Setting up SIP/H.323 rooms with calendar resources

A SIP/H.323 device provisioned as a managed room can be configured with a room resource calendar. This allows the device to utilize one-touch joining for meetings, as well as list Zoom and non-zoom meetings scheduled for that room.

This article covers:

• How to create a dedicated Service account and resource configuration
  • Adding a calendar service in the Cisco/Polycom room tab
• How to assign a calendar resource to a SIP/H.323 Room
• How to manage Calendar settings

Prerequisites for setting up SIP/H.323 rooms with calendar resources

• A Pro, Business, Enterprise, or Education account
• Owner, Admin, or “H.323/SIP room connector” Role based privileges
• A Zoom account with a Cloud Room Connector license
• A deployed API Connector

How to create a dedicated Service account and resource configuration

Before adding the Calendar Service, a dedicated service account should be created. The calendar/room resources should also be created and configured for use with Zoom. This can be done using the Zoom Room calendar instructions for Google Calendar, Office 365, Exchange 2013/2016, or Exchange 2010.

Adding a calendar service in the Cisco/Polycom room tab

1. In the navigation panel, click Room Management, then click Cisco/Polycom Rooms.
2. Click the Calendar Integration tab.
3. Click Add a Calendar Service.
4. Select either Google, Office 365, or Exchange.
5. Authenticate using the dedicated service account:
   • Google:
     1. Choose the email address associated with the shared calendar service for your organization. If the dedicated user for the calendar service is not shown, click Use another account, and add the credentials for that user.
     2. Click Allow on the confirmation page that gives Zoom permission to manage the calendars in the dedicated user’s account.
   • Office 365:
     1. Select the check box Authorize with OAuth 2.0.
     2. Choose the type of Office 365 for this calendar integration.
     3. Enter the EWS URL.
     4. Under Account Permission Type, select App-level Impersonation or Full Access Delegate depending on which permission setup used above.
     5. Click Authorize.
        Note: If using OAuth 2.0, and Office 365 users can consent to enterprise applications accessing company data on their behalf is disabled in Account Settings, this option will need to be enabled in the settings, or enabled for the Zoom app in Azure.
   • Exchange:
     
     1. Enter the Exchange details:
        • Exchange login username or UPN: Enter your exchange credentials as user login domain\user login name, as set in Active Directory. For exchange, if your email address is johnsmith@mycompany.com, you can enter it as mycompany\johnsmith. 
        • Exchange login password: Enter your Exchange password.
        • Exchange Version: Select your Exchange version from the dropdown.
        • EWS URL: Enter the URL for the EWS Server. Be sure to include the entire URL, including the https:// portion.
        • Account Permission Type: Choose Full Access Delegate if you've followed the configuration above. 
          Note: Like Zoom Rooms, Enhanced API Connector supports using Basic, NTLMv1 and NTMLv2 Authentication.
     2. Click Authorize.  
6. Once the calendar service has been authorized, it will show under the calendar integration tab.

How to assign a calendar resource to a SIP/H.323 Room

1. In the navigation panel, click Room Management, then click Cisco/Polycom Rooms.
2. Click the Rooms tab.
3. Click Edit to the next to the Room you want to add the calendar to.
4. Click the Meeting tab.
5. Click the + symbol under Calendar Resources.
6. Select the desired Calendar Service.
7. Select the desired Calendar Resource.
8. (Optional) Click Manually input resource, then enter the mail address of the Room resource. 
9. Click Save. 

How to manage Calendar settings

Once the Service account has been authorized, Calendar service settings can be managed including the default API connector for calendar traffic routing, the way SIP and 3rd party joining information is parsed. To manage these settings:

1. In the navigation panel, click Room Management, then click Cisco/Polycom Rooms.
2. Click the Calendar Integration tab.
3. Click Edit next to the Calendar service.
4. The following settings are available:
   • (On-Premises Exchange Only) API Connector- Allows an organization to set the API Connector utilized for calendar traffic. Enter the Connector ID of the desired API Connector. 
   • Domain Match- When this option is enabled, calendar invitations received by calendar resources associated to Cisco/Polycom rooms will only be parsed for meeting join information if the calendar event organizer's email domain matches the room calendar resource's email domain.
   • Parse SIP URLs- If enabled, Zoom will attempt to parse SIP dial strings from calendar invitations for one-touch join.
   • Parse Webex Meetings-  If enabled, Zoom will attempt to parse Webex meeting join information from calendar invitations for one-touch join. 
   • Parse Microsoft Teams Meetings- If enabled, Zoom will attempt to parse Microsoft Teams meeting join information from calendar invitations for one-touch join. Please note: Microsoft Teams meeting invites must contain Microsoft Cloud Video Interop (CVI) SIP dial-in information.  This will be contained in a section of the meeting invite entitled "Join with a video conferencing device" that includes a SIP URI and a Video Conference ID.
   • Parse Meeting Passcode- If enabled and if the Zoom meeting passcode is available in the calendar invite, it will be included for a one click experience when joining Zoom meetings.  Otherwise, if the meeting is protected by a passcode the user will be prompted to enter the passcode manually using DTMF.
   • Hide Topic- If enabled, all meetings for this room will be treated as private meetings and the endpoint will display "Reserved" or “Zoom Meeting” instead of the actual calendar invite topic (you may optionally set a custom default meeting topic to be displayed). Depending on your calendar system, the calendar invite "topic" may be referred to as the meeting "subject" or "title."
   • Hide Agenda- If enabled, the calendar invite body will be hidden. If disabled, the display of the calendar invite body will follow the privacy settings of the calendar invite.  
   • Default Topic- When "Hide Topic" is enabled, the endpoint will display "Reserved" instead of the actual meeting topic by default. You may optionally configure a custom default topic to be shown instead for non-Zoom meetings.
   • Default Topic (Zoom)- When "Hide Topic" is enabled, the endpoint will display "Zoom Meeting" instead of the actual meeting topic by default. You may optionally configure a custom default topic to be shown instead for Zoom meetings.
   • Default Topic (SIP)- When "Hide Topic" is enabled, the endpoint will display "Reserved" instead of the actual meeting topic by default. You may optionally configure a custom default topic to be shown instead for SIP meetings.
   • Default Topic (Webex)- When "Hide Topic" is enabled, the endpoint will display "Reserved" instead of the actual meeting topic by default. You may optionally configure a custom default topic to be shown instead for Webex meetings.