Using smart name tags for video in Zoom Rooms

Zoom smart name tags allows you to apply name tags to people in a Zoom Rooms meeting. This enhancement helps make meetings more productive and inclusive, by making it easier for other participants to know who is in the room. Both automatic and manual smart name tags can be edited for a meeting via the Zoom Rooms controller.

Requirements for using smart name tags

• Feature enabled by administrator or role with access to Zoom Rooms
• Zoom Rooms:
  • Windows version 6.5.0 or higher
  • Mac version 6.5.0 or higher
• Zoom Rooms controller version 6.5.0 or higher
• Zoom Room and enrolled users included on the meeting invite for automatic smart name tags.
• Zoom Room cameras must be 1080p capable, at minimum
  • For optimal performance, maintain a maximum distance from camera to participant as follows:
    • Digital PTZ camera: 12ft
    • Optical PTZ camera: 18ft
• Zoom Workplace desktop or mobile client version 6.1.10 or higher (needed to view smart name tags)
  • Automatic smart name tags can be used for pre-defined panelists in webinars. This does not include participants who are elevated to panelist during the session.

Limitations

• Initially, smart name tags for video will be supported in Zoom camera modes including Manual, Auto-framing, Smart Gallery, and Intelligent Director. The following hardware-produced camera modes are also supported: Auto-framing, Speaker-focus, and Presenter-focus. Smart name tags are not currently supported in multi-camera mode or with companion Zoom Rooms.
• Smart name tags are not supported in CRC or third-party meetings joined from a Zoom Room.
• Smart name tags perform best when applied to 1-16 in-room participants.
• Automatic smart name tags are not supported in meetings with over 100+ invited participants.
• Smart name tags are not displayed in the cloud recording video.
• For automatic smart name tags enrolled users must be included on the meeting invite before the meeting begins. The Zoom Room must also be included on the meeting invite before the meeting begins, or the enrolled user on the meeting invite must pair to the Zoom Room using their Zoom Workplace desktop/mobile app before the Zoom Room joins the meeting.

How smart name tags handle data

When automatic smart tags are enabled, and users enroll and consent through their Zoom account to use this feature, the Zoom Room will compare the video of in-meeting participants in the Zoom Room against the reference photos of enrolled users who are on the meeting invitation or paired to the Zoom Room. The video data from the Zoom Room is only processed locally on the equipment in the Zoom Room. All video data from the participants in the Zoom Room and from the reference photos used for the smart name tags feature are deleted from the equipment in the Zoom Room when the meeting ends.

Enrolled users’ reference photos are stored in the Zoom cloud in accordance with Zoom data storage policies. By default, the enrolled users’ reference photos are stored in the same location as the users’ Zoom account itself. If available, the admin will be able to set Data & Storage options under Account Settings to determine where the enrolled users’ reference photos will be stored.

For more information, review our privacy statement. 

How to enable smart name tags

This setting allows account owners or admins to enable or disable Smart name tags for all users in the account.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the side menu, click Product configuration .
4. Click Rooms, then click Zoom Rooms.
5. You can use the Zoom Rooms location hierarchy to enable smart name tags from the account, location, or room settings. For this example, click Account Settings.
6. Click the Meeting tab.
7. Under Zoom Rooms, click the Smart name tags toggle to enable or disable it.
8. If a verification dialog appears, click Enable or Disable to verify the change.
   This enables manual smart name tags.
9. (Optional): Click the box on the left of Turn on by default when a Zoom Room joins a Zoom meeting setting to enable it.
10. (Optional): Click the box on the left of Automatic smart name tags for voice to enable it.
11. (Optional): Click the box on the left of Enable for external users to enable it.

How to use manual smart name tags

1. Start or join a meeting.
2. (Optional): If smart name tags are not enabled by default, tap Participants, then tap More, then tap Enable smart name tags for this room.
3. By default, manual smart name tags will display a generic name tag (e.g., Participant 1) for participants in the Zoom Room.
4. (Optional): Tap Participants, then tap the pencil icon to edit a participant's name tag. Tap a user from the list provided, then tap Save to assign a new name tag. 
5. (Optional): Tap Participants , then tap a participant's name to edit or remove the name tag.
   Note: Step 4 must be completed before this option is available. Manual smart name tags are not saved when the meeting ends. 

How to use automatic smart name tags

If enabled, Zoom will analyze enrolled users’ reference photos and the Zoom Rooms video to identify enrolled users in a Zoom Room during a meeting. Each user must also separately enroll and consent through their Zoom account to use Automatic smart name tags. Admins can disable this feature at any time from the Zoom Rooms Settings, and users can disable this feature or delete their reference photo at any time from their profile.

Note: For automatic smart name tags, the Zoom Room must be included on the meeting invite. Enrolled users must also be included on the meeting invite before the meeting begins or paired to the Zoom Room using their Zoom Workplace desktop/mobile app.

Allow users to enroll

This setting allows account owners or admins to enable or disable Allow Zoom to send an enrollment email to users in your account for all users in the account.

1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
2. In the top-right corner, click your profile picture or initials, then click Admin Center.
3. In the side menu, click Settings , then click General.
4. Under Smart recognition, click the Zoom Rooms automatic smart name tags toggle to enable or disable it.
5. If a verification dialog appears, click Enable or Disable to verify the change.
6. (Optional) Click the box on the left of Allow users to enroll in automatic smart name tags for video to enable it.
7. (Optional) Click the box on the left of Allow users to use their own photos to enable it.
   Choosing this option allows users to upload their own photo. If disabled, the user's Zoom Profile picture will be used.
8. (Optional) Click the box on the left of Allow external Zoom Rooms to identify users to enable it.
9. (Optional) Click the box on the left of Allow external Zoom Rooms to identify users to enable it.
10. (Optional) Click the box on the left of Allow users to enroll in automatic smart name tags for voice to enable it.
11. (Optional) Click the box on the left of Allow Zoom to send an enrollment email to users in your account to enable it. When an unenrolled participant associates a manual smart name tag with their name during a meeting, Zoom will send them an email encouraging them to enroll in automatic smart name tags.
12. (Optional) Click the box on the left of Allow external Zoom Rooms to identify users to enable it if you want Zoom Rooms outside your organization to be able to identify you with an automatic smart name tag. This option must be enabled by your administrator and the administrator for the external Zoom Room.

User enrollment

Enroll through Smart recognition

This setting allows account owners or admins to enable or disable Allow Zoom to send an enrollment email to users in your account for all users in the account.

1. Sign in to the Zoom web portal
2. In the top-right corner, click your profile picture or initials, then click Profile.
3. Under Smart recognition, click Upload image.
4. Choose your preferred method of uploading an image for video recognition:
   • To take a photo, select the preferred Camera from the drop-down list, then click Take photo.
   • To upload a photo, click Use your own photo, then select a photo you want to upload.
   • To use your existing profile photo, click Use your own photo, then Use profile photo. Click Complete enrollment afterwards.
5. In the Enrollment completed dialog box, click Close.

Enroll through Automatic smart name tags

1. Sign in to the Zoom web portal
2. In the top-right corner, click your profile picture or initials, then click Profile.
3. Under Automatic smart name tags and to the right of Zoom Rooms, click Enroll.
4. Follow the on-screen prompts to complete the enrollment process. 
5. (Optional) Click the box next to Allow external Zoom Rooms to identify you if you want Zoom Rooms outside your organization to identify your smart name tag. This option must be enabled by your administrator.

Using automatic smart name tags in-meeting

1. Start or join a meeting.
2. (Optional) If smart name tags are not enabled by default, tap Participants, then tap More, then tap Enable smart name tags for this room.
3. By default, manual smart name tags (e.g., Participant 1) will be displayed for participants in the Zoom Room.
4. If your admin has enabled automatic smart name tags, the name tags of participants in the Zoom Room who have enrolled in automatic smart name tags will display automatically.
5. (Optional): Tap Participants, then tap the name of a participant to edit or remove the name tag.

How smart name tags for video work with smart name tags for voice

When both smart name tags for video and smart name tags for voice are enabled, the Zoom Room can also provide active speaker indication for in-room participants by highlighting the smart name tag of the speaker in the room when they are speaking in a meeting. 

Note: Smart name tags for voice may not be visible on the video or display unless combined with smart name tags for video and may only show up in related meeting features like transcripts and summaries.