iDesign Helpdesk

TABLE OF CONTENTS

• Overview
• Licensing
• Preparing for Your Setup
• Setting up Zoom Rooms
• Using the Zoom Rooms Controller
• Additional Resources

Overview

• Zoom Rooms provide 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.

Licensing

• To deploy a full Zoom Room, your account must include Zoom Rooms licenses or a free 30 day trial of Zoom Rooms. 
  • You can purchase Zoom Room licenses by contacting sales.
• For testing purposes, you can deploy a “Test Zoom Rooms setup” that allows you to start a test meeting or join a meeting with limited functionality without purchasing Zoom Rooms licenses.
  • First, install the Zoom Rooms for Conference Room application on the computer and the Zoom Rooms app on the controller device.
  • Open Zoom Rooms on the computer.
  • Open the Zoom Rooms app on the controller.
  • The computer will display a pairing code. 
  • You need to enter this pairing code on the controller.
  • You should now be able to try Zoom Rooms.

Preparing for Your Setup

• To set up Zoom Rooms, you need to first design your room with the right table layout.
  • See samples from Haworth, Paul Downs, and Salamander.
• Acquire the hardware with the necessary system requirements described in the Overview section.
  • For more specifics see system requirements. 
• Prepare your Wired, Wireless network and configure a firewall.
  • If your Zoom Rooms iPad controller and Zoom Rooms are on the same WiFi network but are unable to connect with each other after you log in check the following settings on your WiFi router or firewall. (Figure 1)

Figure 1

• If your Zoom Rooms iPad controller reports that it is unable to connect to the 127.0.0.1 address on Zoom Rooms check your proxy settings by first entering the correct proxy settings on the Zoom Rooms PC/ Mac.
  • Configure the proxy server to bypass the Zoom Rooms PC/Mac, check for another firewall, web filter, and proxy server on the desktop, or network.
• If your Cisco/Meraki WiFi router does not permit "hairpinning" to allow the Zoom Rooms iPad controller to access Zoom Rooms, please see Meraki documentation to disable Client Isolation. 
• You need to ensure Wireless subnet can reach Wired subnet; if not, use iPad ethernet adapter.
• You may need to configure your desktop firewall for Airplay using the codes in Figure 2.

Figure 2

• On your Windows desktop firewall, please also ensure the following application is allowed access. (Figure 3) 

Figure 3

• Add or identify users on the Zoom Rooms portal who can manage Zoom Rooms. 

• These users must have the Zoom Rooms privilege.

• You need to add a “Zoom Rooms” from the Web Portal or the Zoom Rooms Controller.
• Add your Google or Microsoft calendar system for integration with Zoom Rooms.
  • The calendar systems you may choose from include: Google Calendar, Office 365, Exchange 2016/13, Exchange 2010, and Exchange 2007
• You will need a Room Account card with login information in a secured folder.
• You will want to check the physical room to ensure you have furniture, power network, and conduit cabling.

Setting up Zoom Rooms

• You can now set up your hardware in the conference room.
  • You will need a mounted TV, camera, and PC/Mac.
  • You will also require Cable TV, camera, audio components, and network
• Turn on your PC/Mac and controller, and then connect to the network.
  • You may need to upgrade TV, camera, and audio components firmware.
• To set up your system (OS) first configure your PC or Mac for kiosk mode.
• Next, configure your Controller kiosk mode.
• Then, set up your Zoom Rooms software by downloading “Zoom Rooms for Conference Room” and install on your Mac/PC.
• Then, you should download “Controllers for Zoom Rooms” and install it on your iOS Controller and Scheduling Display, or Android Controller, or Windows Controller.
• You can use Zoom Rooms for Mac by clicking “Pairing Code” for quick setup, and “Activation Code” to complete the setup. (Figure 4)

Figure 4

• You can use Zoom Rooms for PC by signing in to complete the setup. (Figure 5)

Figure 5

• You will choose the default Camera, Microphone, Speaker, and Volume levels. 
• Then, verify and finalize your setup.
• You can now test and complete the verification checklist.

Using the Zoom Rooms Controller

• After you are set up, use the buttons in the left-side panel of the controller UI. 
  • Some features may not be available on all platforms.
• Meet Now will allow you to view contacts, start an instant meeting, or call a H.323/SIP device.
  • 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.
  • These individuals are either on the same account or have email addresses that are on 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 adding a restricted or private IM group and adding everyone except for the Zoom Room.
• The Meeting List is where you can start scheduled meetings as the host.
• Click “Join” to join a meeting using the meeting ID or personal link name.
• Presentation provides on-screen instructions to start screen sharing.
• You can use Phone to call a phone number using Zoom Phone. 
  • To use Zoom Phone, you must assign a Zoom Phone license to the room.
• Settings allows you to view settings for the room, like changing audio/video devices
• If you configured Zoom Rooms prior to November 1, 2015, you may need to apply for a paid license to configure additional rooms.

Additional Resources

• What are Zoom Rooms?
• Watch the Getting Started Videos 
• Weekly Zoom Meetings and Webinar Trainings
• Learn About Additional Zoom Rooms Features

Adapted from Zoom