Getting started with Zoom Rooms
In short, Zoom Rooms are software-based systems that add video conferencing, wireless screen sharing, and audio conferencing solutions into one seamless experience. Using Zoom Rooms, you can hold a meeting for a room-only audience, or you can have remote participants joining from another room, from their desktops, or from their mobile devices.
In order to use Zoom Rooms, you will need, at a minimum, a Mac or Windows computer running the Zoom Rooms software, along with an iPad, Android or Windows 10 tablet that is running the Zoom Rooms app. An additional piece of equipment that may be needed can consist of television displays, speakers, cameras, microphones, as well as an iPad that runs the Zoom Rooms Scheduling Display. Zoom Device Management provides the ability to manage any device remotely via the Zoom web portal if enrolled in Zoom Device Management.
This article covers:
- Licensing
- How to prepare for your Zoom Room setup
- How to set up Zoom Rooms
- Set up your hardware in the conference room
- Set up your operating system (OS)
- Set up your Zoom Rooms software
- How to use the Zoom Rooms controller
- Additional resources
Prerequisites for setting up Zoom Rooms
- Licensed to use Zoom Rooms
- Through their web portal, including the ability to access Zoom Rooms whenever they wish
Licensing
A Zoom Room license or a free 30-day trial of Zoom Rooms are required to deploy a full Zoom Room on your account. If you would like to purchase a Zoom Rooms license, contact sales or Zoom Rooms.
It is possible to deploy a test Zoom Room setup that will allow you to participate in test meetings with limited functionality without purchasing a Zoom Room license.
How to prepare for your Zoom Room setup
- Plan the best table layout for your room based on your needs:
- Examples by Inventant, Haworth, Paul Downs, Salamander, and UrbenTech are available
- To help you decide if Zoom Device Management is right for you.
- Purchase hardware that meets the system requirements.
- Configure your network to meet Zoom Device Management’s requirements:
- Use iPad ethernet adapter if wireless subnet cannot reach wired subnet.
- If necessary, configure your desktop firewall to allow Airplay.
- The Zoom Rooms portal allows you to add or identify users who can manage Zoom Rooms. The Zoom Rooms privilege must be assigned to these users.
- Using the Zoom Rooms Controller or the Web Portal, add a Zoom Room. The Zoom Room setup can also be tested remotely using the web-based controller.
- To integrate with the Zoom Rooms system, you will need:
- Calendar from Google, Office 365, Exchange 2016/13, Exchange 2010 and Exchange 2007.
- Provide a secured folder with the login information for the Room Account.
- Verify that the room is ready for furniture, power, and communications cabling.
How to set up Zoom Rooms
Set up your hardware in the conference room
- Put the TV, the camera, and the computer/mac on the wall.
- Construct a cable TV network, audio component system, and connect the computer/mac to the network.
- Start the computer/mac and the controlling device.
- If necessary, update the firmware of the television, camera, and audio components.
Set up your operating system (OS)
- The kiosk mode can be configured on Windows and macOS.
- Set up your controller’s kiosk mode.
Set up your Zoom Rooms software
- Zoom Rooms for Conference Room can be downloaded and installed on your Mac or PC.
- You can download Zoom Room controllers for iOS, Android, or Windows controllers.
- The pairing code is used for quick setup on Mac OS, while the activation code is used for complete setup. To complete setup on Windows, sign in.
- You need to choose the default volume of Speaker, Microphone, Video, and Camera.
- Use your dashboard to set up alerts and monitor them.
How to use the Zoom Rooms controller
You can use the buttons on the controller’s left-hand panel after setup. Not every feature is available on every platform.
Note:
Room controllers for iOS or Android are covered by these instructions.
Home:
Scheduled meetings can be started as hosts, instant meetings can be started using the meeting ID or personal link name, H.323/SIP devices can be called, or screen sharing instructions are displayed on screen.
Phone:
Using Zoom Phone, call a number. A Zoom Phone license must be assigned to a room in order for this feature to work.
Contacts:
Contacts can be viewed and a meeting can be started immediately.
- In the room controller, the only contact information that is shown is internal (users and rooms).
- The Zoom contacts directory is by default set to contain contacts from your organization that are either registered to the same account, or whose email address is registered to the same domain as yours. This can be changed in the contact management screen.
- In order to prevent a user from appearing in the room’s contact list, you should first create a restricted or private IM group, and then add all contacts except those you do not want to appear in the Zoom Room.
You can change audio/video device settings in the room.
Additional resources
- Get professional help from Zoom Rooms.
- Find out more about Zoom Rooms.
The paid licenses you already have may still be used to set up additional Zoom Rooms if you have already setup Zoom Rooms prior to November 1, 2015.