The Zoom Integration allows you to link Zoom Rooms and ResourceXpress.

Prerequisites

• ResourceXpress v2022.2 or above with an Exchange or Hybrid Licence.

• ResourceXpress user account with System Settings and Resource List access.

• Zoom account with Admin access to Room Management.

• 1 or more Zoom Rooms connected with an Exchange/Office365 Mailbox via OAuth 2.0 & Graph API.

Zoom Configuration

Integration with Office 365

If you are connecting Zoom with Office 365 then please expand the section below.

Expand

If you are using Office365 then OAuth 2.0 and Graph API is required for this integration to work correctly. To ensure that Zoom and Office 365 are connected correctly, navigate to https://zoom.us/calendar. This can also be accessed by selecting Calendar Integration found under the Room Management section of the Zoom Admin menu. Image Added Existing Calendar Service If you have an existing connection with Office 365 you will see it listed, if not please skip to Add Calendar Service. To check that this connection is using Graph API see the Type column, if Office365_Graph is shown then you are configured using Graph API. If Office365 is shown, you will need to add a new calendar service (see below). Once this new connection is made all Zoom Rooms will need to be updated to use this new calendar service. This is done under the Basic settings section for individual Zoom Rooms. Note There is a known issue with Reauthorize when switching from EWS → Graph API and vice versa. Due to this issue, a new Calendar Service will need to be added and all Zoom Rooms manually updated. Add Calendar Service Click the Add a Calendar Service button. Select Office 365. Ensure that Authorize with OAuth 2.0 and Graph Api are both selected. Image Added Click Authorize. You will now need to grant the required permissions. Consent on behalf of your organisation is also required. For more information on configuring this check out guides provided by Zoom. https://support.zoom.us/hc/en-us/articles/203847179#h_01FPDHQ08DAW7M51YKV7BXHKRB For the Zoom → Office 365 integration work correctly Full Delegate Access is required. Check out guide provided by Zoom on how to configure this. https://support.zoom.us/hc/en-us/articles/203847179#h_01FPDHQDHWB45N6AT1V67VD054

Integration with Exchange

If you are connecting Zoom with Exchange then please use the guide provided by Zoom.

https://support.zoom.us/hc/en-us/articles/203847339-Using-Exchange-2013-and-above-with-Zoom-Rooms

Room Settings

Zoom Room → Office365/Exchange

Each Zoom Room that will be connected with ResourceXpress will need to be connected to a mailbox in Office365/Exchange.

Navigate to https://zoom.us/location.

Select Edit for the Zoom Room you want to connect with RX.

Under the settings header, Basic, find Calendar (optional).

In the first dropdown list select the Calendar Service required. Then select the appropriate mailbox using the second dropdown list.

Check-In & Check-Out

For each Zoom Room that will be connected with ResourceXpress, the Room Check-In and Check-Out is a required setting to allow RX and Zoom to communicate with each other correctly.

Navigate to https://zoom.us/location.

Select Edit for the Zoom Room you want to connect with RX.
Then navigate to Setup found under the Rooms Profile tab.

Under the header, Setup header , click to enable Room Check-in and Check-out.

These settings will need to be configured to match the Check-in and Check-out settings configured in ResourceXpress.

The “Allow participants to check-in ** min before meeting start time” value needs to match the Check-In Starts value set in RX. The default for RX is 15 minutes.

The “Release room after ** min of no check-in or Zoom Room activity“ value needs to match the Check-In Ends value set in RX. The default for RX is 15 minutes.

The “Remove recurring meeting series after instance” setting is optional.
Thisoption is similar to the No Show Policy available in RX. If enabled ResourceXpress, all future bookings of a series will be cancelled after 3 No Shows in a row.

Once configured click Save.
Repeat for each Zoom Room that you are integrating with ResourceXpress.

Zoom JWT API App

Navigate to https://marketplace.zoom.us/develop/create.

Create

In the JWT app type, click Create.

Give the new App a relevant name.

App Information

Fill in the required fields.

Click Continue.

App credentials

Take note of API Key and API Secret. These will be needed later.

Click Continue.

App features

Enable Event subscriptions.
Then click Add Event Subscription

Add an optional Subscription name.
For the Event notification endpoint URL enter the API URL for your server, similar to below.

https://<your-server-address>/Api/Zoom/Notification

Click Add Events.

Select Zoom Rooms from the list on the left.
Tick options Zoom Room Checked In and Zoom Room Checked Out.

Click Done.

Click Continue.

App Activation

You should now see a message that says “Your app is activated on the account”.
If it is not activated click Activate.

The Zoom Rooms side of the configuration is now complete.

RX Configuration

Navigate to your ResourceXpress Admin Dashboard.

System Settings → Zoom API Credentials

From the top menu select Administration Settings, then System Settings.

Under the Resource Server tab, ensure Exchange is selected for the Booking System option.

Scroll down to the Zoom Room Integration section.

Set the Enable Zoom Room Integration option to Yes.
Enter the API Key and API Secret, that we created earlier, into their respective fields.

Click Save.

This option can also be configured using Location-based Settings.
Location-based System Settings

Resource Profile

Info
This next step needs to be repeated for each resource profile in RX which needs to be linked to a Zoom Room.

Navigate to the Resource List.
From the top menu select Administration Settings, then Resource List.

If you do not already have Resource Profiles created check out our guide on Profile creation.
Create & Edit Resource Profiles

Find a resource profile that you are going to link with the Zoom Room. Then open the Profile Settings using the Edit () icon.

Select the Connection Properties tab.

Ensure that the Booking System is set to Exchange.

The Resource Email must be the same mailbox email address that is used for the Zoom Room.

Note
Due to Zoom requirements this value is case-sensitive.

Tick Yes to Enable Zoom Room.

Use the List Rooms button to the right of the Zoom Room Id field.

A list of all the available Zoom Rooms will be displayed.
Click the correct Zoom Room to link with this Resource Profile. You will see the ID for the Zoom Room now displayed in the Zoom Room Id field.

At the bottom of the screen click Save.

This Resource Profile has now been linked with the Zoom Room.

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Using the Integration

Now that the ResourceXpress Profiles have been linked to the Zoom Rooms, ResourceXpress and Zoom can now communicate with each other.

Creating Bookings

Bookings created from either system will now display on both ResourceXpress and Zoom devices.

Note
Bookings created from ResourceXpress will not include a Zoom Video Meeting/Link.

Check-In to Bookings

Checking in or Starting a Zoom Meeting from the Zoom device will automatically Check-In for ResourceXpress.

Note
Checking in from ResourceXpress will not automatically start the Zoom Meeting.

Check-Out of Bookings

A Check-Out can be actioned from either ResourceXpress or Zoom devices.