Setting up Zoom Rooms with Google Calendar

This post was most recently updated on July 28th, 2022

The TV display, the controller, and the scheduling display in a Zoom Room show the meetings scheduled for the room when a calendar resource is integrated with the Zoom Room. By inviting the Zoom Room to the meeting, members of your organization are able to schedule meetings within a Zoom Room in your organization. An online calendar service is used to assign 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 granting Zoom access to your calendar resources.

Note: As soon as you create a calendar resource in Google, it may take up to 72 hours for your dedicated user that you created in order to manage your calendars to be able to share the calendar resource with them.

Prerequisites for Zoom Rooms with Google Calendar

  • A Google account with administrator access is required

How to prepare to integrate Google Calendar with Zoom Rooms

  1. Ensure that you are logged in as an administrator of your Google account.
  2. The user that will be handling all calendar resources should be created as a dedicated user.
    You can find instructions on how to add this user by visiting the Google support article, Add users individually.
  3. Each Zoom Room should have a calendar resource that can be created or located.
    Instructions on how to add a calendar resource can be found in the Google support article.
  4. Click on the Google Calendar icon to open it.
    The calendar resources for each room can be seen under My calendars, so make sure that you can view them there.

How to share a Zoom Room calendar resource

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

  1. To manage the calendar resources on your Google Calendar, you will need to login to the account that you created for that purpose.
  2. In the upper-left corner of the screen, you will see a menu icon.
  3. Locate the Zoom Room’s calendar resource, hover your mouse over it, click the ellipses, then click Settings and sharing, and then you will be able to see the 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 has to be a dedicated user who will manage the resources in the calendar that is specified by the email address.
  6. When it comes to Permissions, make sure that you choose to Manage Sharing and Make Changes.
  7. Please click the Send button to send your message.
    Note: You will need to 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 would like to share more calendar resources, repeat the steps above.

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

You can instruct 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. Log into 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 that the checkbox(es) next to the Zoom Room resources that you would like to add are checked.

How to remove Google Hangouts from your calendar

Make sure you follow these steps in order to avoid the automatic addition of Google Hangouts invitations to the events that are created by users.

  1. Go to the Google Admin page and sign in.
  2. To change the sharing settings, go to Calendar – Sharing Settings.
    Your Calendar – Sharing Settings can be found under Apps > Google Workspace > Calendar > Sharing Settings.
  3. Make sure that 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: A Zoom Rooms privilege must be granted to the account in order to be able to use Zoom Rooms.
  2. Choose Calendar Integration from the Room Management menu.
  3. Click on the Add Calendar Service button.
  4. In the Google Calendar section, click on the Add button.
  5. If your organization has a shared calendar service, you will need to choose the email address that corresponds to that service. You can add the credentials for the dedicated user for the calendar service if it is not displayed. Click on Use another account if the dedicated user is not displayed.
  6. Upon clicking Allow on the confirmation page, Zoom will be able to manage the calendars in the dedicated user’s account if they have granted Zoom permission to do so.
    Your calendar resource will be displayed on the Calendar Integration page once it has been added.
    Note: When configuring a calendar resource with a Zoom Room, you will have to add the Zoom Room to the configuration.