Using Zoom Rooms scheduling display

The Zoom Rooms app can use a second tablet as a room management tool to schedule and view upcoming meetings. Run the Zoom Rooms controller in scheduling display mode and position the tablet outside of a conference room to display the room's availability and allow it to be reserved. The scheduling display will show all upcoming meetings for that day. You can also allow users to cancel their reservation. 

Scheduling displays are included with the purchase of one or more Zoom Rooms subscription, but only up to 10 scheduling displays can be associated with a single Zoom Room.

Scheduling displays can utilize the same calendar integrations as regular Zoom Rooms: Google Calendar, Office 365, or Microsoft Exchange. They can also use the check in feature to manage room utilization and release a room from the calendar if no one starts the meeting or checks in to the room. 

This article covers: 

Prerequisites for using Zoom Rooms scheduling displays


How to configure a Zoom Rooms scheduling display

Configure the controller as a Zoom Rooms scheduling display

  1. Download, install, and open the Zoom Rooms app on the tablet.
    The Sign in screen displays.
  2. Sign in to the app using your Zoom Rooms administrator credentials.
    The Select a Room screen displays.
  3. Tap the name of the room, then tap Next.
    The dialog asks what you want to use this device for.
  4. Tap Scheduling Display.
    The app opens in scheduling display mode, with the top of the display showing the calendar for the room, and the bottom of the display showing whether the room is busy or available.
  5. Install the controller on a wall outside of the conference room.

Manage the scheduling display from the web portal

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.

How to switch between a scheduling display and a room controller 

Switch from scheduling display mode to room controller mode

  1. Tap the Settings icon.
  2. Tap the toggle for Lock Settings.
  3. Enter the passcode for the device, if necessary.
  4. Tap General on the Settings panel, then tap Switch to Controller.

Switch from room controller mode to scheduling display mode:

  1. Tap the Settings icon.
  2. Tap the toggle for Lock Settings.
  3. Enter the passcode for the device, if necessary
  4. Tap Switch to Scheduling Display.

How to schedule a meeting from the Zoom Rooms scheduling display

The tablet that is installed outside of a conference room and set for scheduling display mode shows the meetings that are scheduled for the room. If the room currently has a meeting on its calendar, the bottom of the screen shows that it is Busy.

If no meetings are currently scheduled, the room shows as Available.

To reserve a Zoom Room from the scheduling display:

  1. Tap the Reserve button on the screen, regardless of whether it is Busy or Available.
    This opens a calendar that displays the times that the room can be reserved.
  2. Tap New Meeting to open a keyboard where you can edit the meeting title.
  3. Press the screen between the two blue lines, and then drag both lines up or down.
  4. Position the lines so that the top blue line indicates the meeting start time.
  5. Press the blue dot to the right of the bottom blue line to control the length of the meeting. Position the bottom blue line to indicate the meeting end time.
  6. Tap the toggles for Require Meeting Passcode and/or Waiting Room if you want to change these settings.
  7. Tap Add Participants to invite attendees by email. 
  8. Tap Reserve.
    The meeting is added to the scheduling display, the room controller, and the online calendar associated with the room.

How to remove a meeting from the scheduling display

Meetings that appear on the scheduling display can be removed using that scheduling display. To remove a meeting that was added from the scheduling display:

  1. Tap the meeting topic on the scheduling display.
    • If the meeting was scheduled using the calendar, a popup dialog provides only the Close option. 
    • If the meeting was scheduled from the scheduling display, the pop-up dialog displays both the Close option and the Delete option.
  2. Tap Delete.
    The meeting is removed from the calendar in the scheduling display, the controller, and the calendar associated with the room.