Virtual Meeting Guide

Virtual Meetings – simple set up guide

Guidance on how to join HPS virtual meetings using Zoom.

You can view Zoom on any of the following devices

Device Set up

Your Device must have an internet connection
Zoom software is NOT required on your device
To watch and hear the meeting ONLY - no camera or microphone is required
To interact in the meeting – i.e. to be seen and heard - your device must have a camera and microphone – both switched on. If the camera and/or mic does not work, check the privacy permissions in your device ‘Settings’. (Note: desktop computers often do not have a camera or microphone installed as standard).

Joining the Meeting

You will receive a specific email invitation to each meeting showing the date and time
The email will contain a meeting specific URL link which has the security password embedded
Simply click on this URL link to connect to the meeting and follow the instructions
DO NOT join the meeting via Zoom software you may have downloaded to your device as this will not take you to the meeting without additional security information which you will not have.

Zoom Set up

Once you have joined the meeting the image of the Meeting Host or the person speaking should fill the screen
If your device has no camera or microphone no further action is required
If your device has a camera and microphone it may be necessary to activate both in Zoom – on a PC move the cursor to the bottom of the screen to reveal the Zoom control bar – on the bottom left hand side there are two icons – microphone & video – activate both. This may differ for other devices
If your device has a camera, what it sees (your face) will appear on the screen in a small window
When you join the meeting your microphone & camera will be switched off
The Host will be able to switch all participant’s microphones on and off as necessary during the meeting.