 attendees.

If I am in charge of starting the meeting, how will I find my meeting?

Log into Zoom using the account credentials provided to you by ProVisors. Under account, find Meetings. You will see a list of scheduled meetings – yours should be on that list.

Are we still requiring members to register via the Hub for Zoom Group Meetings or are we allowing ad hoc participation?

Everyone still needs to register to attend meetings via the Hub. We do not want the meeting size to get out of control and requesting to guest allows the Group Leader the opportunity to determine how many guests they will allow. Also we can share photo lists – like usual – as well as send links, etc. Please note: any meetings that are paid meetings have been zeroed out to allow everyone to register for free.

How should we be handling/inviting guests?

This is up to the Group Leader. We think this is a GREAT time to meet your fellow members from across the country, but you may want to wait until your first meeting is under your belt and you feel comfortable with the technology.

How will we set-up Troikas?

We’re recommending people get creative – both in how we create and announce the Troikas on Zoom, and in how we hold the Troikas. Since people shouldn’t meet in-person, there are many virtual options for Troikas to occur using people’s personal Zoom accounts, Google chats, Facetime, etc.

Is it recommended that the Group Monitor have a copy of the guest speaker’s deck?

Yes. The guest speaker will be able to share their screen and advance their presentation, but if their internet connection becomes unstable or they have any technical issues, it is a great back-up for the Group Monitor to have a copy so they can drive if needed.

Do we need to put prospective members on hold for now?

Please speak with your Regional Director about this. Now is a great time for our prospective members to see how we’re coming together as a community!

I am the Group Monitor and I need to logout of the ProVisors account and log back into my own room and I can't figure out how to do that!!

Watch this VERY quick video here to help: https://youtu.be/SHyPGje_esA

FUN STUFF

Do you have any fun ideas for Troika's during this virtual time?

This was created to help share some great ideas for "Zoikas"... check it out and share your own!

https://sites.google.com/view/funvoikaideas/home