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Scheduling meetings in Zoom Rooms with Google Follow

Overview

You can schedule a Zoom Room from your Google Calendar. Booking the room adds a link to the Zoom Room controller to start the meeting. This also shows the room as busy for other users, and they are not able to book the room for that time.

This article covers:

Prerequisites

Scheduling a meeting

If this is your first time scheduling, download the Zoom Chrome Extension Plugin or Zoom Firefox Add-on.

To schedule a meeting on Google Calendar:

  1. Open Google Calendar and create a new event.
  2. Click More Options.
  3. Enter your meeting settings.
  4. Click the Make it a Zoom meeting button. 
  5. On the right side, click Rooms
  6. Search for and click the room you'd like to schedule.
  7. It will now show up in the guest list.
  8. (Optional) Hide the meeting topic from being displayed on the Zoom Room controller. It will display your meeting as User's Zoom Meeting.
    To hide the meeting topic, click the Default Visibility dropdown arrow down-arrow-button.png and select Private.
  9. Click Save to schedule the meeting.

Starting a meeting in the Zoom Room

When you schedule a meeting with a Zoom Room on your account, you can start the meeting in the Zoom Room without needing to join as the host from another device. 

  1. Find the meeting in your meetings list.
  2. Tap Start.
    Note: If the meeting was marked as private, the controller will replace the meeting topic with User's Zoom Meeting.

Booking a room without a meeting

You can reserve the meeting space from Google Calendar even if you are not hosting a Zoom meeting.

To reserve a room without a meeting:

  1. Open Google Calendar and create a new event.
  2. Click More Options.
  3. Enter your meeting settings.
  4. On the right side, click Rooms
  5. Search for and click the room you'd like to schedule.
    It will now show up in the guest list.
  6. (Optional) Hide the meeting topic from being displayed on the Zoom Room controller. It will display your meeting as User's Zoom Meeting.
    To hide the meeting topic, click the Default Visibility drop down and choose Private.
  7. Click Save to schedule the meeting.

The meeting will appear on the controller without the Start button. You can edit the event and click Make it a Zoom Meeting later or add the meeting join link to the event description, and the Start button will be added on the controller.