Follow the steps below to schedule Live Captioning for a Zoom Meeting once Zoom has been linked to your 3Play Media project.
IMPORTANT NOTE REGARDING ZOOM CAPTIONING: Anyone with access to your 3Play Media project can schedule Zoom Live Captions for any Zoom event they can see in your project. However, in order to enable 3Play Media's Live Captions within a Zoom Meeting you must be the Host of the Zoom Meeting!
Prior to scheduling a meeting..
Step 1- Navigate to Zoom Scheduler
Launch the Zoom application.
Navigate to Home and click Schedule.
Step 2- Schedule Zoom Meeting
Set the meeting's Date and Time within Zoom, adding any other information and settings necessary.
Note that 3Play Media's Live Captioning will work with a password-protected meeting.
Click Schedule.
Step 3- Navigate to 3Play Media's Live Captioning Module
Sign in to 3Play Media and click Live Captioning in the top navigation bar.
Step 4- Select Schedule Live Captions
Step 5- Select Zoom
Click the Zoom icon.
Step 6- Input Scheduler's Email Address
Under Show Zoom events scheduled by: enter the email address that was used when scheduling the Meeting within Zoom.
Step 7- Select Meeting
Select Meeting and any upcoming meetings that were scheduled using the email address provided in step 6 will then display.
Check the box next to the Meeting requiring Live Auto Captions.
Step 7- Configure Live Captions
See more information on scheduling Live Professional Captions
Stream start and reconnect settings
IMPORTANT: Events are scheduled using Eastern Time unless a new timezone has been configured at the user level and configured for users outside of the US-Eastern time zone.
Optional Settings
Add a wordlist of proper nouns or specific terms to improve accuracy
See more options in Advanced Settings overview
Step 8- Click Schedule Events
Click Schedule Events once an event or multiple events have been configured.
Once clicked, you'll be redirected back to the an event page within 3Play Media.
An email will also be sent to the email address provided in step 6 fifteen minutes prior to the caption event start time. If the the event starts in less than 15 minutes the email will be sent immediately. The email will contain shortcuts to assist in completing the setup process given meetings may likely be scheduled far in advance of them actually starting.
If you have ordered Live Captions for a meeting that has already started, you will not need to wait for the email as the process can be completed by following the remaining steps below.
Step 9- Start Zoom Meeting
Go to the scheduled Meeting within Zoom and Start the event.
Step 10- Validate Zoom API Token has been added by 3Play
As of June 3, 2022, 3Play will add the Zoom API token for you into 3Play, and you will no longer need to copy and paste this from Zoom into 3Play yourself. 3Play will start trying to retrieve the API token at the Stream Start time in 3Play (as specified when you ordered your event in 3Play). The Zoom meeting must be active in order for 3Play to be able to retrieve the token.
Both the Zoom email Mailer sent to the Zoom event host and the 3Play UI will indicate whether 3Play has added the token automatically. You may need to refresh the page to see the update.
Zoom meeting hosts will still receive an email 15 minutes prior to the Stream Start time (as defined in 3Play when you ordere Live captions) with instructions on enabling captions. The instructions now indicate 3Play will add the API token on your behalf, though you will still have the ability to add the token yourself, both through the mailer and through the 3Play UI.
Once you have started your Zoom event at or after your Stream Start time, the API token should automatically populate within 3Play as well as through the Zoom mailer within 1 minute. Ensure you refresh this page to see that it’s displayed.
If, after refreshing, you do not see the API token populate the field below within 1 minute of starting your Zoom event, then you must copy / paste the API token from Zoom into this page. To do that, follow the steps below:
Within Zoom, click Closed Caption.
From the menu that appears, click Copy the API token located under Use a 3rd party CC service.
Within 3Play Media paste the API token in the Zoom API token field associated with the event scheduled in step 8.
Next click Update.
IMPORTANT NOTE REGARDING THE ZOOM API TOKEN: The Zoom API Token is not a static URL, this can change if a meeting starts and ends and should only be added once the meeting goes live at the time of scheduling.
Step 11- Click Live on Custom Live Streaming Service
Within Zoom click More followed by Live on Custom Live Streaming Service.
The closed captions will be available as an option for all meeting members shortly after this button is clicked.
Additional Resources
- Required Zoom Settings for Scheduling a Meeting
- Additional information regarding scheduling Zoom Meetings
- See more information regarding upgrading Live Captioning files
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