Managing a Zoom Rooms Virtual Receptionist

A virtual receptionist could be positioned at any entrance of the office or at any service area if you wish to reduce direct contact with guests. There is an added benefit of a video experience that adds an additional layer of security for everyone involved given the physical distance between them. Before face-to-face contact occurs, it would be ideal if a member of your staff could join the call and welcome visitors.

Prerequisites for using a Virtual Receptionist

• Zoom Rooms can be edited by the account owner, the admin, or any role with editing rights

• Version 5.12.0 or greater of Zoom Rooms for Touch for Windows is required

• Version 5.12.0 or higher of Zoom Rooms for Touch for Appliances is required

• Version 5.12.0 or higher of Zoom Rooms for Touch for iPad is required

• Each Virtual Receptionist Kiosk requires a Zoom Rooms license

How to add a Virtual Receptionist Kiosk

1. Log into Zoom’s web portal by entering your username and password.

2. To zoom in on a room, click on Zoom Rooms in the navigation menu at the top of the page.

3. To add a room, click the Add Room button.

4. In the Room Type drop-down box, select Kiosk, and in the Location drop-down box, select Location. The Zoom Rooms Virtual Receptionist does not support Calendar Integration, so this option will be blank for Zoom Rooms Virtual Receptionist users.

5. After clicking Finish, you will be taken back to the list of Zoom Rooms that you have selected.

How to edit a Virtual Receptionist Kiosk

1. After clicking on Room Management, select the room that you wish to modify from the list, and then click on Edit beside it.

2. Listed below are the elements of a room that can be edited:

   • Logo

   • Greetings and welcome to the site

   • Add an action button to the page

   • Background

3. You will see the following menu options when you click Add Action for the purpose of editing an action button:

   • Use contacts from this account

     • Add Contacts
       As soon as the action button is pressed, the added users will be contacted and will be chosen from a list of the first available users when they are pressed. In this field, you can add as many as four users from your account to the list. Upon entering the username, the field will try to autocomplete as you enter the rest of the information.

   • Use Zoom Contact Center

     • Select flow
       In the drop-down menu, you will see a list of applicable Zoom Contact Center flows. Upon pressing the action button, Zoom Contact Center will call the queue associated with the selected action. A user name will be suggested when the user enters the field and an attempt will be made to autocomplete it.
       Note: In order to use this feature, you need to have Zoom Contact Center configured on your account. Check out our video guide to learn how to set up Zoom Rooms kiosks for video conference calls. There is support for this feature on
       For Windows, you can use Zoom Rooms for Touch. For Neat Appliances, you can use Zoom Rooms for Touch.
       For the iPad, Zoom Rooms for Touch is available.

   • Button Name
     You will need to enter the text that visitors will see when they visit your website. As an example: “Check in” is a good example.

   • Preview
     The button preview is displayed in this section in a dynamic manner.

4. In order to complete the changes you have made to the button, click Save.

5. The kiosk will be saved once you have finished editing it.

How to troubleshoot issues with the Virtual Receptionist Kiosk

• Font mismatching: The fonts that are used in the device may not match the typefaces used in the web interface, since some fonts have not been updated yet.

• Opacity mismatching: The device will use a default style if an updated style is not available, which has a lower opacity than the current style.

• Default Background: There might be a brief display of the default background after a call ends before the custom background appears.