Category: Zoom

• Privacy, Security, FERPA, and HIPAA Guidelines
• What is AI Companion?
• Meeting Summary with AI Companion
  • Enabling Meeting Summary
  • Using Meeting Summary
• Smart Recording with AI Companion
  • Enabling Smart Recording
  • Using Smart Recording
• Accessibility
• FAQ

Privacy, Security, FERPA, and HIPAA Guidelines

When utilizing any of the features included with the Zoom Toolset, please note the following restrictions and requirements:

Restrictions

• Do not record or store any sensitive Personal Identifiable Information (PII) or Protected Health Information (PHI), such as social security numbers (SSNs), student education records, dates of birth, medical records, or personal contact information. This includes PII or PHI related to research participants.
• Consider the nature of your meeting. When deciding whether to utilize the Zoom Toolset features, bear in mind that any recordings or summaries generated using these tools may be discoverable in the event of any dispute or litigation to which JHU or JHHS is a party. In light of this, use caution in deciding whether to use the Zoom Toolset features (i.e. recording, Smart Recording, or Meeting Summary) in meetings where particularly sensitive, privileged, or confidential data or information may be discussed. Do not use the Zoom Toolset in any clinical, telemedicine, or healthcare settings (e.g., during any patient encounters), peer review meetings, IRB meetings, Animal Care and Use Committee (ACUC) meetings, or meetings that are entered into public records.
• Be cognizant of the audience which meeting summaries and smart recordings are shared with.

Requirements

• If you enable any of the Zoom Toolset features, it is your responsibility to review all recordings and summaries generated by Zoom for accuracy and completeness, and to correct any obvious errors or inaccuracies.
• If the Zoom Toolset will be used in any research setting (including as an administrative tool), notify the IRB and ensure that all IRB and other applicable requirements are met.
• Please familiarize yourself with the current Johns Hopkins Sensitive Data policies and Guidelines for Recording Class Meetings.
• Review Zoom’s support article on how Zoom AI Companion features handle your data.

What is AI Companion?

As more fully described herein, Zoom’s AI Companion is an AI-based digital assistant that delivers real-time capabilities, functionality, and assistance to help users improve their productivity and their user-experience when using Zoom. AI Companion can:

• Deliver smart recordings that break down the recording into chapters, while highlighting important information and next steps.
• Create meeting summaries detailing noteworthy topics and discussion points.

Meeting Summary with AI Companion

The Meeting Summary feature within the Zoom AI toolset generates a high-level summary of the meeting. This summary includes notable discussion topics and highlights mentioned during the meeting without the need to manually take meeting notes. Once the meeting has concluded, the summary becomes available to the host within their Zoom web portal, which can be further shared if necessary. Zoom Meeting summaries will be deleted from the Zoom web portal after 180 days.

Enabling Meeting Summary

To enable Meeting Summary for use within your meetings:

1. Login to Zoom at the web, jh.zoom.us.
2. Navigate to Settings > AI Companion.
3. From here, enable Meeting Summary with AI Companion by clicking the toggle next to the feature to mark it in blue. To disable the feature, click the toggle again until it is marked in gray.
4. The following settings are disabled and locked:
   • Automatically start Meeting Summary for all meetings I host
   • Share summary with: Only me (meeting host)
5. Hosts have the ability to enable or disable the following setting:
   • Include the full summary text in the email sent to users

Using Meeting Summary

Once the Meeting Summary feature has been enabled at the web, meeting hosts and co-hosts can easily start and stop the summary within the meeting, by clicking Start Summary and Stop Summary buttons in their Zoom meeting controls.

After clicking Start Summary, the meeting host/co-host(s) and participants will receive the following notification prompts (below) from Zoom, making them aware that the meeting summary feature is enabled. Additionally, any participants that join the meeting late will also be notified that meeting summary is active.

As the meeting host/co-host:

As a meeting participant:

Once the meeting has ended, the meeting summary will be generated and finalized. Once available, meeting hosts can locate the summary within their Zoom account, under the AI Companion > My Summaries tab, with the options to share, edit, and delete the summary. The summary will also be emailed directly to the host. The meeting host is responsible for reviewing their summary for accuracy and completeness, and for correcting obvious errors or inaccuracies in the summary before it is shared to a broader audience or otherwise saved for future use.

For more information, refer to Zoom’s support guide for Using Meeting Summary with AI Companion.

Smart Recording with AI Companion

The Smart Recording feature within the Zoom AI Companion toolset not only generates cloud recordings with transcripts, but also:

• Breaks the recording down into sections with timestamps, known as Smart Chapters.
• Identifies action items mentioned during the meeting or webinar, denoting these items as Next Steps.
• Recognizes and singles out the most important parts of the meeting or webinar as Recording Highlights.
• Provides analytics on meeting and conversation metrics, such as talking speed, talk-to-listen ratios, and more, through Meeting Coach.

Enabling Smart Recording

To enable the Smart Recording for use within your meetings:

1. Login to Zoom at the web, jh.zoom.us.
2. Navigate to Settings > AI Companion.
3. From here, enable Smart Recording with AI Companion by clicking the toggle next to the feature to mark it in blue. To disable the feature, click the toggle again until it is marked in gray.
4. Once Smart Recording has been enabled, additional settings will display that can be toggled on or off, including:
   • Recording highlights
   • Smart chapters
   • Next steps
   • Meeting coach

Using Smart Recording

Once the Smart Recording feature has been enabled at the web, meeting hosts and co-hosts will continue to create, start/stop, and pause Zoom cloud recordings as they have previously. The Smart Chapters, Next Steps, Recording Highlights, and Meeting Coach will be available when viewing the cloud recording at the web. To start a cloud recording, click Record > Record to the Cloud.

After clicking Record to the Cloud, the meeting host/co-host(s) and participants will receive the following notification prompts (below) from Zoom, making them aware that the meeting is being recorded to the Zoom Cloud. Additionally, any participants that join the meeting late will also be notified that the meeting is actively being recorded.

As the meeting host/co-host:

As a meeting participant:

Once the meeting has ended and the cloud recording has processed, the host will receive an email with a link to the cloud recording in Zoom. From here, the host can review the AI-generated Smart Chapters, Next Steps, Recording Highlights, and meeting analytics created by Meeting Coach. As with all meeting recordings, the Smart Recording will be deleted from the Zoom web portal after 180 days. The meeting host is responsible for reviewing the recording and its corresponding transcript for accuracy and completeness, and for correcting any obvious errors or inaccuracies in the transcript, before it is shared to a broader audience or otherwise saved for future use.

For more information, refer to Zoom’s support guide for Using Smart Recording with AI Companion.

Accessibility

Please Review Zoom’s support page on accessibility for more information.

FAQ

Q: Is AI Companion free of charge?
A: Yes, AI Companion is included, at no additional charge, for all Licensed Zoom accounts in the Johns Hopkins enterprise. AI Companion is not supported for Basic or free accounts.

Q: What Zoom AI Companion features are available for use?
A: Meeting Summary and Smart Recording are the only AI Companion features currently approved for use at Johns Hopkins.

Q: What are the retention policies for AI Companion-generated summaries and recordings?
A:

• Meeting summaries will be automatically deleted after 180 days.
• Smart Recordings will be deleted after 180 days, which follows the Johns Hopkins retention policy for regular Zoom Cloud Recordings.

Q: May I use a similar note-taking or smart-meeting AI tool for my meetings? (E.g. Fireflies.ai, Read.ai, etc.)
A: No. Due to security, legal, and compliance concerns, Zoom AI Companion is currently the only approved AI add-on toolset.

Q: How do I prevent Read.ai and Otter.ai bots from automatically joining my Zoom meetings?
A: Johns Hopkins is taking the steps to block all third-party AI transcription services from joining meetings hosted within the enterprise. In the interim, users with preexisting Otter.ai or Read.ai accounts should take the steps to delete their accounts. Please visit and review the linked articles below:

• Read.ai: How do I remove or stop Read from joining meetings?
• Read.ai: What meetings does Read join when I connect my calendar?
• Read.ai: Delete your account
• Otter.ai: Stop Otter.ai from automatically joining your meetings
• Otter.ai: Manage your calendar meeting events
• Otter.ai: Delete your account

Q: What AI Companion features are HIPAA-compliant?
A: Currently, Meeting Summary and Smart Recording for meetings are HIPAA-complaint. Please note that if your Zoom account is part of a HIPAA-compliant subaccount (JHJHM or JHSON), these are the only AI companion features available to you at this time. See Privacy, Security, FERPA, and HIPAA Guidelines above for further information.

Q: What are the FERPA considerations of using Zoom AI Companion?
A: At JHU, student education records are considered Personally Identifiable Information (PII). As such, meeting hosts should not enable any of the AI Companion features for meetings involving student education record data. Please see Privacy, Security, FERPA, and HIPAA Guidelines above for further information.

Q: Can I use Zoom AI Companion features in my classroom?
A: Please consult JHU’s Guidelines for Recording Class Meetings for procedures regarding FERPA compliance when recording class sessions. Additionally, please note that JHU considers student education records to be Personally Identifiable Information (PII). As such, meeting hosts should not enable any of the AI Companion features for meetings involving student education record data. Please see Privacy, Security, FERPA, and HIPAA Guidelines above for further information.

Q: Does Zoom use my recording and transcript data to train AI?
A: Zoom does not use any of your audio, video, chat, screen sharing, attachments or other communications-like customer content (such as poll results, whiteboard and reactions) to train Zoom’s or its third-party artificial intelligence models.

Q: Is Zoom AI Companion available to student Zoom accounts?
A: Yes – Meeting Summary and Smart Recording are available for Zoom accounts within the student/JHU Blue Jays instance (https://jhubluejays.zoom.us/).

Please Note: Smart Recording is only available for students who have Cloud Recording enabled for their Zoom account, which is not the default for all students. More information can be found on the Guide to Cloud Recording for Students.

The Zoom App Marketplace allows third-party developers to build applications that leverage Zoom’s platform. By default, all applications require a review and approval process prior to being enabled.

• Review Process
• Subscriptions, Licensing, and Support
• Approved and Rejected Apps
  • Requesting an Already Approved App
  • Requesting a New App
• Support and Help

Review Process

As part of the review process, we will assess the vendor’s information, review any app requirements/permissions needed, and attempt to test the integration. Because of the potential for unexpected consequences such as loss of data, unexpected exposure of information to other third parties, or unintentional access to the user’s computer and files, all app requests will be reviewed by IT Risk before being approved.

Subscriptions, Licensing, and Support

A subscription or license from the supporting vendor may be required to have full functionality of the app. If the app is approved, any additional fees must be procured by the requestor/requesting department.

Although each third party app must pass an evaluation by IT Risk, third party apps are not considered an enterprise offering and support requests should be directed to the vendor providing the app.

Approved and Rejected Apps

You can find a comprehensive list of already approved and rejected Zoom apps by reviewing the following document. If an app you are interested in is not listed on the document, it has not yet been reviewed. See below for steps on requesting a new app and/or requesting an already approved app.

• Requesting an Already Approved App

  To request an already approved app or third-party integration, please visit and submit the following form: Request an already approved Zoom app/integration

  Please note: Some apps will require additional account settings changes/configurations that you must consent to before gaining access to the app. E.g. Calendly requires users to use one meeting security option, including a passcode, waiting room, or authentication to join. This requirement cannot be disabled or changed by the user.
  

• Requesting a New App

  To request an app or third-party integration that has not yet been reviewed, please visit and submit the following form: Request a new Zoom app/integration. New app requests can take up to one month or longer for review, testing, and evaluation by IT Risk.

Support and Help

Questions or need support? Please submit a help desk ticket and a member of the Zoom support team will assist you.

The Zoom Translated Captions add-on license enables users to have the speech in a meeting or webinar automatically translated in real-time to captions in another language. For example, if a meeting participant is speaking in English, other participants can view captions in German, Italian, Japanese, etc. Only the meeting or webinar host needs to purchase the translated captions add-on, not all participants. Refer to Zoom’s support page on translated captions for more information.

• Requesting a License
• Enabling and Using Translated Captions
• Managing your Translated Captions License

Requesting a License

To add a Translated Captions license to your Zoom account, you can request the add-on through the Zoom Request Form. To view Translated Captions pricing, please see our product brochure in ServiceNow.

1. Select Zoom Translated Captions Add-on from the drop down menu.
   
2. Select the Translated Captions Host Type.
   • Select User for JHED-authenticated, individual user accounts.
   • Select Service Account for shared/service accounts.
     
3. Enter the JHED ID of the translated captions host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
   
4. Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
   
5. Click Order Now once you are complete. The requestor and license holder will receive an email from the IT Service Desk confirming the purchase.

Enabling and Using Translated Captions

As the Host: Once you have been provisioned a translated captions add-on license, you will need to enable the feature in your web settings before utilizing translated captions in your meeting or webinar.

1. Sign in at jh.zoom.us using your JHED credentials.
2. To enable the feature, refer to Zoom’s support article on enabling translated captions as the host.
3. Once translated captions have been enabled, you’ll also want to view and modify (as necessary) the language pairs, as outlined on Zoom’s support article for configuring language pairs.

As a Participant: When joining the meeting or webinar of a host who has the translated captions license, participants will have the ability to view the captions in a translated language, dependent on the host’s language pairs. Participants should refer to viewing captions in another language for steps on how to view translated captions.

Managing your Translated Captions License

To deactivate your translated captions license or update the cost center, please visit the Zoom Resource Manager.

When attempting to sign in at jh.zoom.us, you may receive a “WEB”/SSO error, similar to the error referenced below.

If you encountered this error when attempting to log in, this could be one of a few scenarios. Please see below for troubleshooting:

1. You may be using the incorrect Sign In URL
• Student accounts log in at Zoom for Students.
• Faculty/staff – each school/division has their own unique Sign In URL. Refer to Faculty and Staff Zoom Support by School/Division for the appropriate Zoom site.
2. You may not have an account established
• Students accounts are automatically provisioned when signing in at Zoom for Students.
• Faculty/staff – if you are with a school/division, please see Faculty and Staff Zoom Support by School/Division for your designated support contact who can help you set up an account.
• For all other faculty/staff, please provision an account using the JHU IT Service Catalog, if you are not affiliated with one of the divisions outlined above.
• Not sure if you have a Johns Hopkins Zoom account already provisioned? Visit the Zoom Resource Manager to view any Zoom resources you may have.
3. SSO (Single Sign On) is not enabled for your account
• If you are still receiving an error after ensuring you have an account established and are logging in using the correct URL, Single Sign On (SSO) may not be enabled on your account. Please submit a Help Desk ticket to have SSO enabled.

For all other Zoom related support, please visit the Johns Hopkins Zoom Help website or submit a Help Desk ticket.

What is the Zoom Whiteboard?

The Zoom Whiteboard provides users a complete set of intuitive tools to collaborate together in a digital, canvas-like setting. This new feature makes it simple for both in-person and virtual teams to interact, brainstorm, and work together using a persistent and unified digital workspace.

Note: This newly released feature is separate from the legacy/classic in-meeting Zoom whiteboard.

• Zoom Whiteboard Settings
• Creating and Accessing Whiteboards
  • From the Zoom web portal
  • From a Zoom meeting or webinar
  • From the Zoom desktop client
• Using Whiteboard Controls
• Sharing Whiteboards
• HIPAA/Sensitive Data Considerations

Zoom Whiteboard Settings

Before you begin to utilize the new Whiteboard in your meetings, it is recommended that you first review the settings configured in the web portal to ensure they align with your needs.

1. 1. Login at jh.zoom.us (students use jhubluejays.zoom.us) using your JHED credentials.
   2. Navigate to Settings > Whiteboard.
   3. Review both the In-meeting and Out-of-Meeting default settings and adjust where necessary.

Creating and Accessing Whiteboards

From the Zoom web portal

1. 1. Login at jh.zoom.us using your JHED credentials.
   2. Navigate to Whiteboards.
   3. From here, you can create a new whiteboard, select a template for a new whiteboard, view recently shared whiteboards, and more.

From a Zoom meeting or webinar

After you have started your Zoom meeting or webinar, click the Whiteboard button from the in-meeting controls bar.

1. To create a new whiteboard, click the New Whiteboard option.
   • Previously created whiteboards will also show in this menu item. Select the whiteboard you wish to work on.
2. Select the checkbox next to Allow attendees to access after the meeting if your participants require access after the meeting.
3. Click the caret next to Open and Collaborate to adjust the participants viewing/editing permissions.
4. Click Open and Collaborate once you are ready to create the new whiteboard.
5. 

From the Zoom Desktop client

1. 1. Open and sign into the Zoom Desktop Client.
   2. Click the Whiteboards menu item.
   3. From here, you can create a new whiteboard, select a template for a new whiteboard, view recently shared whiteboards, and more.

Refer to How to create and share Zoom Whiteboards for more information.

Using Whiteboard Controls

Whiteboard tools are used to create, manipulate, and edit the objects you add to your digital canvas. For a full overview of the available Whiteboard tools and how to use them, please review the How to use the whiteboard controls guide from Zoom.

Sharing Whiteboards

Once you have created a whiteboard, you have the ability to share it directly with other users inside the Johns Hopkins organization (for those with enterprise Zoom accounts established) or with users outside the organization by email invitation or creating a shareable and reusable link.

1. Click the Share button next to the whiteboard you wish to share.
2. Enter the email addresses of the users you’d like to share the whiteboard with. If the user is not a member of the Johns Hopkins Zoom organization, they will be marked as “external”.
3. To utilize the shareable link, click the Copy Link button and adjust the sharing/access permissions accordingly.
4. Review the user role permissions when sharing whiteboards to ensure your users have the appropriate access.

Refer to How to create and share Zoom Whiteboards for more information.

– Please Note: Whiteboard Cloud sharing is not available for student accounts (jhubluejays.zoom.us). However, whiteboards can be still be exported to PDF and PNG file formats and shared accordingly.

HIPAA/Sensitive Data Considerations

Both the JHM and JHUSON instances of Zoom here at JH are HIPAA-compliant, which also extends to various Zoom features such as cloud recording, reporting, and now the Zoom Whiteboard. Zoom users are responsible for the security of the data that is collected and used within Zoom.

• Consider the nature of the data that is being collected and documented within your Zoom whiteboards. Only collect PHI and PII where absolutely necessary.
• Only share the whiteboards with users who require access and limit the number of external users when possible.
• Use the “Restricted” access permission when sharing to further limit whiteboard access. Only the users and emails who have been added directly can open the whiteboard with this option enabled. This prevents the link from being shared and utilized by other users not permitted to do so.
• When exporting and saving whiteboards locally to your computer, consider the storage location of the files.

Please familiarize yourself with the current Johns Hopkins sensitive data policies outlined below:

• JHU PII Policies
• JHU FERPA Information
• JHM HIPAA Policies

What is a Zoom Room?

Zoom Rooms are software-based room systems that provide an integrated experience for audio conferencing, wireless screen sharing and video conferencing. Zoom Rooms can be used for room only attendees or remote attendees joining from another room, from their desktop, or from their mobile device. Each room requires, at minimum, a Mac or Windows computer that runs the Zoom Rooms software, and an iPad, Android or Windows 10 tablet that runs the Zoom Rooms app. This resource is available on a limited basis for licensed Zoom hosts.

To get started, first ensure you have the proper equipment:

• Getting Started with Zoom Rooms
• System Requirements from Zoom Rooms

Provisioning Zoom Room

1. Go to the Resource request form: https://t.jh.edu/ZoomSignUp
2. Select Zoom Rooms
   
3. Enter the Point of Contact (POC) – this is the person that is responsible for the Zoom Room
   
   Please Note:
   The Zoom Room Administrator and the POC MUST be in the same Zoom account!
   
   
4. Zoom Room Location
   • Check the dropdown to see if your location already exists:
     
   • If the campus, building, etc. doesn’t exist, check the box to create it:
5. Zoom Room Administration
   
6. Calendar Integration for Zoom Rooms
   
   
   Please Note:
   For Zoom Room Calendar Integration instruction please visit the following link: https://uis.jhu.edu/zoom/zoom-room-calendaring
   
7. Zoom Room Cost Center
   
8. Click “Order Now”

What’s next?

Once you place the order for the Zoom Room, you will receive an email from the IT Service Desk with the details of your submission. after recieiving the order confirmation, allow the JH Zoom Team one business day to process the request.

For any questions, please contact the JH Zoom Team at [email protected].

Zoom Events is a virtual event platform used for hosting single or multi-day, multi-track virtual and hybrid events. The platform leverages the functionality of both Zoom Meetings and Webinars by adding a dedicated event hub for collaboration amongst hosts, advanced event registration and ticketing options, and virtual networking sessions to help keep attendees and participants connected. Other notable features include:

• Virtual expo floor where attendees can connect with sponsors via virtual “booths”.
• Event lobby, which serves as the starting point for events with multiple sessions. Attendees can chat with other attendees in the lobby prior to the event, explore information about speakers, sessions, and the event schedule, and more.
• Customizable branding including email notifications, virtual backgrounds, and speaker nametags.
• Advanced privacy and security settings for the hub and any hosted events.
• Familiar Zoom Meeting/Webinar features such as polling, virtual reactions, and quizzes.

• Requesting a License
• Getting Started
• Creating and Hosting Events
• Support and Help

Requesting a License

To add a Zoom Events license to your Zoom account, you can request the add-on through the Zoom Request Form. To view Zoom Events pricing, please see our product brochure in ServiceNow.

1. Select Zoom Event Add-on from the drop down menu.
   
2. Select your intended Zoom Event Access Duration from the drop down menu.
   • Select Ongoing to provision the Zoom Event license for an ongoing, month-to-month basis. The license will remain provisioned until deactivated by the host.
   • Select Only during an event to provision the license for a specific event. The license will be provisioned and deprovisioned using the Access Start and Access End dates entered in the request. You may only request a Zoom Events license for a maximum of 60 days.
     
3. Select the Event Host Type.
   • Select User for JHED-authenticated, individual user accounts.
   • Select Service Account for shared/service accounts.
     
4. Enter the JHED ID of the Zoom Events host (for user accounts) or the email address of the service account (for service accounts). Please Note: The user account must be Licensed.
   
5. If you selected Ongoing for the Zoom Event Access Duration, proceed to Step #7.
6. If you selected Only during an event for the Zoom Event Access Duration, enter the following event details:
   • Event Date: Anticipated event date. If the event spans over numerous days, select the date for the first day of the event.
   • Event Name: The name of your Zoom Event.
   • Access Start Date: The date which your Zoom Events license will be provisioned.
   • Access End Date: The date which your Zoom Events license will be revoked.

   

Please Note: You may only request a Zoom Events license for a maximum of 60 days. When selecting your Access Start and End Dates, consider how much time you expect for set up, registration, and other configurations. Should you need Zoom Events access beyond 60 days, select Ongoing for the Zoom Event Access Duration.

7. Enter the Cost Center for the license charges. Please Note: If cost center is valid, the Fund Number populates automatically.
   

Once all required information has been submitted, click Order Now on the right side of the screen to submit the form. You and the requested user or service account (if not yourself) will receive a confirmation email with details pertaining to your submission and the license requested.

Getting Started

Once your Zoom Events license has been provisioned, you will sign at events.zoom.us (using the SSO option for JHED-based accounts) to begin configuring your hub and related events. We’d recommend reviewing the Getting Started with Zoom Events support guide(s) provided directly from Zoom.

Need additional users to assist you in building, configuring, and running your Zoom events? License holders can add up to 4 hub hosts and up to 3 co-editors to help with managing both your hub and any events.

Creating and Hosting Events

The Zoom Events platform comes with a robust set of tools, configurations, and features for you to create the perfect virtual or hybrid event. We recommend reviewing Zoom’s latest and most up-to-date support guides below for more information on each feature and configuration available within your hub and events.

• Settings and Configurations for Zoom Events
• Zoom Events Features

Support and Help

For technical support needs with the Zoom Events platform, we’d recommend visiting Zoom’s 24×7 Support Center. Licensed Zoom users can also fill out a Zoom Web ticket describing the question or issue in detail for a Zoom technical expert.

To get in touch with the Johns Hopkins Zoom support team, please submit a help desk ticket.

• Reference
• Prerequisites
• Creating the Calendar Accounts
• Enabling the Dedicated User to access Zoom Room Calendar
• Add the Calendar Resource
• Calendar Integration Validation

Reference

• Setting Up Zoom Rooms with Office 365

Prerequisites

• A Zoom room which will use an Office 365 / Exchange Online calendar
• A calendar to link to the Zoom Room (room calendar)
• An Exchange Service Account (dedicated user)

Creating the Calendar Accounts

1. Create a dedicated user for Zoom to access Office 365 calendars (see Request Group Account (O365/Exchange Online)), e.g., [email protected].
If you don’t already have an account, you’ll need to request an account from your LAN Administrator.

2. Create or locate a calendar resource for each room e.g., [email protected].
3. Delegate rooms to the dedicated user or simply sign into both accounts (dedicated user, room calendar).
4. Enable the dedicated user to edit the Zoom Rooms calendars.
5. Email [email protected] when the above steps have been completed, and a Zoom Account Administrator will set up the calendar integration. The Zoom Account Administrator will let you know when you’re able to proceed with the below steps.

Enabling the Dedicated User to access Zoom Room Calendar

Once both the room calendar (Zoom Room calendar) and dedicated user have been established, you will need to grant access to the dedicated user to modify/edit the Zoom Room’s calendar. Please follow the below steps:

Example configuration:

• Dedicated User: [email protected]
• Zoom Room Calendar: [email protected]

1. Sign in at Outlook Web as the Zoom Room Calendar (e.g. [email protected])
2. Open the Zoom Room’s Calendar
3. Click the Share button
4. Enter the Dedicated User’s email (e.g. [email protected])
5. Choose the Can Edit option and click Share



6. Sign out of the Zoom Room Calendar’s account and sign in at Outlook Web as the Dedicated User (e.g. [email protected])
7. Open the Dedicated User’s mail and accept the invite that was sent by the Zoom Room Calendar

Add the Calendar Resource

As a Zoom Room Admin, once the integration has ben set up, you can add the the calendar resource as follows:

1. Go to Zoom Admin > Room Management > Zoom Rooms
2. Find your room, e.g., DTEN
3. Click on ‘Add a Calendar’



4. In the “Add a calendar resource” screen, you should see at least one Calendar integration, e.g., [email protected]
   
5. In “Select a calendar resource”, you should be able to select the ROOM’s calendar, e.g., ataroomtest
   
6. Click ‘Save’
7. The Zoom Room listing should now show the calendar associated with the room
   

Calendar Integration Validation

Outlook

1. In Outlook set up a meeting with the Zoom Room (e.g., ataroomtest) and add a Zoom meeting to it.
2. Meeting should then appear on the Zoom Room (note: DTEN isn’t as fancy, doesn’t display all upcoming meetings).

iOS Display Scheduler (see Zoom Rooms Scheduling Display)

1. If you have an iPad w/ Zoom Room App for iPad installed, you can add is a Display Scheduler for the Zoom Room.
2. Use the Display Scheduler to book a meeting with the Zoom Room
   Meeting should then appear on the Zoom Room.

Zoom has a utility called CleanZoom (PC only) that does the following:

• remove all existing Zoom client and plugin on the local machine (Zoom client (exe/msi), VDI client, outlook plugin)
• remove all regkeys associated with Zoom

Note: you will require administrative privileges on your PC.

Download: https://assets.zoom.us/docs/msi-templates/CleanZoom.zip

• Zoom Vendor Uninstall/Reinstall Details

Typical Steps

1. Run CleanZoom to uninstall Zoom completely.Note: Use of the clean uninstaller will completely remove the Zoom client, as well as the Zoom plugin for Outlook. The Outlook add-in, Chrome/Firefox extensions, and GSuite add-on are unaffected.
2. In the download center, download and install the appropriate Zoom client for meetings.
3. Once installed, open the Zoom desktop client, start a meeting with screen share, and test to see if the issue persists.

Vendor-Provided Trainings

• Meeting/Webinar Best Practices & Resources
• Recorded Training Sessions
• Video Tutorials
• Live Training Webinars

Support Guides