Zoom Rooms Scheduling Display Follow

Overview

A new mode in the Zoom Rooms app configures a secondary tablet as a simple and convenient room management tool. Run the iPad app in Scheduling Display mode and position the tablet outside of a Conference Room to display room availability and allow a room to be be reserved.

Prerequisites

  • iPad or iPad Mini and iPad Wall Mount
  • Zoom Rooms App for iPad version 4.2.37605.0629 or higher
  • Zoom Rooms for Mac version 4.0.37666.0630 or higher
  • Zoom Rooms for PC version 4.0.44731.0823 or higher
  • Calendar integration with Google or Exchange

Instructions

Configure Zoom Rooms Scheduling Display

To configure an iPad as a Zoom Rooms Scheduling Display:

  1. Download, install, and open the Zoom Rooms app on the iPad.
    The Sign in screen displays.
  2. Sign into the app using your Zoom Rooms administrator credentials.
    The Select a Room screen displays.
  3. Tap the name of the room, then tap Next.
    Screen1_ChooseRoomName.jpg

    The dialog asks what you want to use this device for.
    Screen2_ChooseDeviceFunction.jpg

  4. Tap Scheduling Display.
    The app opens in Scheduling Display mode, with the top of the display showing the calendar for the room, and the bottom of the display showing whether the room is busy or available.
  5. Install the iPad on a wall outside of the conference room.

The Scheduling Display is configured as a device associated with the room, and you can manage it the same way you manage the room software and the controller software. Log into your  account on the Zoom website and navigate to Zoom Rooms > Rooms. Click the name of the room to verify that the iPad device with the Scheduling Display is associated with the correct room and has a status of Online.

Switch between Scheduling Display mode and Room Controller mode

You can repurpose the iPad by switching it between the modes.

To switch from Scheduling Display mode to Room Controller mode:

  1. Tap the Settings icon (near the top right of the display) and then tap Lock Settings.
  2. Enter the passcode for the device.
  3. Tap the room name on the Settings panel, then tap Switch to Controller.
  4. Tap OK to confirm the switch.

To switch from Room Controller mode to Scheduling Display mode:

  1. Tap the Settings icon (at the bottom left of the display) and then tap Lock Settings.
  2. Enter the passcode for the device.
  3. Tap Switch to Scheduling Display.
  4. Tap OK to confirm the switch. 

Schedule a Meeting from the Zoom Rooms Scheduling Display

An iPad that is installed outside of a conference room and set for Scheduling Display mode shows the meetings that are scheduled for the room. If the room currently has a meeting on its calendar, the bottom of the screen shows that it is Busy.
Screen3_RoomIsBusy.jpg

If no meetings are currently scheduled, the room shows as Available.
Screen4_RoomIsAvailable.jpg

To reserve a Zoom Room from the Scheduling Display:

  1. Tap the Reserve button on the screen, regardless of whether it is Busy or Available.
    This opens a calendar that displays the times that the room can be reserved.
    Screen5_ReserveTheRoom.jpg

  2. Tap the pencil icon next to New Meeting to open a keyboard where you can edit the meeting title.
  3. Press the screen between the two blue lines, and then drag both lines up or down.
    Position the lines so that the top blue line to indicate the meeting start time.
  4. Press the blue dot to the right of the bottom blue line to control the length of the meeting. Position the bottom blue line to indicate the meeting end time.
  5. Tap Reserve.
    The meeting is added to the Scheduling Display, the room controller, and the online calendar associated with the room.

Remove a meeting from the Scheduling Display

Meetings that appear on the Scheduling Display can be also be removed using that Scheduling Display. To remove a meeting that was added from the Scheduling Display:

  1. Tap the meeting topic on the Scheduling Display.
    • If the meeting was scheduled using the calendar, a popup dialog provides only  the Close option. 
      Screen6_DialogFromCalendarMeeting.jpg

    • If the meeting was scheduled from the Scheduling Display, the popup dialog displays both the Close option and the Delete option.
      Screen7_DialogFromSchedulingDisplayMeeting.jpg
  2. Tap Delete.
    The meeting is removed from the calendar in the Scheduling Display, the Controller, and the calendar associated with the room.

Control the Scheduling Display from the Zoom Web Portal

To display the Scheduling Display in the Zoom Web Portal:

  1. Sign into your Zoom account as a Zoom Rooms administrator and click the Zoom Rooms tab.
  2. Click the name of the room, and then click the Devices tab.
    Screen8_DisplayInWebPortal.jpg

    The Scheduling Display is included in the list of devices associated with the room. You can see the app version of the Scheduling Display, as well as the iPad version.

 

 

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