In this webinar, we walkthrough how to caption your live meetings and webinars on Zoom. We'll also discuss how to caption your Zoom recordings.

1. Zoom Captioning 101:
How to Caption your Live
Streams and Recordings
✋ Type questions in the Q&A window during the presentation
⏺ This webinar is being recorded & will be available for replay
💬 This webinar is live captioned
📱 www.3playmedia.com l @3playmedia l #a11y
Georgia
McGoldrick
3Play Media

2. On today’s agenda...
Getting started with Zoom live captions ⚙
How to live caption Zoom meetings 📅
How to live caption Zoom webinars 🎙
Retrieving Captions after completion of a Zoom Event 🎞
Tips for live captioning 🎬
Benefits of captioning live events 👍
Q&A

3. Poll #1:
Are you currently using zoom?

4. Poll #2:
How are you using zoom?

5. Getting started with
Zoom live captions

6. Requirements to Get Started
Linked Zoom
Account
Paid, Pro Zoom account
linked to a 3Play project
Admin/Owner
privileges
Must be an admin or
owner in Zoom account
to link to 3Play
3Play Pro Account
Pro account with the Live
Auto Captioning module
turned ON

7. Zoom Integration Setup
1. Log into 3Play
2. Navigate to New Linked Account
3. Select Zoom
4. Sign in to Zoom and confirm to
authorize the installation of the 3Play
Media app within your Zoom account.
1 2
3 4

8. For Hosts (Meetings)
● Sign in to zoom and navigate to My
Account -> Settings -> In Meeting
(Advanced).
● Turn on “Allow live streaming the
meetings” and check “Custom Live
Streaming Service.” Then click Save.
Zoom Settings:
Meetings

9. For Hosts (Webinars)
● Sign in to zoom and navigate to My Account ->
Account Management -> Webinar Settings -> In
Webinar Settings ->Edit -> Allow Hosts to Live
Stream their Webinar.
● Make sure to also click “Custom Live Streaming
Service.” then click Save Changes.
Zoom Settings:
Webinars

10. For Participants (Meetings & Webinars)
● All hosts and participants must have the closed
captions button turned ON in order to set up or view
captions in Zoom events.
● This setting is turned on by default for all Zoom
users, and can also be found in My Account >
Settings > In Meeting (Advanced).
Zoom Settings:
All Participants

11. Poll #3
Are you currently live captioning
zoom meetings or webinars?

12. Poll #4
How are you live captioning zoom
meetings or webinars?

13. How to Set Up Live Auto
Captions for Zoom
Meetings

14. Step 1: Schedule The Meeting Within the Zoom Web Client
● Login to zoom.us and schedule a meeting.
● Schedule the meeting for the right time, adding any other information and settings necessary.
○ Only the meeting ID will have an impact on the necessary steps to get live captions.
○ For example, there’s an additional step if “Personal Meeting ID” is selected rather than if
“Generate Automatically” is selected.

15. Step 2 (part one): Schedule the Live Auto Captioning
Event in 3Play
● Navigate to your 3Play Media account and click Live Auto Captioning in the top navigation bar.
● Under the Schedule New Event section on the right, select your Zoom integration.
● Click the dropdown menu and select the appropriate user.
● All of the scheduled meetings for that user will display. Check the box of the Zoom meeting that
needs Live Auto Captioning, enter a start time and date, and click Schedule.
● The time selected here will be the earliest that 3Play live auto captions can be used on this
meeting. It is best to schedule the 3Play captioning event 5 to 15 minutes before the scheduled
time of the Zoom meeting.

16. Step 2 (part two): Schedule the Live Auto Captioning
Event in 3Play
● If ‘Generate Automatically’ was the setting selected when setting up the Zoom Meeting in Step 1, you can skip to the
next slide.
○ After both the Zoom meeting and the 3Play Captioning event are scheduled, a Stream URL and a Stream Key
need to be added to the Zoom meeting in order to use live captions with a personal meeting ID.
○ The correct Stream URL and Stream Key can be found in the pending 3Play Live Auto Captioning Event.
● Next, navigate to the scheduled Zoom meeting in zoom.us. Navigate to My Account > Meetings and click on the
appropriate meeting.
● Navigate to the bottom of the meeting details and click Configure Live Stream Settings. Enter the Stream URL and
Stream Key into the window that appears.
● The Live streaming page URL is required by Zoom, but the value has no effect on the zoom meeting or the live captions.

17. Step 3: Starting the Zoom Meeting and Copying the API Token
● After both the Zoom meeting is scheduled and the 3Play captioning event is ready and the
time for the meeting has arrived, start the Zoom meeting.
● Once the Zoom meeting has begun, select the Closed Caption button.
● Click “Copy the API token“.

18. Step 4: Paste the Zoom API Token for the Zoom Meeting
into the 3Play Live Event
● You should now see this meeting under the Scheduled and In Progress Live Auto Captioning
Events section of the Live Auto Captioning page.
● Paste the API Token from Step 3 into the Zoom API Token field, then click Update.

19. Step 5: Begin Live Streaming the Meeting
● Return to your Zoom Meeting. On the bottom bar, click More > Live on Custom Live Streaming Service.
● This should be done at or shortly after the Live Event start time scheduled in 3Play.
● As a warning, going Live on Custom Live Streaming Service will open a web page to indicate that the meeting is in the
process of going live. The Zoom meeting will persist, and that window can be closed at any time after the meeting
has successfully gone live.
● Captions should now appear within 5-10 seconds.

20. How to Set Up Live Auto
Captions for Zoom
Webinars

21. Step 1: Schedule The Webinar Within the Zoom Web Client
● Login to zoom.us and schedule a webinar.
● Schedule the webinar for the right time, adding any other information and settings
necessary.

22. Step 2: Schedule the Live Auto Captioning
Event in 3Play
● Navigate to your 3Play Media account and click Live Auto Captioning in the top navigation bar.
● Under the Schedule New Event section on the right, select your Zoom integration.
● Click the dropdown menu and select the appropriate user.
● All of the scheduled webinars for that user will display. Check the box of the Zoom webinar that
needs Live Auto Captioning, enter a start time and date, and click Schedule.
● The time selected here will be the earliest that 3Play live auto captions can be used on this webinar.
It is best to schedule the 3Play captioning event 5 to 15 minutes before the scheduled time of the
Zoom webinar.

23. Step 3: Starting the Zoom Webinar and Copying the API Token
● After scheduling both the Zoom webinar and the 3Play Live Captioning Event, start the
webinar and click the CC Closed Caption button.
● Click “Copy the API token“.

24. Step 4: Paste the Zoom API Token for the Zoom Webinar
into the 3Play Live Event
● This webinar should appear under the Scheduled and In Progress Live Auto Captioning
Events section of the Live Auto Captioning page.
● Paste the API Token from Step 1 into the Caption Ingest URL field and click Update.

25. Step 5: Live Stream Webinar and Begin Captioning
● Once it’s time to begin the webinar, initialize the webinar in Zoom and once the client is
active, click More > Live on Custom Live Streaming Service.
● Important: You must do this at or shortly after the Live Event start time scheduled in 3Play. If
the event in 3Play is scheduled for 3:00 pm but you attempt to go live at 2:58 pm, the 3Play
live server will not be ready and the webinar will not be able to go live. Please wait until the
3Play Live captioning event start time to try again, and refer to the instructions in Step 2 of
this guide.

26. Step 6: Enter Live Stream Credentials When Prompted
● You will be prompted for a Stream URL and Stream Key, which can be found on your Live
Event Details page in your 3Play account. After going live, a web page will open up and ask
for these details, which can be found on the 3Play Live event in the 3Play account system.
For Live streaming page URL, enter 3playmedia.com or any website. This field is required by
zoom, but the value has no effect on the zoom webinar or the live captions.
● Captions should now appear within 5-10 seconds.

27. Poll #5
What do you do after your zoom
event ends?

28. Poll #6
If you caption zoom events, do you
retrieve captions after the event?

29. 3 ways to retrieve a
caption file after a
meeting or webinar
Cloud Download from
Zoom
If a meeting or webinar was recorded
in the cloud, it will record to the host’s
device
From 3Play Media’s
account system
View, download, edit, or upgrade
the live auto captions to full
transcription
Local Download from
Zoom
If a meeting or webinar was recorded
locally, it will record to the host’s device

30. Local Download from Zoom
While scheduling a meeting or webinar, navigate to meeting/webinar options and record
the meeting/webinar automatically on the local computer.
After the conclusion of the meeting or webinar, a local download will be started that will
include an .mp4 of the meeting or webinar, an .m4a of the audio, a .txt of the chat text, a
.txt of the captions, and a .vtt of the captions.

31. Cloud Download from Zoom
While scheduling a meeting or webinar, navigate to meeting/webinar options and
record the meeting/webinar automatically in the cloud.
After the conclusion of the meeting, navigate to My Account > Recordings. Navigate to
the desired recording, and click the download button.

32. Download from 3Play’s
Account System
Once the Zoom events ends, navigate to the Live Auto Captioning page in the 3Play account
system, click previous Live Auto Captioning Events, then click view file.
From there, you can view the file, edit the transcript, download, or order more services on the
transcript.

33. Tips for Live Captioning!

34. Best Practices for Live Captioning
Strong Network
Connection
Good Quality
Audio
Little to No
Background
Noise
Single Speaker
Clear Speech and
Pronunciation

35. Why should you caption
live streams?

36. ACCESSIBILITY
A11y

37. 41% of videos are incomprehensible
without sound or captions.

38. Captions improve brand recall, verbal
memory, and behavioral intent.

39. Captions also benefit students
98.6%
Of students find
captions helpful
65%
Of students use
captions to help
them focus
75%
Of students that
use captions said
they use them as
a learning aid

40. Questions about Live? Contact us!
livecaptioning@3playmedia.com
Support Documentation to Get Started:
https://support.3playmedia.com/hc/en-us/categories/360001804494-Live-Auto-Captioning
Learn More on the Website:
https://www.3playmedia.com/solutions/services/liveautocaptioning/
Zoom How-To-Guide:
https://www.3playmedia.com/solutions/how-it-works/how-to-guides/zoom-live-auto-captions/

42. Questions?
Comments?