Stream Zoom Meetings to CivicPlus Media

CivicPlus Media customers with Zoom can use an integration to run virtual meetings in Zoom and live stream the proceedings through CivicPlus Media. This allows customers to only invite necessary board members and staff to the Zoom meeting, but still make the meeting visible and publicly available through live stream for residents to view.

Because the integration streams Zoom meetings, all functions of Zoom meetings will be available and configurable by the meeting host. If desired and configured, the meeting host or members can use Zoom screen share to present agenda documents or other content during the meeting. Customers with the Agenda and Meeting Management Select (formerly CivicClerk) Minutes module and CivicPlus Media can also choose to present Select’s live meeting display pages for added functionality.

Requirements

• CivicPlus Media
• A Zoom Pro, Business, Education, or Enterprise account
  • The host of the meeting must be licensed
  • Zoom Client version 4.0.29183.0407 or higher on PC
  • Zoom Client version 4.0.29208.0410 or higher on Mac

Note: You must contact Support to obtain a Stream Link, Stream Key, and Public PageURL information before proceeding.

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Administrative Setup in Zoom

The Zoom account administrator must allow live streaming for meetings from within Account Settings before being able to use live streaming options. Refer to the "Live streaming meetings or webinars on a custom site" Zoom Help Center article for more information.

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Schedule a Meeting That Will Use Live Stream in Zoom

Before you can stream to Zoom and CivicPlus Media, you will need to schedule your meeting in Zoom. During the Zoom scheduling process, you will need to note the Zoom Meeting ID (typically an 11-digit number); the Meeting ID must be available to enter into CivicPlus Media. View the "Scheduling meetings" Zoom Help Center article for more information.

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Streaming Process

Start the Meeting and Live Stream in Zoom

View the Using host and co-host controls in a meeting Zoom Help Center article for more information.

Start and End the Event Live Stream in CivicPlus Media

1. Sign in to the system if you have not already
2. Navigate to the Events module
   
3. Select the event you wish to make live
   
4. Click the View menu, and select the Live Meeting and Timestamp option from the dropdown list
   
5. In the Recording and Streaming section on the right-hand side of the page, click the Set Live button
   
6. The Set Live button will turn into an End Live button, and your meeting will be live to viewers in the Public Portal
   
7. When your meeting is complete, click the End Live button to end the live stream and archive the video of the meeting for future playback
   
8. Click the OK button on the "We are currently processing the video on demand and it will be available later" popup that appears
   
9. The video will process and an MP4 file will be uploaded to the Media section of the event and will be available for playback in the Public Portal

End the Live Stream and Meeting in Zoom

1. Ensure you are viewing the Zoom interface
2. Click the More button in the Host Controls toolbar
   
3. Click the Stop Live Stream option
   
4. Click the End button in the Host Controls toolbar
   
5. Select an End option
   
   • End Meeting for All: End the meeting for all participants and attendees
   • Leave Meeting: Leave the meeting
     Note: As the meeting host, if you choose to leave the meeting, you will be prompted to assign another host so that the meeting can go on.

For more information about ending a meeting in Zoom, refer to the "Using host and co-host controls in a meeting" Zoom Help Center article.

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Frequently Asked Questions

Can I use Closed Captioning services through CivicPlus Media?

Yes, all CivicPlus Media Closed Captioning services may be used.

Is there an additional cost to use this integration in CivicPlus Media?

No, this is included in our CivicPlus Media service as a standard offering.

If I am only going to be using CivicPlus Media and Zoom to host virtual meetings, do I still need an encoder?

The great news is if you are only going to be using Zoom, you will not need to purchase an encoder as Zoom acts as a software encoder for live stream purposes. However, if you still intend to use CivicPlus Media for regular live meeting streaming (showing meetings from your meeting room using a camera), you will need to have an encoder.

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In-Article Glossary

The terms located in this section are listed alphabetically:

• ID: Identification
• MP4: Moving Pictures Expert Group 4
• PC: Personal Computer
• Pro: Professional
• URL: Uniform Resource Locator

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Resources

• Live streaming meetings or webinars on a custom site
• Scheduling meetings
• Starting or joining a meeting as the host
• Using host and co-host controls in a meeting
• Closed Captioning, Transcription & Translation Overview
• Video Streaming Equipment

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