Zoom Rooms Scheduling Display Follow

Overview

The Zoom Rooms app can use a second tablet as a simple and convenient room management tool to view upcoming meetings and schedule new meetings. Run the Zoom Rooms Controller 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. The Scheduling Display will show all upcoming meetings for that day. You can also allow reserve the room and cancel their reservation. 

Unlimited scheduling display rooms are included in the purchase of one or more Zoom Rooms licenses. 

Scheduling displays can utilize the same calendar integrations as regular Zoom Rooms: Google Calendar, Office 365, or Microsoft Exchange. They can also use check in to manage room utilization and release a room from the calendar if no one starts or checks in to the room. Learn more about check in.

Learn more about recommended hardware and mounting options for Scheduling Display rooms.

This article covers: 

Prerequisites

Note: The Scheduling Display on iOS and Android supports landscape and portrait mode by turning the tablet to activate the desired mode.

Configure Zoom Rooms Scheduling Display

To configure the controller as a Zoom Rooms Scheduling Display:

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


    The dialog asks what you want to use this device for.
  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 controller 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. Sign in to the Zoom web portal and navigate to Room Management > Zoom Rooms. Click the name of the room to verify that the tablet 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 tablet 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

The tablet 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.

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

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

Add a Scheduling Display Only Room

If you have at least one Zoom Room, you can add a Scheduling Display Only Room, which does not require a Zoom Rooms license. Scheduling Display Only Rooms are a solution for scheduling rooms at your location which are only used for in-person meetings and do not need the full Zoom Room functionality. This room will not be able to host or join Zoom meetings. When integrated with a calendar, users can book this room from your calendaring system or reserve it from the controller for same-day meetings.

These rooms only require a tablet to display upcoming meetings or reserve the room. They do not use a computer or screen.

  1. Sign in to your Zoom and navigate to Zoom Rooms.
  2. Click Add Room.
  3. Enter the Room Name.
  4. Select a Calendar Service and Calendar Resource for the room.
    Note: While this is optional for other rooms, it is required for utilizing Scheduling Display Rooms.
  5. From the Room Type menu, select Scheduling Display Only.
  6. Click Finish or Save & Add Another.

Customizing the Scheduling Display from the Web Portal

Scheduling Display Device and App Info

You can display the scheduling display app version and device, or delete the scheduling display associated with the room if you want to use a different device.

  1. Sign in to 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.

    The scheduling display is included in the list of devices associated with the room.
  3. If you want to remove a scheduling display, hover over the scheduling display then click Remove in the last column.

Instant Room Reservation

By default, users can instantly reserve the room using the scheduling display. Follow these steps to enable or disable instant room reservation:

  1. Sign in to your Zoom account as a Zoom Rooms administrator and click the Zoom Rooms tab.
  2. Click Edit next to the room you want to enable or disable instant reservations for.
  3. Click the Schedule Display tab.
  4. Click the Instant Room Reservation toggle to enable or disable it.

Background Image

The background image is used for the scheduling display's home screen that shows the upcoming scheduled meetings and the room status. You can set the background image to be the same as the Zoom Rooms background image. Alternatively, you can set a background image specific to the scheduling display.

The background image should meet the following guidelines:

  • File format: GIF, JPG/JPEG or 24-bit PNG (no alpha)
  • Suggested dimensions: Minimum 1920px by 1080px (16:9 aspect ratio). If you use an image that doesn't have an aspect ratio of 16:9, the scheduling display will zoom in on the image to fill the scheduling display's screen.
    Note: If you are using the scheduling display in portrait mode, we recommend using an image that is 1080px by 1920px (9:16 aspect ratio). If you use an image with an aspect ratio of 16:9, the scheduling display will zoom in on the image to fill the scheduling display's screen.
  • Avoid using very light-colored background images since the scheduling display overlays white text to show the date, time, room name, and upcoming meetings.
  1. Sign in to your Zoom account as a Zoom Rooms administrator and click the Zoom Rooms tab.
  2. Click Edit next to the room.
  3. Click the Schedule Display tab.
  4. In the Background Image sections, use the Zoom Rooms background image or upload a new image:
    • Zoom Rooms background image: Select Set to the same image as the Zoom Rooms background then click Save. You will see a preview of the image.
    • New image: Click Upload New Image and select an image that meets the requirements above. You will see a preview of the image.

LED Enclosure Integration

If you're using a supported LED enclosure, you can have the LED change color to indicate the status of the room.

  1. Sign in to your Zoom account as a Zoom Rooms administrator and click the Zoom Rooms tab.
  2. Click Edit next to the room.
  3. Click the Schedule Display tab.
  4. Click the LED Enclosure Integration toggle to enable or disable it.
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