Set up Zoom Rooms with Google Calendar

The TV display, controller, and scheduling display in a Zoom Room show meetings scheduled for the room when a calendar resource is integrated with the Zoom Room. Inviting the Zoom Room to the meeting allows members of your organization to schedule meetings within a Zoom Room at your organization. An online calendar service assigns conference rooms as a calendar resource through which they can be accessed. It is possible to start and join meetings in the Zoom room with just a single touch after allowing Zoom access to your calendar resources.

Note: Once you create a calendar resource in Google, it can take up to 72 hours for your dedicated user that you created to manage your calendars to share the calendar resource with them.

Requirements for Zoom Rooms with Google Calendar

• A Google account with administrator access is required

How to prepare for Google Calendar integration with Zoom Rooms

1. Make sure you are logged in as an administrator of your Google account.
2. The user who manages all calendar resources should be created as a dedicated user.
   For instructions on how to add this user, see the Google support article Add users individually.
3. Each Zoom Room should have a calendar resource that can be created or found.
   For instructions on adding a calendar resource, see the Google support article.
4. Click on the Google Calendar icon to open it.
   The calendar resources for each room can be viewed under My Calendars, so make sure you can see them there.

How to share a Zoom Room calendar resource

To allow the user you created to manage calendar resources to modify a calendar resource, follow these steps to share a calendar resource with them and give them permission to do so. If you want to share more than one calendar resource, you’ll need to repeat these steps.

1. To manage the calendar resources in your Google Calendar, you must sign in to the account you created for this purpose.
2. In the top left corner of the screen you will see a menu icon.
3. Locate Zoom Room’s calendar resource, hover over it, click the ellipses, then click Settings and Sharing, and then you can see Zoom Room’s calendar resource.
4. Under Share with specific people, you can click Add people if you want to share with specific people.
5. There must be a dedicated user who manages the resources on the calendar specified by the email address.
6. When it comes to permissions, make sure you choose Manage Sharing and Make Changes.
7. Please click the Send button to send your message.
   Note: You must sign in to the account you shared the invitation with and accept the invitation in their inbox before sharing can take place.
8. If you want to share more calendar resources, repeat the steps above.

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How to add calendar resources to Google Calendar (end users)

You can direct your users to follow these steps to add a calendar resource to their Google Calendar once you have shared a calendar resource with the dedicated user you created to manage calendar resources.

1. Sign in to your Google Calendar account and sign in.
2. Please click the + sign next to the option to add a colleague’s calendar, then select Browse Resources.
3. Make sure the boxes next to the Zoom Room resources you want to add are checked.

How to remove Google Hangouts from your calendar

Make sure you follow these steps to avoid automatically adding Google Hangouts invites to user-created events.

1. Go to the Google admin page and sign in.
2. To change sharing settings, go to Calendar – Sharing Settings.
   Your calendar – sharing settings can be found under Apps > Google Workspace > Calendar > Sharing settings.
3. Make sure the Video Calls check box is not selected.
4. Then click the Save button.

How to add the Google Calendar service to Zoom

1. Sign in to the Zoom web portal by entering your email address and password.
   Note: The account must be granted a Zoom Rooms privilege in order to use Zoom Rooms.
2. Select calendar integration from the room management menu.
3. Click the Add Calendar Service button.
4. In the Google Calendar section, click the Add button.
5. If your organization has a shared calendar service, you must select the email address that corresponds to that service. You can add the credentials for the dedicated calendar service user if it is not visible. If you don’t see the dedicated user, click Use another account.
6. Clicking Allow on the confirmation page will allow Zoom to manage the calendars in the dedicated user’s account if they have given Zoom permission to do so.
   Your calendar resource will appear on the Calendar Integration page once added.
   Note: If you are configuring a calendar resource with a Zoom Room, you must add the Zoom Room to the configuration.

frequently asked Questions

How do I integrate Zoom Room with Google Calendar?

Sign in with Google Calendar. Select event using the plus icon. Select Zoom Meeting from the dropdown menu. Your meeting details will be updated with a Zoom meeting from Google Calendar.

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