Managing Zoom Rooms scheduling displays

Scheduling displays are configured as devices associated with Zoom Rooms, and you can manage them the same way you manage room and controller apps from the web portal. Administrators can also use the web portal to configure Scheduling Displays and take full advantage of the features available.

This article covers:

• How to customize the scheduling display from the web portal
  • Scheduling display device and app Info
  • Instant Room Reservation
  • Background image
  • LED Enclosure Integration
• How to add a scheduling display only room

Prerequisites for managing Zoom Rooms scheduling displays

• Zoom Rooms license
• Role with access to Zoom Rooms on the web portal
• Configured Scheduling display(s)
• Calendar integration with Google or Exchange

How to customize the scheduling display from the web portal

Scheduling display device and app Info

You can display the scheduling display app version and device, or delete the scheduling display associated with the room if you want to use a different device.

1. Sign in to the Zoom web portal.
2. Click Room Management, then click Zoom Rooms.
3. Click the name of the room.
   The scheduling display is included in the list of devices associated with the room.
4. If you want to remove a scheduling display, click the ellipses to the right of the listed device, then click Remove from Zoom.

Instant Room Reservation

By default, users can instantly reserve the room using the scheduling display. Follow these steps to enable or disable instant room reservation:

1. Sign in to the Zoom web portal.
2. Click Room Management, then click Zoom Rooms.
3. Click Edit next to the room you want to enable or disable instant reservations for.
4. Click the Scheduling Display tab.
5. Click the Instant Room Reservation toggle  to enable or disable it.

Background image

The background image is used for the scheduling display's home screen that shows the upcoming scheduled meetings and the room status. You can set the background image to be the same as the Zoom Rooms background image. Alternatively, you can set a background image specific to the scheduling display.

The background image should meet the following guidelines:

• File format: GIF, JPG/JPEG or 24-bit PNG (no alpha)
• Suggested dimensions: Minimum 1920px by 1080px (16:9 aspect ratio). If you use an image that doesn't have an aspect ratio of 16:9, the scheduling display will zoom in on the image to fill the scheduling display's screen.
  Note: If you are using the scheduling display in portrait mode, we recommend using an image that is 1080px by 1920px (9:16 aspect ratio). If you use an image with an aspect ratio of 16:9, the scheduling display will zoom in on the image to fill the scheduling display's screen.
• Avoid using very light-colored background images since the scheduling display overlays white text to show the date, time, room name, and upcoming meetings.

1. Sign in to the Zoom web portal.
2. Click Room Management, then click Zoom Rooms.
3. Next to the room, click Edit .
4. Click the Scheduling Display tab.
5. In the Background Image sections, use the Zoom Rooms background image or upload a new image:
   • Zoom Rooms background image: Select Set to the same image as the Zoom Room background then click Save. You will see a preview of the image.
   • New image: Click Upload New Image and select an image that meets the requirements above. You will see a preview of the image.

LED Enclosure Integration

If you're using a supported LED enclosure, you can have the LED change color to indicate the status of the room.

1. Sign in to the Zoom web portal.
2. Click Room Management, then click Zoom Rooms.
3. Next to the room, click Edit.
4. Click the Scheduling Display tab.
5. Click the LED Enclosure Integration toggle to enable or disable it.

How to add a scheduling display only room

If you have at least one Zoom Room, you can add a scheduling display to a normal room without a Zoom Rooms system. This does not require a Zoom Rooms license. Scheduling display-only rooms are used for in-person meetings and do not need the full Zoom Room functionality. This room will not be able to host or join Zoom meetings. When integrated with a calendar, users can book this room from your calendar system or reserve it from the controller for same-day meetings.

These rooms only require a tablet to display upcoming meetings or reserve the room. They do not use a computer or screen.

1. Sign in to the Zoom web portal.
2. Click Room Management, then click Zoom Rooms.
3. Click Add Room.
4. Enter the Room Name.
5. Select a Calendar Service and Calendar Resource for the room.
   Note: While this is optional for other rooms, it is required for utilizing scheduling display rooms.
6. From the Room Type menu, select Scheduling Display Only.
7. Click Finish or Save & Add Another.