How to set up a Zoom Room

Setting up a Zoom Room involves creating a Zoom Room account, configuring the hardware (camera, microphone, display), and setting up the software on a dedicated computer. The process also includes configuring the Zoom Room settings within the Zoom web portal. This guide will walk you through the detailed steps to successfully deploy a Zoom Room.

Prerequisites

• Zoom Account: You need a Zoom account with Zoom Rooms licenses. Contact your Zoom account executive or visit the Zoom website to obtain the necessary licenses.
• Zoom Rooms License: Ensure you have an available Zoom Rooms license for the room you’re setting up.
• Zoom Rooms Software: Download and install the Zoom Rooms software on a dedicated computer that will be used for the Zoom Room. You can download the software from the Zoom website.
• Hardware: Obtain the necessary hardware components, including a computer, display(s), camera, microphone, and speaker system. Make sure the hardware meets Zoom’s recommended specifications. A Zoom Certified Appliance (listed below) is an excellent alternative that combines the computer, microphone, speaker, and camera into a single unit for easier management.
• Network Connectivity: Ensure the Zoom Room computer has a stable and reliable internet connection.
• Admin Access: You must have administrator privileges in your Zoom account to create and configure Zoom Rooms.
• Room Information: Gather relevant information about the room, such as its name, location, and intended use. This will help you organize and manage your Zoom Rooms effectively.

Download and Install Zoom Rooms Software

1. Go to the Zoom website and navigate to the Downloads section.
2. Download the Zoom Rooms software for your operating system (Windows or macOS).
3. Run the installer and follow the on-screen instructions to install the software on the dedicated computer.

Create a Zoom Room in the Zoom Web Portal

1. Sign in to the Zoom web portal as an administrator.
2. Navigate to Room Management > Zoom Rooms.
3. Click Add Room.
4. Enter a Room Name and select the Location.
5. Choose the Calendar Integration option (Google Calendar, Exchange, or Office 365) if applicable.
6. Click Finish. This creates the Zoom Room account.

Configure the Zoom Room Hardware

1. Connect the camera, microphone, and speaker system to the Zoom Room computer.
2. Connect the display(s) to the Zoom Room computer. Ensure that the displays are configured correctly (extended or duplicate) within the operating system’s display settings, depending on your desired setup.
3. Power on all hardware components.
4. Consider these hardware options
   • Poly G7500
   • Poly Studio X70
   • Neat Bar Pro
   • Logitech Rally Plus Appliance

Start the Zoom Rooms Application and Sign In

1. Launch the Zoom Rooms application on the dedicated computer.
2. The application prompts you to enter an activation code or sign in.
3. If you have the activation code, enter it. This code links the Zoom Room hardware to the Zoom Room account you created in the web portal. This code can be found in the Zoom web portal under Room Management > Zoom Rooms, selecting the newly created room, and finding the activation code.
4. If you do not have the activation code available, select “Sign In”. You will need to sign in with an account that has Zoom Rooms administrator rights.

Configure Zoom Room Settings in the Web Portal

1. Return to the Zoom web portal and navigate to Room Management > Zoom Rooms.
2. Select the Zoom Room you configured.
3. Configure the following settings as needed:
   • General: Room Name, Location, Time Zone, Calendar Resource.
   • Devices: Choose the default camera, microphone, and speaker. Adjust the volume levels and test the devices.
   • Meeting Settings: Configure meeting options such as automatically starting meetings, muting participants upon entry, and enabling recording.
   • Alerts: Set up alerts for room issues, such as hardware disconnections or software updates.
   • Scheduling Display: Enable the scheduling display feature if you want to show the room’s availability and upcoming meetings on a separate display outside the room.
   • Digital Signage: Configure digital signage to display custom content when the room is not in use.
   • Audio Profile: Create and apply custom audio profiles for different room configurations.
   • SIP/H.323 Interoperability:
     • If you have existing SIP/H.323 room systems such as Cisco, Polycom or Lifesize, you can do one of the following:
       • Subscribe to Zoom Conference Room Connector or Hybrid Conference Room Connector, and use the existing SIP/H.323 system.
       • Upgrade to the new Zoom Rooms specifications.

Test the Zoom Room

1. Start a test meeting from the Zoom Room controller.
2. Verify that the camera, microphone, and speaker are working correctly.
3. Check the video and audio quality.
4. Test content sharing to ensure that you can share your screen or other content.
5. Invite other participants to join the test meeting to simulate a real meeting scenario.

Customize the Zoom Room Experience (Optional)

1. Customize the Zoom Room background and branding.
2. Set up custom meeting layouts.
3. Integrate with third-party applications and services.
4. Configure room controls for lighting, shades, and other environmental settings.
5. Consider setting up a Zoom Room for Touch using an iPad as the controller or for shared spaces.

Common Issues

• No Audio or Video: Verify that the correct camera, microphone, and speaker are selected in the Zoom Room settings. Also, ensure that the hardware is properly connected and powered on.
• Poor Audio Quality: Adjust the microphone levels and speaker volume. Ensure that there are no obstructions blocking the microphone or speaker. Try using a different microphone or speaker if the problem persists.
• Zoom Room Displays Incorrectly: Ensure the display is connected correctly. Try power cycling the Zoom Room computer and/or the display. Make sure your graphics drivers are up to date.
• Cannot Join Meetings: Verify that the Zoom Room is properly licensed and activated. Check the calendar integration settings to ensure that the room can access meeting invitations.
• Scheduling Display Not Working: Ensure that the scheduling display device is properly connected to the network and configured with the correct calendar resource.