Zoom Manager Guide

Zoom Manager Guide

The Three Zoom Accounts

Each virtual camp is assigned three Kode with Klossy Zoom Pro accounts:
Account
Assigned To
Role
Account 1 (Main)
Virtual Camp Coordinator
Host of all camp meetings; manages settings and recordings
Account 2
Instructor 1
Alternate host; can start and host meetings in VCC's absence
Account 3
Instructor 2
Alternate host; can start and host meetings in VCC's absence
IAs do not receive their own Zoom Pro accounts. They gain access to Pro features during sessions when assigned co-host status by the VCC.

Logging In

Log in at zoom.us or through the Zoom desktop app installed on your computer. The first time you log in, you will be prompted to set up Two-Factor Authentication (2FA) by adding your phone number. You will need to enter a code sent to your phone any time you log out and log back in.

Roles and Responsibilities

Virtual Camp Coordinator
Before each session:
  • Send the daily Zoom link in the camp's Slack community channel
  • Admit scholars from the waiting room at the start of the session (along with Instructors)
  • Open breakout rooms and enable participants to choose their own room
  • Manually move any scholars with outdated Zoom versions into their correct breakout rooms
During each session:
  • Monitor the waiting room and admit latecomers
  • Start and manage the cloud recording
  • Manage the After Party Zoom room
After each session:
  • Add the Zoom cloud recording link to the camp's Quick Links doc
  • Share the recording link with IAs on Slack so they can distribute to absent scholars
Instructor
  • Remind scholars and staff to update their display names to match the naming convention at the start of each session
  • Coordinate with the co-instructor to decide when scholars should break into houses or pods throughout the day, and communicate the plan to the VCC ahead of time
  • Remind the VCC when to pause and resume the recording (e.g., during breakout room work sessions or any off-the-record instructional team discussions)

Meeting Links

Camp Session Meeting Link

  • The KWK team will provide a single meeting link used for all 10 days of camp. This link is found in your Camp-Specific README.
  • The meeting link is tied to the VCC's account, making the VCC the default host.
  • Both Instructors are set as Alternate Hosts, which means they can start the meeting and access all host features if the VCC is not yet present.
  • The meeting can be edited through the VCC's Zoom account to adjust breakout room pre-sets, polls, and other settings before sessions begin.
If an Instructor starts the meeting before the VCC arrives:
  1. The Instructor starts the meeting and may temporarily hold host privileges.
  1. When the VCC joins, they will be prompted to reclaim host status — they should do so immediately.
  1. After reclaiming host status, the VCC should assign co-host permissions to both Instructors and all IAs before admitting scholars.

The After Party Meeting Link

The KWK team will also provide a separate After Party meeting link, hosted under the VCC's account. This link can be found in your Camp HQ on the Camp Details tab. Since different IAs lead the After Party each day, the VCC should use one of the following approaches:
  • Option A — Transfer host each day: The VCC starts the After Party meeting, then transfers host privileges to the IA leading that day's session.
  • Option B — Share login credentials: The VCC shares their login credentials with IAs leading the After Party. The IA logs in and uses a single-use recovery code to authenticate. The VCC should enter recovery codes into the Camp HQ in advance for easy access.

Starting a Session: Host Setup Checklist

Complete the following at the start of every session before scholars are admitted from the waiting room:
Start the meeting from the VCC's account (or reclaim host if an Instructor started early)
Assign co-host status to both Instructors and all IAs via the Participants panel
Start cloud recording
Open breakout rooms and enable participant self-selection
Move scholars with outdated Zoom into the correct breakout rooms manually
Admit scholars from the waiting room
For step-by-step instructions on assigning co-hosts or managing breakout rooms, refer to the Zoom User Manual.

Managing Recordings

Each session is automatically set to record to the Zoom cloud at the start of the meeting. A flashing cloud icon at the top of the host's screen confirms that recording is active.
The host can pause and resume recording at any time. It is recommended to pause the recording whenever:
  • Scholars are in breakout rooms and the instructional team is in the main room
  • The team needs to discuss anything not intended for scholars to view later
⚠️ If you pause the recording, you must remember to resume it. Any portion of the meeting recorded after a pause will be saved as a separate recording segment. If you forget to resume, that portion of the session will not be accessible to scholars.

Sharing Recordings with Scholars

Recordings should be shared with scholars the same day via the Quick Links doc and Slack.
  1. Log in to the main account at zoom.us
  1. Click Recordings in the left sidebar
  1. Find the camp meeting link name and locate that day's recording
  1. Click Share, then copy the link
  1. Paste the link into the camp's Quick Links document
  1. Share the link with IAs on Slack so they can pass it along to any absent scholars

Downloading and Archiving Recordings

KWK has limited Zoom cloud storage, so recordings must be downloaded and archived to Google Drive after camp ends.
To download and upload:
  1. Log in to zoom.us and click Recordings
  1. Find the appropriate recording and download two files:
      • Shared Screen recording
      • Chat file
  1. Rename the files before uploading:
      • Day X Recording
      • Day X Chat File
  1. Upload both files to your camp's Lesson Recordings folder in Google Drive
To delete recordings from the cloud: Once you have confirmed that all recordings and chat files are successfully uploaded to Google Drive, return to the Recordings list, select all sessions, and click Delete Selected.
⚠️ Do not delete recordings from the cloud until you have verified the Google Drive upload was successful.
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Pre-Configured Account and Meeting Settings

The following settings have been pre-configured by the KWK team for the safety of scholars and staff. Do not change any account settings without first consulting the KWK team.
Meeting Settings
Setting
Status
Notes
Host video
Off at start
Host can turn on manually
Participant video
Off at start
Participants can turn on themselves
Mute participants upon entry
✅ On
Host controls whether participants can unmute
Chat (public)
✅ On
All participants can message the group
Private chat (participant-to-participant)
❌ Off
Participants can only message the host/co-hosts or the full group. All chat is saved with the recording.
Co-host
✅ On
Host can assign co-hosts during the meeting
Polling
✅ On
Host can run polls during sessions
Screen sharing
✅ On
All participants can share; only the host can share when someone else is already sharing
Rename self
✅ On
Participants can update their own display name
Report participants to Zoom
✅ On
Hosts can report inappropriate behavior to Zoom Trust & Safety
Breakout rooms
✅ On
Host can split participants into smaller rooms
Virtual backgrounds
✅ On
Participants can set custom backgrounds
Waiting room
✅ On
All participants wait for the host to admit them; host can message the waiting room
Recording Settings
Setting
Status
Cloud recording
✅ On
Record active speaker with shared screen
✅ On
Record audio-only file
✅ On
Save chat messages
✅ On
Display participant names in recording
✅ On
Record thumbnails when sharing
✅ On