Use the Zoom teleconferencing platform to host a game night.
About Zoom
Zoom is a video conferencing tool that allows users to interface with one another via video and telephone. Whether for work, school, or leisure, zoom’s applications are wide-spanning and comprehensive. As with most platforms, Zoom has a free option that users can take advantage of that allows for use of Zoom’s basic functions. Boasting features such as screen-sharing, "break-out" (separate) rooms, and the ability to have a personal room number that can be used indefinitely, Zoom is one of the front-runners for video conferencing.
That being said, a complete walk-thru of Zoom’s platform could go on for quite a length. For our purposes, we will only be covering the basic video and phone chat features that are necessary to host a game night to completion. As mentioned in our walk-through for Tabletopia, which has no built in video or tele-conferencing feature, Zoom can be essential in how you and your participants communicate.
Getting Set Up
Start by navigating to www.zoom.com. Initially, you will land on their home-page that consists of a banner that provides basic information about the platform, as well as several places giving you the option to sign up or log in.
Screenshot of Landing Page, Image from Zoom.com
If you have an existing account, or are familiar with the signup process, feel free to skip ahead to the portion that begins to detail what to do once an account is built. For new users, click the sign up button located either in the banner or at the top right of the screen.
Screenshot of Signup Page, Image from Zoom.com
Here, you’ll be prompted to provide your birthdate to verify your age. Once verified, you’ll see a page that lists several options for linking your account to the email of your choosing. It will ask for a work account for your email, but also provides other options for signing in such as Google, Facebook, or via a single sign on login (this method is for individuals who have access provided by a company or organization). Select the method that works best for you to proceed.
It is important to note that users don’t need an account to participate in chats; only to host or schedule a meeting, or to utilize one of the premium options available. More on this later. For now we’ll continue under the assumption that, as the host, you will need to create an account.
Arranging a Meeting
Once the account is created, you’ll be redirected to your meeting page. Here you’ll see the option to schedule a meeting, as well as view your meeting history.
Screenshot of Meeting Tab, Image from Zoom.com
For now, we’re going to address some of the options located on the left hand side of the screen. First, we’ll address the “Profile” tab. This will take you to the information regarding your specific profile. You can change your display name, see your linked emails, user type, and a few other settings. There are a few very important items displayed here, as well.
Screenshot of Profile Tab, Image from Zoom.com
First, beneath your user ID, at the top of the page, you’ll see your Personal Meeting ID. This is in the form of a 10-digit code, as well as in the form of a personal URL link. These are the pieces of information needed by your participants to join your room. These numbers do not change, and can be used repeatedly.
The second piece of information that should be noted is your User Type. Initially, that User Type will be set to their basic, free account. Next to your User Type will be the option to upgrade to one of their premium accounts. These accounts offer better features, such as increased meeting durations and a greater number of members permitted.
Screenshot of Pricing Table, Image from Zoom.com
We’ve provided a table which provides further information into their premium offers, but for the purposes of game night, the free version should suffice. It allows for up to 100 users per room, and for a meeting duration of 40 minutes per session. Now, many of the games featured on the multiple platforms addressed in these walk-throughs take more than 40 minutes to play. Fortunately, as soon as that initial session has expired, you can immediately restart the room and your participants can rejoin the session. Many of the other upgrade options are more suited for business and learning institutions, not personal use. Again, the basic option should be sufficient for your gaming needs.
Lastly, further down the page, you’ll see information regarding your time zone. This should be set automatically based off of your internet settings, but can be set to the time zone of your choice. Make sure to clearly communicate meeting times with your participants to avoid confusion or missed games.
The final item worth noting is the “Host Key” located at the bottom of the page. This is a code, much like a PIN, that the host can set to better secure their account and their rooms.
Screenshot Host Key Location, Image from Zoom.com
For now, this code isn’t necessary to host your game night. The rest of the options and features should not require your attention in order to successfully plan your game. There is one area under the “Settings” tab that gives you the option to allow other players to join the session before the host, and while this option may be of convenience, it is still optional and up to your discretion as the host.
Starting a "Zoom Room"
Now that all of the administrative issues are addressed and resolved, you can now start your room. You can do this from any of the sites pages by clicking the “Host a Meeting” button permanently affixed to the top of the page. When you first click the button, it will give you several options for whether or not to use the audio and video features, or to only allow for screen sharing. We recommend using at least the audio feature for your game night, but the video features serve as a means of seeing and interacting with your game-night attendees. When a user’s video is turned off, Zoom will display their username, or will show their profile picture if one is assigned. Once you decide which method to use, you will be directed to a screen that allows you to start the room with your video on or off. Once you make your choice, the room will launch automatically.
Navigating your Zoom Meeting
Once in the room, you should note the features now available to you.
Screenshot of a Zoom Meeting, Image from Zoom.com
First, there is a toolbar located at the bottom of the screen. Within this toolbar, you’ll note buttons to the bottom left that allow you to change your audio and video settings. Directly above those menus are icons that indicate your user name, internet strength, and a microphone symbol that constantly displays your microphone status via a red line that crosses the symbol when muted.
To the right of the audio and visual controls you will see the following in order: “Security” settings which allow you to edit who can enter the room, as well as what permissions are available to the participants once inside, a “Users” button which allows you to invite participants as well as mute/unmute the entire group, a button for the Chat feature which opens the dialog window, then lastly a “Share” button that allows you to to share either your screen or an application, (additionally there is an up-arrow that gives more options regarding screen-sharing). Screen sharing can have potential uses in solving specific problems throughout your experience, but has no universal application when using Zoom for a game night. The last option on this toolbar, in the bottom right corner, is the option to end the meeting. As the host, ending the meeting will give you the option to close the room entirely, or to exit but allow the other participants to continue use of the room.
In the top left corner of the screen is a useful “Information” icon, that is a lower-case “i” with a circle around it. This button displays all of the relevant information for the room, such as the room ID number, host, and meeting passwords and links. In the top right hand corner of the screen, you’ll see the words “Gallery View” or “Speaker View”. Gallery View allows you to view all of the users’ cameras at one time, and Speaker View will automatically target the person currently speaking throughout the session. Lastly, there is a button that allows for full-screen mode to activate. Most of these icons and options are self explanatory, but feel free to refer back to this guide if you have any questions.
Now that you have created an account, created a room, and know how to invite others, you can begin your game night.
Tabletopia, Steam, Tabletop Simulator, and Zoom are registered trademarks of their respective entities.
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