Video conferencing from home
There are various applications available for remote (video) communication. Nikhef advises using the Zoom tool. This tool can be used under Windows, Mac OSX and various Unix distributions and is user-friendly. The free version of Zoom offers meetings for up to only 40 minutes, so Nikhef has purchased Business licenses with which meetings can be organized for longer. Getting your own license to act as a host requires an administrative action from the helpdesk. You do not need a license to join as a participant. If you need a license, send an email to helpdesk-at-nikhef.nl and we will look into it.
Use your @nikhef.nl email address to sign up. We are working on Nikhef SSO login for Zoom - until then, choose a password for your zoom account that is different from your Nikhef password!
Read on the Intranet pages about Nikhef zoom – for your safety, comfort, and privacy (requires SSO login, being on-site, or eduVPN IA).
Windows installation and instructions
For Windows, as the organizer of a meeting, follow the steps below.
- Go to https://zoom.us/ to download the Zoom Client.
- Click Resources at the top right and choose Download Zoom Client.
- Click Download and install it afterwards. Installation is simple and requires no interaction.
- After installation, the Zoom software opens automatically and a login screen appears. Participants of a meeting can participate with the link and the associated PIN code that the organizer shares, then the Zoom software that is needed is installed on the computer.
- If you want to start a meeting. Choose "Sign in". This requires a (free) Zoom account. This can be created by clicking on "Sign up Free" in the login screen. Use your Nikhef email address for this. Hosting a meeting that takes longer then 40 minutes requires a license, 20 licenses are available.
- If you want to join a meeting, click on "Join a Meeting". Then enter the meeting ID and a name. You will receive the PIN code from the organizer.
- After logging in you can start a new meeting by clicking on "New meeting".
- From here it is possible to invite participants by e-mail address or by sharing the link associated with the meeting you create.
- The pin code of the meeting that you created can be found in the bottom right corner, see image below.
Linux installation and manual
If you want to install Zoom on your Linux computer follow the next steps: https://support.zoom.us/hc/en-us/articles/204206269-Installing-Zoom-on-Linux
Mac OSX installation and manual
If you want to install Zoom on your Apple computer follow the next steps: https://support.zoom.us/hc/en-us/articles/203020795-How-To-Install-on-Mac
It is possible to create (recurring) meetings that can start without the organizer being present. That is useful for "coffee meeting rooms". Everybody can dial in without the host (organizer) being present - but such meetings must be protected with a PIN code, and the PIN changed regularly by the host (even more regularly than your toothbrush, please!). See our configuration hints
Recipe for (recurring) meetings without the organizer
- Create a meeting. For a permanent room, either make it 'date-less', or let it start at 12AM and choose a duration of 24 hours.
- Optionally choose for a recurring meeting. All meetings will have the same meeting-ID.
- Set the PIN code to something reasonably complex, and something that has not been used anywhere else
- Enable join before host (under Advanced Options) after setting the numeric PIN.
- Disable waiting room only if you have a PIN set. Really. Otherwise your party will be spoiled beyond recognition...
The organizer (host) of the meeting should start the meeting! If that is not possible, an alternative host can be appointed. The alternative host must be another licensed user.
- When many participants are expected, choose Mute participants on entry (under Advanced Options) to avoid a cacophony on start of the meeting. Participants can unmute when they want to speak.
- Use a password for the meeting to keep uninvited participants away. Consider how you distribute the password to the participants - putting it on a publicly accessible web page (or Indico agenda page) defeats the purpose of a password.
- For the password, use a (longish) series of numbers - otherwise phone and room users have no way to get in.