Zoom Rooms Admin Guide

Last updated: August 16, 2024

Zoom Rooms bring HD video collaboration into any space – the office, classroom or at home – and enable in-person and remote participants to interact in real time. 

Learn more about Zoom Rooms and contact the UW Zoom service team to discuss your needs with a Zoom Rooms expert. 

Software

A Zoom Rooms software license is required and available for purchase from UW-IT with a UW funding source. Purchasing Zoom Rooms software direct from Zoom or with a credit card is not possible. 

Software installation can be done prior to purchase, but a purchased license is required for activation and use of the Zoom Room software. Visit the Zoom downloads page to install Zoom Rooms software on the in-room computer and tablet controller. 

Hardware

Zoom Rooms hardware requirements:

Alternatively, a Zoom Room Appliance can be purchased, and includes all the required hardware for a potentially faster and easier installation. Zoom recommends a number of pre-configured Zoom Room appliances: https://zoom.us/hardware/. See a more detailed list of recommended hardware.

For larger classrooms and conference rooms with more complex configuration needs, contact the UW Zoom service team for a list of AV vendors who provide Zoom Room hardware sales, installation and support.  

Support and Maintenance

UW-IT does not provide installation, support or maintenance for Zoom Room hardware. Installation, maintenance and support can be performed by the room’s local IT support team or contracted out to an AV vendor. 

Upon purchase of a Zoom Room license from UW-IT, the UW Zoom service team will provide a Zoom Rooms license activation code to your local IT or AV vendor. 

Review Zoom Rooms support website or contact Zoom support directly for configuration and activation support of your Zoom Room. Note, Zoom does not provide hardware installation services to UW.

License activation

After purchase of Zoom Rooms from UW-IT, the UW Zoom service team will provide your IT support team with a license activation code to enter into your Zoom Room controller tablet and computer. The in-room controller tablet and computer both need to be on the same ethernet network and must be configured to allow Zoom Room firewall ports. 

After installation of the Zoom Room hardware and Zoom Room software license purchase, you are ready to activate your license and configure the settings for the Zoom Rooms.

Local IT support team members with a full UW Zoom meeting license are assigned the Zoom Room Administrator role, allowing full access to the Zoom Room settings by logging into their UW Zoom account at https://washington.zoom.us  

To ensure successful operations of Zoom Rooms, your department’s IT team should create a support and maintenance plan including:

  • Local Zoom Room administrator to receive training on Zoom Rooms and review Zoom’s support documentation.
  • Create a software and firmware update schedule for all hardware. 
  • Apply Zoom Room software updates as they are released.
  • Working with users of the room, determine needs and configure Zoom Room settings to meet needs.
  • Provide training to core users of the room and people scheduling meetings in the room.
  • Provide user guides in the room for in-room meeting participants.
  • Provide room users with support contact information including expectations for resolution turnaround times. 

Recommended Settings

After license activation, your Zoom Room administrator can configure the settings of your Zoom Room. 

  1. Zoom Room administrator logs in to UW Zoom.
  2. In the left-navigation menu, click Room Management.
  3. To view the Zoom Rooms you manage, click Zoom Rooms.
  4. Click the Zoom Room you want to manage.
  5. Click Room Settings.

On the Zoom Room settings page, review the following settings to make the recommended changes:

settings

UW Zoom offers Zoom Room calendar integration with UW Outlook calendar. This allows Zoom Room in-room participants to start their scheduled Zoom meeting with one touch of the Zoom Room controller. The room calendar will be displayed on the in-room displays.

Outlook Calendar Integration Requirements

  1. Work with your Organization Exchange Support Group to create a Zoom Room calendar resource mailbox.
  2. Make zoomcal@uw.edu a full delegate in the room calendar resource settings.
  3. In the delegate section, set “Send invitations and responses to:” Delegate and send me a copy.
  4. On the Zoom web portal Zoom Room settings page, scroll down to Calendar.
  5. Select Use External Calendar Service.
  6. From the dropdown list, select zoomcal@uw.edu.
  7. Enter the Outlook calendar room resource email address.
  8. Click Save.

  1. Install the Zoom for Outlook Add-In. 
  2. In Outlook Calendar, create a new event.
  3. Using the Outlook for Zoom add-in, add the Zoom meeting link to the location field of your Outlook calendar invite.
  4. Enter the meeting topic and invite participants.
  5. In the location field, enter the room resource to book the room. The location field now has two locations, the physical location of the Zoom Room and the Zoom meeting link. These two locations are required to display the one-touch meeting start button on the Zoom Room controller.
  6. On the Zoom Room controller, click Start.

Enter the email address of your local Zoom Room support team. The email address will show on the in-room displays.

Enter the phone number of your local Zoom Room support team. The phone number will show on the in-room displays.

On the Meetings Tab, scroll down to Cloud recording for instant meetings. The UW Zoom service team recommends disabling this setting.

When an instant meeting is launched from the Zoom Room controller, the meeting is using the personal meeting ID of the Zoom Room. When cloud recording an instant meeting, the Zoom Room controller will prompt the user to enter their email address to receive the cloud recording view link. This recording link is view-only and will be deleted in 120 days. All other management settings for the cloud recording (share, downloads) are not available. For full access to the cloud recording settings, users should join a meeting they scheduled or use their own personal meeting ID.

Automatic recording: It is essential that you do not enable this setting. Meeting Hosts and Zoom Room Administrators will not be able to access any cloud recordings made with this setting enabled.

Zoom Room administrators can add or remove additional Zoom Room Administrators at the floor level. Zoom Room administrators must have a Zoom license in the UW Zoom account. 

  1. Zoom Room administrator logs in to https://washington.zoom.us 
  2. In the left-navigation menu, select Room Management, then Zoom Rooms.
  3. In the location directory, select the floor of the building where your Zoom Rooms are located. 
  4. To change the settings for the Zoom Rooms on this floor, select Floor Settings. 
  5. In the Setup section, enter the UW email address of the Zoom Room administrator you wish to add. The email address must be @uw.edu and must be a licensed Zoom user in the UW Zoom account. The field will search for licensed Zoom users. When a user is found, click the email address.
  6. Click Save.

Enabling Updates for Zoom Rooms

Zoom recommends updating the Zoom Room software, Windows operating system and tablet operating system on a weekly basis. Updates can be installed on a day and time during the week when the system is powered on and not in a meeting. 

updates

  1. Zoom Room administrator logs in to https://washington.zoom.us. 
  2. In the left-navigation menu, select Room Management, then Zoom Rooms.
  3. In the location directory, select the floor of the building where your Zoom Rooms are located. 
  4. To change the settings for the Zoom Rooms on this floor, select Floor Settings. 
  5. Scroll down to the Device Management section and enable Automatically Install Windows updates.

  1. Zoom Room administrator logs in to https://washington.zoom.us. 
  2. In the left-navigation menu, select Room Management, then Zoom Rooms.
  3. In the location directory, select the floor of the building where your Zoom Rooms are located. 
  4. To change the settings for the Zoom Rooms on this floor, select Floor Settings. 
  5. Scroll down to the Device Management section and enable Automatically update app – Zoom Rooms. Select the day and time range when the app should be updated. 

  1. Zoom Room administrator login to https://washington.zoom.us 
  2. In the left-navigation menu, select Room Management, then Zoom Rooms.
  3. In the location directory, select the floor of the building where your Zoom Rooms are located. 
  4. To change the settings for the Zoom Rooms on this floor, select Floor Settings. 
  5. Scroll down to the Device Management section and enable Automatically update OS/Firmware – Zoom Rooms. Select the day and time range when the app should be updated. 

Zoom Room administrators can manually push an update to the Zoom Rooms app and OS.

  1. Zoom Room administrator logs in to https://washington.zoom.us 
  2. In the left-navigation menu, select Room Management, then Zoom Rooms.
  3. In the location directory, expand the floor to view the Zoom Rooms located on the floor. Select the Zoom Room you wish to update. 
  4. To update the OS, select Upgrade, then Platform OS.
  5. To update the App, select Upgrade, then App.