Zoom Rooms: Setup and Licensing

This article walks you through some issues to consider when purchasing conferencing devices for a Zoom Room.

In this article:

What is a Zoom Room?

A Zoom Room is a conferencing space powered by:

  • Department-owned hardware
  • Centrally-managed Zoom Rooms software, and
  • University-provisioned Zoom Rooms software license

Zoom Rooms enable you to join meetings with the touch of a button. This can be useful for departments with conference rooms and administrative offices without an easy way to run, manage, and set up in-person, fully remote, or hybrid meetings.

We highly recommend reviewing the Zoom Rooms Service and Zoom Rooms Video Conference Room Solutions pages to familiarize yourself with the basics. Your department is responsible for the management and upkeep of your Zoom Room. If you have any questions about administrative access or any of the following steps, contact Technology Help.

Step One: Identifying Your Meeting Needs

Before you purchase any conferencing devices, identify your meeting needs,then choose a space accordingly and evaluate whether that space will meet your needs. If a choice of space is not available, identify the issues you need to mitigate with a space that is less ideal.

Consider:

  • Room Size and Capacity
    • Conferencing devices are built to accommodate specific room sizes and numbers of participants
    • Classroom spaces tend to require more custom solutions and higher investment of dollars and time
  • Protected Health Information
  • Audio and Lighting
    • Are you in a high traffic area?
    • Are you next to a noisy classroom?
    • Does the space have a lot of ambient noise?
    • Where are your sources of light?
    • Best Practice: Run a test meeting in your space to help identify issues
  • Access to Power and Network
    • Determine how you will connect and manage the cables necessary for your equipment to avoid safety hazards and accessibility issues
    • You will need:
      • Access to multiple power outlets or a power strip
      • Minimum of two active network jacks or (preferred) a single jack with a hub/switch 
      • Power over Ethernet (PoE) is required for some controllers
    • If you need a network jack activated in your room, please submit a request
  • Security
    • Is the equipment able to be secured in place?
    • Is the space lockable?
    • Is the building secured?

Step Two: Reviewing Hardware Options Based On Your Space

Once you have selected your space, you are ready to review your hardware options.

Consider:

  • The products available through UWide Contracts or through approved University vendors
    • Expand AV Equipment/Zoom/Services to find a vendor
    • External vendors are an option, but they may not provide a discount
  • The issues you have identified with your space
    • Ensure the device you choose mitigates those issues
    • If you are unsure whether a conferencing device will suit your space, contact the vendor with your questions
  • What the most desired features are and which devices meet your wants
  • Where your devices will be located in the space
    • Zoom Rooms generally consist of a room controller (touch panel interface) and an appliance to run the software
    • Devices can be installed in a variety of configurations
      • Examples: credenza, wall mount, monitor mount, table stand
  • Desired peripherals or engagement tools
  • Accessibility when making decisions about your space
  • Who will install your hardware
    • The vendor or distributor of your conferencing device may perform installation
    • You may need to hire a third-party installer to install and configure your device
    • Self-installation
      • Research plug-n-play or "easier" hardware options for more independent installation
      • Document all actions taken to install your devices for future reference
    • Note: Decide on your installer prior to hardware purchase, and communicate your intended purchase to your installer to minimize the chances of buying a device that is unsuitable for your space
    • Note: If you make significant customizations to your space, future support from the University may require additional time and/or resources

Step Three: Licensing Your Zoom Room

The University of Minnesota provides Zoom Rooms licenses free of charge to any University department or group who is seeking a Zoom Room.

License your Zoom Room by submitting a Zoom Room request to Technology Help.

  • IMPORTANT: Request your Zoom Rooms license one week to ten days before your installation date to ensure the activation code is available to your installers
    • An activation code expires after ten days
  • This form provides an opportunity for you to request specific settings and branding (adding images, naming your device, etc.)
  • Prior to completing this form, review Optional Step: Connecting your Google Calendar to your Zoom Room
  • Technology Help will provide an activation code for you or your installer to apply the Zoom Rooms license to your devices

Optional Step: Connecting your Google Calendar Room Resource to your Zoom Room

Zoom Rooms are able to sync directly to a Google Calendar. This expands functionality for your room by enabling you to invite the Zoom Room directly to your calendar meetings. Classes cannot be scheduled with this Zoom Rooms feature because classes are managed by the University's room reservation system.

Step Four: Installing Hardware/Installing and Configuring Software

IMPORTANT: The Office of Information Technology (OIT) does not currently perform hardware installations of Zoom Rooms hardware.

Classroom Technical Services (CTS) is available to consult on system design and provide installation for eligible classrooms.

Refer to the How to set up Zoom Rooms section in Getting started with Zoom Rooms for an overview. Then use this step to determine your optimal installation process.

Installing Hardware

Consider:

  • What the vendor provides for long-term hardware support and warranty
    • There may be contract options in case of damage
  • What peripherals or installation hardware the vendor provides
  • Whether the installer provides network setup for your hardware/software

Installing and Configuring Software

Once you have your hardware setup, determine who will install and configure your Zoom Rooms software.

  • Vendors will generally perform software setup as part of the installation process
  • Conferencing devices will typically be enrolled in Zoom Device Management (ZDM)
  • Some Health Sciences Technology (HST) devices may not be enrolled in ZDM and must be managed by the HST service desk
    • If your Zoom Rooms devices are a computer and/or a mobile controller device (such as an iPad), the HST service desk is required to manage these devices per HIPAA regulations

Step Five: Activating Your Zoom Room

Once you receive the activation code from Step Four, follow the steps below to start using your Zoom Room.

  1. On your Zoom Rooms controller, tap Sign In
  2. Tap Enter Activation Code
  3. Enter the activation code. The conferencing device and controller will be paired and licensed.
    • If the Zoom Room devices are disassociated from a specific Zoom Room, you can use the same activation code to link the devices to the room again if the code has not expired
    • If you need a new activation code, submit a reactivation request

Troubleshooting Your Zoom Room

If your Zoom Rooms devices are not working as expected, please attempt the following:

  1. Restart both your conferencing device and the Zoom Rooms controller
  2. Request software updates from Technology Help by stating "I need software updates for my Zoom Room"
  3. If you believe the issue to be hardware related, contact your vendor or installer
  4. If the Zoom Room was self-installed, reach out to the department's staff member who installed the devices

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