Conference Rooms

Zoom Rooms

A Zoom Room is a software-based, physical conference room system that allows for one-touch meeting joins, high-quality video/audio conferencing, and wireless screen sharing. Unlike personal Zoom meetings, these are dedicated, purpose-built setups featuring dedicated hardware (camera, speaker, mic, screen) designed for collaboration.

Zoom offers different room types:

  • Zoom Rooms for shared spaces – Requires one dedicated license per room
  • Zoom Rooms without a license

Zoom Rooms with a license

A licensed Zoom Room unlocks the full professional room system experience. Without a license, you lose many dedicated room-oriented features.

The following features generally require a license and are not available on standard/unlicensed setups:

  • One-tap / one-click to join meetings from the room controller or scheduling display (calendar integration for automatic joining).
  • Room resource booking and calendar sync (the room itself appears as a bookable resource in Outlook, Google Calendar, etc.).
  • Wireless proximity sharing (one-click wireless content sharing from your laptop/phone to the room via proximity detection).
  • Wireless multi-share (multiple people sharing content simultaneously).
  • Support for multiple displays (up to three displays; unlicensed setups are often limited to basic/single-screen use).
  • Multiple room controllers (up to 10; unlicensed often limited to one or none).
  • Unlimited cameras and advanced camera support.
  • Digital signage mode (room displays show content/images when not in a meeting).
  • Scheduling displays (dedicated screens outside the room showing availability).
  • Advanced layouts such as Intelligent Director, Smart Gallery and dynamic layouts.
  • Full centralized room management via Zoom Device Management (ZDM) for monitoring, updates, etc.
  • Higher meeting capacities and no 40-minute time limits when the room acts as the host (unlicensed behavior often falls back to Basic account limits: 40-minute group meetings).

Steps to have a Zoom Room (with a license) installed in your space

  • Send an email to your IT pro and CAVES (cavesadmin@umsystem.edu) detailing the room and your technology needs.
  • We will set up a walk-through of the room with you and your IT Pro.
  • After going over what needs to be done, we will request a quote from our preferred vendor partner. *Please note that we may need to include Construction Services and Networking to have power and network drops installed. 
  • When we receive the quote from the vendor, we will review it and send it to you for approval. If approved, we will need an email from the authorized signer containing the MoCode to proceed with the installation and request a PO from your fiscal officer. 
  • We will then pass the PO along to the vendor to officially start the project and schedule the installation. 
  • The vendor will install the system. After the installation, the vendor or CAVES can provide any training that you or your department may need.

Zoom Rooms without a license

Without a license, you will lose wireless connection to the Zoom device. Any Zoom meeting will need to be done on a laptop or room PC via HDMI and USB-C connections.

You can often still:

  • Join or start basic Zoom meetings using the Zoom Rooms software/hardware (similar to a regular Zoom client).
  • Use basic video/audio and screen sharing.
  • Sign in with a personal Pro or Basic account (this may temporarily give some Pro-level meeting features, but it consumes your personal license and doesn’t turn it into a true shared room system).

However, the experience is limited, with no dedicated room controls and no seamless shared-space workflow.

Additional Notes

  • Personal Zoom Room (Pro devices): Some advanced features may still be available if you sign in with a Pro account, but standard Personal Zoom Rooms lack the licensed room features.
  • Meeting time limits: Without a proper room license, if the room is hosting, meetings can hit the standard Basic 40-minute limit for groups.