How to manage Zoom Rooms digital signage

Zoom Rooms digital signage allows you to display images, videos, and URLs on Zoom Room displays when the room is not in a meeting. To manage digital signage, you need to access the Zoom web portal, upload your content, create playlists, and then assign those playlists to specific Zoom Rooms. This guide walks you through each of these steps to effectively manage your Zoom Rooms digital signage.

Prerequisites

• Zoom Rooms License: You must have a Zoom Rooms license for each room where you intend to use digital signage.
• Admin Access: You need administrator privileges within your Zoom account to manage Zoom Rooms and their settings.
• Supported Content: Ensure your images are in JPG/JPEG or PNG format, videos are in MP4 format, and URLs are valid and accessible. Recommended resolutions are 1920x1080 or higher for optimal display quality.
• Zoom Rooms Application: The Zoom Rooms application must be installed and properly configured on the devices associated with your Zoom Rooms. The Zoom Rooms application version should be at least 4.0.
• Network Connectivity: Your Zoom Rooms devices require a stable internet connection to download and display the digital signage content.

Upload Digital Signage Content

1. Sign in to the Zoom web portal as an administrator with Zoom Rooms privileges.
2. In the navigation menu, click Room Management, then Zoom Rooms.
3. Click Account Settings or the specific Zoom Room location (e.g., a specific room, building, or floor) where you want to manage the signage.
4. Navigate to the Digital Signage tab.
5. Click Add Content.
6. Click Choose Files to upload your images, videos, or add a URL. You can upload multiple files at once.
7. Provide a Name for each uploaded file.
8. Optionally, add a Description for the content.
9. Click Save to upload and save the content. Ensure all files meet the size and format requirements displayed on the screen.

Create a Digital Signage Playlist

1. In the Zoom web portal, navigate to Room Management > Zoom Rooms.
2. Click Account Settings or the specific Zoom Room location.
3. Go to the Digital Signage tab.
4. Click Add Playlist.
5. Enter a Playlist Name.
6. Click the + Add Content button to add content to the playlist. A window will appear showing the content you uploaded.
7. Select the content you want to include in the playlist. You can select multiple items.
8. Click Add to add the selected content to the playlist.
9. Adjust the Display Duration (in seconds) for each piece of content.
10. Drag and drop content to change the order in which it will display.
11. Click Save to save the playlist.

Assign the Playlist to a Zoom Room

1. In the Zoom web portal, navigate to Room Management > Zoom Rooms.
2. Locate the specific Zoom Room you want to configure. You can filter by location or room name.
3. Click on the room name to access its settings.
4. Go to the Digital Signage tab.
5. In the Assigned Playlists section, click the dropdown menu.
6. Select the playlist you created from the dropdown list.
7. Click Save. The digital signage playlist will now be displayed on the Zoom Room’s display when the room is not in a meeting.
8. You can assign different playlists to different rooms or locations as needed.

Manage Content and Playlists

1. To edit existing content, in the Zoom web portal, navigate to Room Management > Zoom Rooms.
2. Click Account Settings or the specific Zoom Room location.
3. Go to the Digital Signage tab.
4. In the Content section, find the content you want to edit.
5. Click the Edit button (pencil icon) to modify the name or description, or to replace the content file.
6. Click the Delete button (trash can icon) to remove the content entirely. Removing content from the Content library will remove it from any playlists where it is used.
7. To edit an existing playlist, in the Playlists section, find the playlist you want to edit.
8. Click the Edit button (pencil icon) to modify the playlist content, order, or display duration.
9. Click the Delete button (trash can icon) to remove the playlist. Deleting a playlist will not delete the content within it.

Common Issues

• Digital Signage Not Displaying:

  • Verify that the Zoom Room device is properly connected to the network and internet.
  • Ensure the Zoom Rooms application is running and up-to-date.
  • Double-check that a playlist has been assigned to the specific Zoom Room.
  • Confirm the Zoom Room is in idle mode (not in a meeting).

• Content Not Playing:

  • Verify that the content file formats are supported (JPG/JPEG, PNG, MP4).
  • Ensure the content files are not corrupted. Try re-uploading the content.
  • Check the file sizes to ensure they are within the allowed limits.
  • Confirm the display duration is set to a reasonable value (not zero).

• Incorrect Content Displayed:

  • Double-check the assigned playlist for the room and ensure it contains the desired content.
  • Verify the content order in the playlist is correct.
  • Clear the Zoom Room’s cache and restart the Zoom Rooms application.

• Connectivity Issues:

  • If you’re using URLs, ensure they are valid and the Zoom Room device can access them. Try accessing the URL from a web browser on the same network as the Zoom Room device.
  • Check your firewall settings to ensure they are not blocking access to the digital signage content.

• Image Quality Issues:

  • Use high-resolution images (1920x1080 or higher) for optimal display quality.
  • Ensure that the images are properly optimized for web display to avoid large file sizes.