Using Workspace Reservation for Zoom Phone Appliance

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Account owners and admins can use Workspace Reservation for Zoom Phone Appliance (ZPA). Workspace Reservation has easy integration with Zoom Phone. 

This article covers:

Prerequisites for using Workspace Reservation for Zoom Phone Appliance as an admin

How to use Workspace Reservation for Zoom Phone Appliance as an admin

For the initial setup of Zoom Phone Appliance, follow these instructions.

Notes:

  • Zoom Phone appliances will need to be enabled as a Shared Offices/Common Area device to allow for hotdesking.
  • Request from your Zoom Phone account representative to enable Shared Offices. This must be enabled before proceeding. If not, you will not be able to access the necessary configuration settings.
  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings for both Zoom Room and Zoom Phone.
  2. In the navigation menu, click Phone System Management then Users & Rooms.

You can now choose to either enable shared offices or convert to a new common area.

Enable shared offices

Note: Your Zoom Phone account representative will need to enable Shared Offices; this must be enabled before proceeding. If not enabled, you will not be able to access the necessary configuration settings. If Shared Offices is not enabled for your account, this tab is not displayed in the web portal.

  1. Click Users & Rooms, then click the Shared Offices tab.
    Note: If you signed up for a new Zoom account after May 21, 2022; or the New Common Area Experience is enabled on your account, Shared Offices have migrated to the new Common Area tab on the Users & Rooms page.
  2. Click the name of the desired shared office or add a new shared office.
  3. Click the Settings tab for the shared office.
    Make note of the shared office as it will be easier to locate in the next step.
  4. By Zoom Phone Appliance, click Assign to assign the Zoom Phone Appliance to the shared office.
    You will be directed to the Device List dashboard to select the desired Zoom Phone Appliance.
  5. To the right of your selected Zoom Phone Appliance, click Edit and assign it to your shared office.
  6. In the navigation menu, click Phone System Management then Users & Rooms.
  7. Click the Shared Offices tab.
    Note: If you signed up for a new Zoom account after May 21, 2022; or the New Common Area Experience is enabled on your account, Shared Offices have migrated to the new Common Area tab on the Users & Rooms page.
  8. Click the name of your shared office, then click the Settings tab.
  9. By Zoom Phone Appliance, click the Hot Desk toggle to enable or disable it.
  10. If a verification dialog appears, click Enable or Disable to verify it.
  11. Select a calendar service to connect a calendar resource to the Zoom Phone Appliance.
    With Hot Desk enabled, this allows your users to view the desk on your map for reservation.
  12. Select the location for the workspace floor.
  13. Click Assign Location to assign the Zoom Phone Appliance to a workspace floor location.
    Note: Only a floor may be selected. Once configured, the Zoom Phone Appliance can be added to the floor map.

For more information, please visit our support article on how to configure Workspace Reservation floor maps.

Convert to a new common area

  1. In the Zoom Phone Appliance Section, Click Users & Rooms, then click the Common Areas tab.
    Notes:
    • If you signed up for a new Zoom account after May 21, 2022; or the New Common Area Experience is enabled on your account, common area phones have migrated to the new Common Areas tab on the Users & Rooms page.
    • If the Common Areas tab is not displayed in your account, please refer to Enable shared offices.
  2. Click the name of the desired common area or add a new common area.
  3. Click the Settings tab for the common area.
    Make note of the common area as it will be easier to locate in the next step.
  4. By Zoom Phone Appliance, click Assign to assign the Zoom Phone Appliance to the common area.
    You will be directed to the Device List dashboard to select the desired Zoom Phone Appliance.
  5. To the right of your selected Zoom Phone Appliance, click Edit and assign it to your Common Area.
  6. In the navigation menu, click Phone System Management then Users & Rooms.
  7. Click the Common Areas tab.
  8. Click the name of your common area, then click the Settings tab.
  9. By Zoom Phone Appliance, click the Hot Desk toggle to enable or disable it.
  10. Select a calendar service to connect a calendar resource to the Zoom Phone Appliance.
    With Hot Desk enabled, this allows your users to view the desk on your map for reservation.
  11. Select or search for the location for the workspace floor.
  12. Click Assign Location to assign the Zoom Phone Appliance to a workspace floor location.
    Note: Only a floor may be selected. Once configured, the Zoom Phone Appliance can now be added to the floor map.

For more information, please visit our support article on how to configure Workspace Reservation floor maps.

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