How to set up Zoom Rooms: step-by-step guide

To set up a Zoom Room, an admin adds a Zoom Rooms license, creates the room in the Zoom web portal under Room Management > Zoom Rooms, then signs in on the room device with the room's activation code. On a Windows or Mac room PC, you install the Zoom Rooms app first; appliance bars and boards have Zoom Rooms built in. Then pair the touch controller, pick the camera, mic and speaker, connect the calendar and run a test meeting.

What you need

Item	Notes
Zoom account with Zoom Rooms	A Zoom Rooms license for each room. Check current pricing with Zoom. See Zoom Rooms license cost.
Room hardware	An appliance bar or board, or a PC/Mac with USB peripherals. See Zoom Rooms certified hardware.
Controller	A touch controller such as the AVer CP10 G2, Logitech Tap IP or Yealink CTP25
Display	HDMI connection to the room system
Network	Wired Ethernet with Zoom's required ports open. See Zoom Rooms requirements.
Calendar resource	A room in Google Workspace or Microsoft 365 (optional, recommended)

Step 1: Create the room in the Zoom web portal

1. Sign in to the Zoom web portal as an admin.
2. Go to Room Management > Zoom Rooms.
3. Click Add Room. Give it a name and choose its location (building, floor).
4. Assign a license if prompted.
5. Save. The room now has an activation code. See Zoom Rooms activation code.

Organize rooms by location so you can apply settings to a whole floor or building at once. See Zoom Rooms admin portal.

Step 2: Install the hardware

1. Mount the display and video bar or camera. See video bar mounting.
2. Connect HDMI from the room system to the display.
3. Connect Ethernet to the room system and controller (PoE for most controllers).
4. Connect USB peripherals to the room PC, if you use one.
5. Power on.

Step 3: Install or activate the Zoom Rooms app

Appliance bars and boards (for example the AVer VB370A, Yealink MeetingBar A40 or Logitech Rally Bar Mini + Tap IP): on first boot, choose Zoom Rooms as the platform if the device supports several. The app is already installed.

Windows or Mac room PCs: download and install Zoom Rooms from Zoom's download center. See Zoom Rooms download and install.

Step 4: Sign in

1. On the room display, choose to sign in with an activation code.
2. Enter the code from the web portal.
3. The room connects to your account and picks up its settings.

You can also sign in with an admin account and pick the room from the list. The activation code is simpler and doesn't expose admin credentials.

Step 5: Pair the controller

1. Power on the touch controller.
2. Choose Zoom Rooms if prompted.
3. Enter the pairing code shown on the room display, or sign in and pick the room.

If pairing fails, see Zoom Rooms pairing code.

Step 6: Set peripherals

On the controller, open Settings (room passcode required) and select:

• Camera (and a second camera if you have one)
• Microphone
• Speaker

Run the speaker and mic test. For Yealink devices, see Yealink Zoom Rooms setup.

Step 7: Connect the calendar

In the web portal, add Google Calendar or Microsoft 365 under Room Management > Calendar Integration, then assign the room's resource to this Zoom Room. Full steps: Zoom Rooms calendar integration.

Step 8: Configure room settings

Common settings to review in the web portal:

Setting	Why
Room passcode	Protects Settings on the controller. See Zoom Rooms passcode.
Screen sharing	Allow sharing with or without a meeting
Interop	Join Teams, Webex or Google Meet meetings. See Zoom Rooms interop.
Digital signage	Show content when the room is idle
Software updates	Update schedule. See update Zoom Rooms.
Alerts	Email alerts when a room or device goes offline

Step 9: Test

1. Book a test meeting with the room on the invite. Confirm it appears on the controller.
2. Join and check video from every seat.
3. Have a remote participant check audio and echo.
4. Share a laptop screen with the sharing key.
5. Try camera controls and layouts.

See test your video conferencing system and the Zoom Rooms user guide.

Common setup problems

Problem	Fix
Activation code rejected	Check you copied the current code; regenerate it in the portal
Controller won't pair	Both on the network; check pairing code
No camera or mic in settings	Reconnect USB; check the device is supported
Calendar empty	Room not assigned to a resource

More: Zoom Rooms troubleshooting.

Setting up Zoom Rooms across several spaces? Send us the room list and we'll quote matched hardware for each.

Related guides

• How to Set Up a Conference Room for Video Meetings
• How to Set Up a Logitech Conference Room Camera
• How to set up a Yealink MeetingBar
• How to set up the AVer CP10 G2
• How to set up the AVer VB370A
• How to set up the Logitech Rally Bar Mini + Tap IP

All setup guides →