Getting started with Zoom Rooms Virtual Receptionist

Any entrance to the office or any service area within or around the office can serve as a virtual receptionist to reduce direct contact. In addition to providing a safer environment, the physical distance between people is enhanced with a video experience. An employee should be able to speak with visitors over the phone before face-to-face contact takes place.

This article covers:

• How to add a Virtual Receptionist Kiosk
• How to edit a Virtual Receptionist Kiosk
• How to troubleshoot issues with the Virtual Receptionist Kiosk

Prerequisites for using a Virtual Receptionist

• Owners of accounts, administrators, or roles with edit access to Zoom Rooms
• Version 5.5.0 (2400.0131) or greater of Zoom Rooms for Windows
• Version 5.5.0 (926) or higher of Zoom Rooms for Touch for Appliances

How to add a Virtual Receptionist Kiosk

1. Zoom’s web portal can be accessed by logging in.
2. To add a room, click Room Management.
3. Under Room Type, choose Kiosk, then click Add Room. This option will be empty because Zoom Rooms Virtual Receptionist does not support Calendar Integration.
4. Click Finish to be returned to the Zoom Rooms list.

How to edit a Virtual Receptionist Kiosk

1. You can modify any room by clicking Edit next to its name in the Room Management section.
2. Below is a list of the elements that can be modified:
   • Business logo
   • Text for Welcome
   • – Welcome Subtitles
   • Action Button
   • Background (non-highlighted)
3. The following options are available when clicking on the Action Button:
   • Add Call Recipients
     When the action button is pressed, the added users will be called. They are selected from the list of those available. You can add up to four users at one time. After entering the user name, an autocomplete field will appear.
   • Button Name
     Type the text that will appear on the visitor’s screen. For instance, “Check In”.
   • Button Style
     Click the color box or enter the color code (for example, #0E72ED) to select the primary and secondary colors for the button.
   • Preview
     The button will be displayed in a graphical preview.
4. The changes can be saved by clicking Continue.
5. The kiosk can then be saved.

How to troubleshoot issues with the Virtual Receptionist Kiosk

• There may be a mismatch between fonts on the device and the website interface due to not all fonts having yet been updated.
• Default style uses a lower opacity if a style update is missing.
• Before the custom background is displayed, the default background may be displayed briefly after an end of call.