Getting started with Zoom Rooms

Zoom Rooms is a software-based room system that provides an integrated experience for audio conferencing, wireless screen sharing, and video conferencing. Zoom Rooms can be used for room-only attendees, or remote attendees joining from another room, from their desktop, or from their mobile device.

Each room requires, at minimum, a macOS or Windows computer that runs the Zoom Rooms software, and an iPad, Android, or Windows 10 tablet that runs the Zoom Rooms app. Additional equipment can include TV displays, speakers, cameras, microphones, and an iPad that runs the Zoom Rooms Scheduling Display. Devices can be enrolled in Zoom Device Management to provide additional remote management from the Zoom web portal. 

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

• Zoom Rooms license
• Role with access to Zoom Rooms on the web portal

Licensing

To deploy a full Zoom Room, your account must include Zoom Room licenses or a free 30-day trial of Zoom Rooms. You can purchase Zoom Rooms licenses at Zoom Rooms or by Contacting Sales.

For testing purposes, you can deploy a test Zoom Room setup that will allow you to start a test meeting or join a meeting, with limited functionality and without the need to purchase Zoom Rooms licenses.

How to prepare for your Zoom Room setup

1. Design your room with the table layout that best fits your needs:
   • See samples from Innovant, Haworth, Paul Downs, Salamander or UrbenTech
2. Consider if Zoom Device Management is right for your organization. 
3. Acquire hardware with the necessary system requirements. 
4. Prepare your Wired, Wireless network and configure firewall:
   • Ensure Wireless subnet can reach Wired subnet; if not, use iPad ethernet adapter.
   • Configure your desktop firewall for Airplay, if necessary.
5. Add or identify users on the Zoom Rooms portal who can manage Zoom Rooms. These users must have the Zoom Rooms privilege.
6. Add a Zoom Rooms from the Web Portal or the Zoom Rooms Controller. You can also remotely test your Zoom Room setup using the web-based controller.
7. Add your Google or Microsoft calendar system for integration with Zoom Rooms:
   • Google Calendar, Office 365, Exchange 2016/13, Exchange 2010 and Exchange 2007.
8. Prepare a Room Account card with login information in a secured folder.
9. Check room readiness for furniture, power, network, and conduit cabling.

How to set up Zoom Rooms

Set up your hardware in the conference room

• Mount the TV, camera, PC/Mac.
• Connect the cable TV, camera, audio components, and network.
• Turn on the PC/Mac and controller, connect to the network.
• Upgrade the TV, camera, and audio components firmware (if required).

Set up your operating system (OS)

1. Configure your Windows or macOS for kiosk mode.
2. Configure your controller's kiosk mode.

Set up your Zoom Rooms software

• Download Zoom Rooms for Conference Room and install on your macOS or Windows computer.
• Download Controllers for Zoom Rooms and install on your iOS Controller and Scheduling Display, or Android Controller, or Windows Controller.
• For Zoom Rooms, use Pairing Code for quick setup, and an Activation Code to complete setup.
• Choose the default Camera, Microphone, Speaker, and Volume levels. 
• Setup alerts and monitor in your dashboard.

How to use the Zoom Rooms controller

After setup, use the buttons on the left-side panel of the controller user interface. Some features may not be available on all platforms.

Home:  Start scheduled meetings as the host, start an instant meeting, join a meeting using the meeting ID or personal link name, call a H.323/SIP device, or display on-screen instructions to start screen sharing.

Phone: Call a phone number using Zoom Phone. To use this feature, you must assign a Zoom Phone license to the room.

Contacts: View contacts and start an instant meeting.

• Only internal contacts (users and rooms) are shown in the room controller. 
• By default, your Zoom contacts directory contains internal users in the same organization, who are either on the same account or who's email address uses the same domain as yours. You can manage contacts to change this.
• You can restrict a user from appearing in the room's contacts list by creating a restricted or private IM group, and adding all contacts except for the Zoom Room you do not wish to appear.

Settings: View settings for the room, such as changing audio/video devices.

Additional resources

• Consult with Zoom Rooms Professional Services.
• Learn about additional Zoom Rooms features. 

*For those that have configured Zoom Rooms prior to November 1, 2015, you can still apply your paid licenses to configure additional rooms.