How to configure Zoom Room scheduling displays

Configuring Zoom Room scheduling displays involves integrating your Zoom Rooms with a calendar service (like Google Calendar), enabling meeting reminders, and optionally, setting up room reservations through floor maps. These displays provide a visual representation of the room’s schedule and allow users to easily join or reserve the space. This guide provides the necessary steps to configure these features through the Zoom web portal.

Prerequisites

• Zoom Rooms license
• Zoom administrator privileges
• A supported scheduling display device (e.g., iPad, Android tablet)
• Calendar resource set up for each Zoom Room (e.g., Google Calendar resource)

Setting up Zoom Rooms with Google Calendar

This section details how to link your Zoom Room to Google Calendar, enabling the display of scheduled meetings on the scheduling display.

1. Access Zoom Web Portal: Sign in to the Zoom web portal as an administrator.
2. Navigate to Room Management: In the navigation menu, click Room Management, then click Zoom Rooms.
3. Select the Zoom Room: Click the name of the Zoom Room you want to configure.
4. Configure Calendar: In the Room Profile, locate the Calendar Resource section.
5. Add Google Calendar: If no calendar is assigned, click Add Calendar. If a calendar is already assigned and you want to change it, click Edit.
6. Choose Google Calendar: Select Google Calendar as the calendar service.
7. Grant Permissions: Follow the prompts to authenticate with your Google account and grant Zoom the necessary permissions to access your calendar resources. Ensure the account you select has access to the Google Calendar resource for the room.
8. Select Calendar Resource: Choose the correct Google Calendar resource associated with the Zoom Room from the dropdown menu.
9. Save Changes: Click Save to apply the changes. The Zoom Room’s scheduling display should now show meetings scheduled in the linked Google Calendar.

Enabling Zoom Rooms Upcoming Meeting Reminder

Enable reminders to display on the Zoom Room controller and display before a scheduled meeting starts.

1. Access Zoom Web Portal: Sign in to the Zoom web portal as an administrator.
2. Navigate to Room Management: In the navigation menu, click Room Management, then click Zoom Rooms.
3. Select the Zoom Room: Click the name of the Zoom Room you want to configure.
4. Room Profile Settings: Click the Edit button under the Room Profile tab.
5. Device Settings: Scroll down to Device Settings.
6. Meeting Reminder: Locate the Meeting Reminder section.
7. Enable Reminder: Check the box labeled Show meeting start reminder.
8. Set Reminder Time: Use the dropdown menu to select how many minutes prior to the meeting the reminder should appear (e.g., 5, 10, or 15 minutes).
9. Save Changes: Click Save to save the changes. The scheduling display and Zoom Room controller will now display a reminder before each scheduled meeting.

Reserving Other Zoom Rooms with a Scheduling Display

This section outlines the process of allowing users to reserve other available Zoom Rooms from a scheduling display, which requires uploading a floor map.

1. Access Zoom Web Portal: Sign in to the Zoom web portal as an administrator.
2. Navigate to Room Management: In the navigation menu, click Room Management, then click Zoom Rooms.
3. Click Account Settings: Navigate to the Account Settings tab.
4. Upload Floor Map: Under the Scheduling Display section, find the option to Upload Floor Map. Click Upload and select a floor map image file from your computer. Ensure the floor map accurately represents the layout of your office and the location of each Zoom Room.
5. Designate Zoom Room Locations: Once the floor map is uploaded, click the Designate Rooms button.
6. Assign Rooms: Drag and drop the room icons onto the floor map to represent the physical location of each Zoom Room. Ensure accuracy in placement.
7. Associate Rooms: Associate each icon with the corresponding Zoom Room from the dropdown menu.
8. Save Floor Map: Click Save to save the changes.
9. Enable Room Reservation: Ensure that the scheduling display is configured to allow reservations. This option is usually located within the settings of the scheduling display application itself.

Now, users can view the floor map on the scheduling display and reserve available Zoom Rooms directly from the display.

Common Issues

• Scheduling display not showing meetings: Verify that the Zoom Room is correctly linked to the corresponding calendar resource. Ensure the calendar resource is properly configured within the Google Workspace admin console.
• Meeting reminders not appearing: Double-check that the “Show meeting start reminder” option is enabled in the Zoom Room settings and the reminder time is correctly set. Also verify that the scheduling display is connected to the network and properly communicating with the Zoom Room system.
• Floor map not displaying correctly: Ensure the floor map image is in a supported format (e.g., JPG, PNG) and that the image resolution is appropriate for the scheduling display. Verify that the Zoom Room locations are accurately designated on the floor map.
• Users unable to reserve rooms from the scheduling display: Verify that the scheduling display application is properly configured to allow room reservations and that the user has the necessary permissions to reserve rooms. Ensure the Zoom Rooms are properly configured in the web portal, including location information, as this data informs availability on the scheduling display.
• Scheduling display unresponsive: Check the network connection of the scheduling display device. A poor network connection can prevent the display from syncing correctly. Restart the Zoom Rooms application on the scheduling display.