How do I set up a Zoom Room?

Zoom Room 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. 

Table of Contents

• Prerequisites
• Licensing
• How to prepare for your Zoom Room setup
• How to set up Zoom Rooms
• How to use the Zoom Rooms controller

Prerequisites for setting up Zoom Rooms

• Zoom Rooms license
• Role with access to Zoom Rooms on the web portal (Configured by TS after a license purchase)

Licensing

Please purchase a Zoom Room license through Webstore.

NOTE:  Can take up to 5 business days.

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 UrbenTec
2. Acquire hardware with the necessary system requirements. 
3. Prepare your Wired, Wireless network and configure firewall. Please contact Networks for firewall configuration changes
4. Add your Google or Microsoft calendar system for integration with Zoom Rooms:  Use the following  form to request calendar integration.
5. 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.
3. Ensure the software firewall on your machine has the appropriate ports open.
4. Configure your desktop firewall for Airplay, if necessary.

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 for macOS, use Pairing Code for quick setup, and Activation Code to complete setup. For Zoom Rooms for Windows, sign in 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.

Note: These instructions apply to rooms with iOS or Android room controllers. 

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.

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