At times, a specialist may decide that scheduling a one-to-one call would be the best way to resolve a question you have. If that’s the case, you’ll be scheduling a meeting using Zoom.
Using Zoom for video calls and screen-sharing makes it easy to demonstrate how to use SimplePractice, and also for you to show us what you have questions about.
Note: Zoom is a secure HIPAA compliant video call and screen share platform.
This guide will walk you through the steps for a successful Zoom meeting with a specialist:
- Scheduling a Zoom call with a specialist
- Installing Zoom
- Using Zoom
- Enabling your Security & Privacy settings on a Mac
- Using Zoom on a PC
- Sharing your screen
- Meeting is locked by host
- Waiting for host to join
Scheduling a Zoom call with a specialist
Note: To learn more about getting help, please see this guide: Logging in to SimplePractice and submitting help requests.
If it’s determined that a call would be helpful for your situation, the specialist will send you a link to book a one-to-one video meeting with them.
To book the meeting:
- Click the link from the help request
- Select the date and time you’d like to have the meeting
- Then, enter in your information
- Click Done
- You’ll get confirmation of your booking on the next screen
- You’ll also get an email confirming your booking
- The email confirmation includes the Zoom link for your upcoming meeting
If you're using Zoom for the first time, you'll want to give yourself a few extra minutes before your scheduled meeting to install and set up the software.
To join the Zoom meeting, click the Zoom link in your one-to-one confirmation email or the link in the email that the specialist sent. Follow any on-screen prompts and Zoom will install in a matter of minutes. If you'd like to download Zoom before your meeting, follow their instructions here: Zoom Download Center.
To join the Zoom meeting:
- Click the link in your one-to-one confirmation email or the link in the email that the specialist sent.
- Once Zoom opens, click Join with Computer Audio so the specialist can hear you, and so you can hear the specialist.
- Hover over the Zoom window and select Start Video in the lower left corner of the Zoom window
Note: If you have questions about joining the video call, check out these helpful resources from Zoom here: Audio, Video and Sharing.
Enabling your Security & Privacy settings on a Mac
When accessing Zoom from a Mac computer, make sure your computer’s Privacy & Security settings are properly enabled to allow screen-sharing through Zoom by following these steps:
- Navigate to your computer’s System Preferences > Security & Privacy > Screen Recording
- Select the checkbox alongside the zoom.us app
In the same location, you can also make sure that you allow Camera and Microphone access for Zoom as well.
Using Zoom on a PC
While Mac computers require that you allow access to share your screen and use the camera and microphone, PC’s don’t. If you do encounter issues while using Zoom on your PC, you can follow these steps:
- Click the Start button in the bottom left
- Go to the Settings Wheel > Privacy > Camera or Microphone
- Make sure Allow apps to access is turned on
Sharing your screen
- While using Zoom, hover over the Zoom window and select Share Screen
- Select the window or app that you would like to share (we recommend Desktop)
- Click Share
Meeting is locked by host
If the meeting is locked by the host, this means the specialist is currently speaking to another customer. If it's a few minutes to your meeting time, they are likely just wrapping up with another customer and will be ready to speak to you shortly.
Waiting for host to join
If you see this message, this means the specialist will join at the scheduled meeting time. If it's a couple minutes past your scheduled meeting time, the specialist may be finishing up with another customer.