Hosting Zoom Events using Zoom Rooms


The Zoom Events integration with Zoom Rooms gives hosts the option to start their Zoom event from a Zoom Room. This also allows special role users to start their assigned meeting/webinar sessions and attendees to join their events by using Zoom Rooms. 

Hosts and alternative hosts can start live meeting/webinar sessions through their personal Zoom Room. The event will be displayed on their desktop client and personal Zoom Room event list. They can start each live session individually by clicking the session Start button on their personal Zoom Room device or through their Zoom Rooms controller. The sessions that have ended, or the sessions whose scheduled end time is over, will not be displayed.

An event organizer can also start a Zoom event from their personal Zoom Room or a paired device. Hosts, or any special role in an event, can start or join live meeting/webinar sessions through a Zoom Room that is paired with their Zoom client on desktop.

Note: To display meetings from a calendar service, you must integrate the Zoom Room with Google Calendar, Office 365, Exchange 2016/13, or Exchange 2010.

This article covers:

Prerequisites for hosting Zoom Events from a Zoom Room

How to host Zoom Events from your personal Zoom Room

Your personal Zoom Room shares the same information as your desktop client. Any meetings or scheduled events that you can view on the desktop client will be displayed in your personal Zoom Room as well. After you create a scheduled Zoom Event, your event—and its sessions—will display in both your desktop client and your personal Zoom Room event list. By using a personal Zoom Room, you do not need to pair to host Zoom Events; your personal Zoom Room belongs to you, and essentially, shares your Zoom identity.

Hosts can join using their personal Zoom Room calendar, and the calendar entry will be activated 30 minutes before the session starts.

Start a hosted Zoom Event from a personal Zoom Room

  1. Create a Zoom Event, single-session event, or recurring sessions event.
  2. Sign in to Zoom Rooms on the desktop client.
    Your hosted events will appear on your desktop client and personal Zoom Room meeting list.
  3. On your personal Zoom Room interface, on the meeting list, find the event that you’re hosting then click Join Lobby.
    On the left side of the page, the session list displays all the event’s sessions in chronological order. On the right side of the page, the session detail page is displayed.
  4. On a session you want to start, tap Start to start a session from your personal Zoom Room.
    Notes:
    • Zoom Events allows the host or alternative host to click Start at any time if the session has not ended.
    • If a Joining a Sponsored Session pop-up window appears, tap Agree and Join to confirm to start the session.

You can still access the event lobby from your Zoom client and share your desktop. When a session has ended, the session entry will be removed from your calendar.

How to pair Zoom Rooms on the desktop client

If you do not have a personal Zoom Room, you can choose to pair your desktop client with any Zoom Room that shares the same domain. 

Pair Zoom Rooms using the Zoom desktop client

The Zoom desktop client can pair with your Zoom Room to allow you to start or join a Zoom Event on the Zoom Room from the desktop client.

Notes:

  • The Zoom desktop client must be paired with the Zoom Room first, before being able to pass a meeting to the paired Zoom Room. Pairing is not available once the event is started or joined.
  • You can only pair with Zoom Rooms that are on the same account as the user signed in to the desktop client or Zoom Room device.
  1. Join an event lobby on the Zoom desktop client.
  2. To the right of your profile picture, click the ellipsis  then click Pair with a Zoom Room.
    A pop-up window will appear.
  3. In the pop-up window, enter the sharing key.

    This key can be found in the upper right corner of your Zoom Rooms devices.

  4. Click Pair.

How to pair Zoom Rooms on a web browser

Web

Pair Zoom Rooms in the event lobby on a web browser

  1. Join an event lobby on a web browser.
  2. To the right of your profile picture, click the ellipsis  then click Pair with a Zoom Room.
    A pop-up window will appear.
  3. In the pop-up window, enter the sharing key.

    This key can be found in the upper right corner of your Zoom Rooms devices.

  4. Click Pair.

How to unpair Zoom Rooms from the event lobby

In the lobby, to the right of your profile picture, tap or click the ellipses  then tap or click Unpair. This will disconnect your Zoom Rooms device or desktop client from the Zoom Room.

The Zoom Room will remain connected to the event until the event ends or someone taps Leave on the Zoom Room controller tablet.

How to host Zoom Events from paired Zoom Rooms

You can host Zoom Events once your Zoom Room system is set up and you have signed in to your room system. Additionally, you can be ready to join Zoom Events once your Zoom Room hardware is set up and you have signed in to your account.

Start an event from a paired Zoom Room

  1. Create a Zoom Event.

  2. On your Zoom desktop client, access the event that you’re hosting in the following ways:

  3. Click the Join Lobby link.

    The event lobby will launch on your Zoom desktop client.

  4. In the lobby, pair your Zoom desktop client with a nearby Zoom Room.

  5. On a session, click Start.
    You can join the meeting or webinar sessions in the paired Zoom Room. From there, you can start sharing your desktop.
    Note: There are two participants: one is the desktop client, and the other is the paired Zoom Room.

How to host Zoom Events from a shared Zoom Room

An event organizer or host can book a Zoom Room for an event session by adding the Zoom Room to a session through the Sessions tab for the single-session, recurring sessions, or multiple sessions event creation setup. The Zoom Room must have the calendar feature enabled and must be available to book during the session. The event must be under the same Zoom account as the Zoom Rooms. 

When attendees join a session from a shared Zoom Room on the company directory, they will join the Zoom Room specified by the host. The room may vary by session, and the Join button is activated when the session starts. Additionally, when hosting an event, you can create a Google Calendar entry with the group join link and add a Zoom Room to the calendar entry.

Note: When a Zoom Room is double-booked, you will receive an error message and will be unable to save the booking.

Assign a Zoom Room to your hosted session

  1. Access the Sessions tab of the event creation flow.
  2. Assign a Zoom Room to session(s):
    • To assign a Zoom Room to an individual session:
      1. To the right of the session you want to manage, click the ellipses , then click Edit.
      2. Under Zoom Room, enter the name of the Zoom Room(s) that you want to join your session.
        Note: The added Zoom Room(s) can join your session as an attendee.
      3. Click Save.
    • To assign a Zoom Room to multiple sessions:
      1. To the left of the sessions you want to manage, select the check boxes of multiple sessions.
      2. In the top header, click Assign Zoom Room to session(s).
        An Assign Zoom Room to session(s) pop-up window will appear.
      3. In the pop-up window, enter the name of the Zoom Room(s) that you want to join your session.
        Note: The added Zoom Room(s) can join your session as an attendee.
      4. Click Save.
  3. Click Save.

Remove an assigned Zoom Room from your hosted session

  1.  Access the Sessions tab of the event creation flow.
  2. To the right of the session you want to manage, click the ellipses , then click Edit.
  3. Under Zoom Room, to the right of the Zoom Room name(s), click the X to remove the Zoom Room(s) from your session.
    Note: The removed Zoom Room(s) cannot join your session as an attendee.
  4. Click Save.

How to access your session list

  1. On your personal Zoom Room or paired Zoom Room device, find the scheduled Zoom Event that you want to access from the Zoom Room event list.

  2. Tap the topic of the scheduled Zoom Event.

  3. Tap Join Lobby.
    The event lobby will be displayed. On the left side of the page, your event session list will display hosted sessions first, in chronological order. On the right side of the page, the session detail page will be displayed.

Exit session list

  1. Access your host session list.

  2. In the lobby’s top right corner, tap the  button to exit the lobby’s session list.

    You will return to the personal Zoom Room (PZR) home page.

Refresh session list

  1. Access your host session list.

  2. In the lobby’s top left corner, tap the refresh button .

    Your session list will be updated and will reflect which sessions are live or finished.

View session details

  1. Access your host session list.

  2. On a session card (except the Start button), tap any area to view session details.
    Note: On smaller screens, the session details page will open on a new page. To return to the session list from the session details page, at the top-left corner, select Sessions.