Virtual Room Support FAQ

❔ What is a LearningSpace Virtual Room?

A virtual room in LearningSpace is a special type of room with different functionality than a regular LearningSpace room. It is used to host a virtual meeting that relies on a 3rd-party application designed for this purpose.

❔ What Audiovisual Equipment is Needed?

The virtual meeting uses the client computer’s web camera and microphone.

❔ How are Meetings Organized in LearningSpace using Virtual Rooms?

LearningSpace requires a 3rd-party account with API access (please contact your 3rd-party vendor directly for more information). LearningSpace then uses this account via the API to start and stop instant meetings.

❔ How are Meetings Recorded in Virtual Rooms?

LearningSpace does not record the virtual meeting hosted in the Virtual Room; instead, it downloads the recording made and stored by the third-party application in the cloud.

LearningSpace only downloads the video from the Zoom cloud once it becomes available for download on Zoom's side. During this time, LearningSpace generates a video entry for the Zoom meeting on the Video Review page (triggered immediately after the meeting starts).

Until the video is fully downloaded from the Zoom cloud for review in LS, the status of the video entry is “Downloading”. An info tooltip next to the status of such videos contains a rough estimate of when the videos will be available for review:

Info Tooltip about Downloading Cloud Recordings

“Cloud recordings generally take about 2 times the duration recorded to process, but occasionally may take up to 24 hours due to higher processing loads. For example, an hour-long meeting with only 30 minutes recorded would typically take 30-60 minutes to process.“

❔ How are Recorded Meetings Stored in LearningSpace?

Once downloaded, the virtual meeting recording is retained in LearningSpace's video storage as if it were recorded with regular LearningSpace Audiovisual equipment.

❔ Does LearningSpace Need Special Ports to be Open for the Virtual Meeting to Work?

LearningSpace needs to connect to the Internet on TCP port 443 (HTTPS) to communicate with the third-party vendor's API and download recordings of virtual meetings.

Client computers need to be able to connect to LearningSpace on TCP port 443 (HTTPS) and to the Internet to participate in virtual meetings.

❔ Does End-to-End Encryption for Virtual Rooms Work with this Process?

End-to-end encryption means that messages at both ends of a conversation are encrypted. It prevents anyone in the middle, including the vendor, from reading private communications. When end-to-end encryption is enabled, cloud recording is disabled, so no video recording is available for LearningSpace to download from the cloud.

❔ What are the Recommended Settings to Secure the Meeting?

Without compromising functionality, having an adequately secure meeting environment is recommended

• to enable password protection for instant meetings;

• to allow only the host to share the computer’s screen;

• to disable file transfer.

  
  

❔ What to do if the Learner Pre-selection page is not displayed?

Computers configured as LearningSpace In-Room/SP or Hallway stations cannot display the Zoom learner pre-selection/prefill workflow. For Zoom-integrated events, either:

• Use a device that is not configured as a station, or

• Temporarily remove the station configuration, or

• Switch the Wi-Fi network to switch the laptop off the static IP address it is assigned under stations.

  See also Recommended Virtual Event Settings