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Zoom Room SetUp Guide

2 min read

  1. Before scheduling your meeting ask yourself
    1. How long is your meeting?
      1. If you do not have a Pro Zoom Account you will be capped at a 40 minute meeting
      2. If you think your meeting will last longer contact admin for a pro account
    2. Are you going to be the host of your meeting?
      • When scheduling with a pro account, you can designate other hosts
      • Security settings within our company require hosts to begin the meetings
  2. Setting Up a Zoom Room via Google Calendar
    1. Open Google Calendar and click “Create” to start a new event
    2. Add your meeting details (Title, Date, Time)
      • It is sometimes best to have your meeting time a few minutes earlier to ensure equipment works and that there are no bugs
    3. Click “Add Conferencing” and then select “Zoom Meeting”
    4. Under “Rooms” choose the Zoom Room you’d like to reserve
      • If your meeting starts right after another or will continue into another meeting ensure your room is not the same as those, as it will either end your meeting when theirs starts or end their meeting when your meeting starts
    5. Invite your attendees (Internal & External)
    6. Click “Save”, everyone will get the zoom link and room details
  3. Starting your meeting
    1. Go to the Zoom Room display at your meeting time
    2. Tap “Start” on the meeting listed on the screen
      • You can also join from your laptop via the calendar event
    3. Make sure the microphone and camera are on and working
    4. Adjust volume or display settings using the iPad within the room
  4. Helpful Tips
    1. Always check your meeting invite includes the Zoom ROom and the video conferencing link
    2. Schedule a few minutes early to test equipment
    3. If your meeting does not appear, refresh the room controller
    4. Keep cables and remotes in the room – they are easy to misplace
  5. Troubleshooting Checklist
    1. Meeting not showing up
    2. No Audio
      • Verify the correct input & output via the iPad, then restart the Zoom Room app
    3. Camera not working
      • Ensure no other app is using it, restart the system if needed
    4. Cannot connect to Wi-Fi
      • Confirm you are connect to the correct Wi-Fi or Network
    5. Still Stuck

**If problems persists reach out to Aly/Verdant for other solutions OR do some quick web searching!

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