zoom-integration-guide

1. Connect Embrava DMS to Zoom

Use the following steps to connect the Embrava DMS to your Zoom instance:

Login to the Embrava Device Management Portal at https://portal.embrava.com.

Note: Login to the Embrava DMS using an email address that belongs to a user within your Zoom tenant.

Follow the Wizard until you get to Step 2 – Connect your Platform. Select Zoom as your Platform and click Next as shown:

Click Sign In and a Zoom Sign In dialog will be displayed as shown. Sign in using your Zoom account.   

Note: The Zoom Account you use to sign in must have the permissions listed in Appendix A – Zoom Account Permissions.

Once you’ve successfully signed in, your DMS will be connected to your Zoom instance. Click Complete Step 2 to finish this step.

You are now ready to create a default Desk Sign configuration and begin mapping Desk Signs to your Zoom Workspaces.

2. Create Desk Sign Configuration

Once you have successfully connected your Embrava DMS to your Zoom instance, you must create a default Desk Sign configuration so that when your Desk Signs are first powered and connected to a network they will pull down and use this configuration from the Embrava DMS.

Create a default Desk Sign configuration by completing Step 3 of the setup wizard as shown below:

Details of each configuration item is listed below:

Enabled Components – Enable network and card reader components.

Network: Choose the network type the Desk Sign should use to connect to the Embrava DMS. 
Card Reader: Enable the 125KHz or 13.56MHz card reader based on the security badge you will use.

Wi-Fi Details – Specify credentials if connecting the Desk Sign to a Wi-Fi network.

Alert Settings – Different settings that control the state of the Desk Sign. 

Alert mode: Specifying if the device will display workspace or user availability. 
Booking duration: The default booking duration that is used when a user taps their security badge to create a booking on the Desk Sign. A value of ‘0’ creates a reservation for the full day.  
Starting Alert Time: The amount of time before the start of a reservation where the Desk Sign will change to the Starting state to alert users that a reservation is about to start.
Book During Start State: Allow other users to create short reservations during the Starting state.
Ending Alert Time: The amount of time remaining in a reservation where the Desk Sign will change to the Ending state to alert the user that their reservation is about to end.  
Enable Clean state: Display the Requires Cleaning state when a checked-in reservation has ended.

Check-in Settings – Used to control what is displayed on the Desk Sign screen

Name Display: Toggle between displaying the name of the event/reservation and the owner of the reservation. 
Anonymize Name: Prevent the name of the reservation from being displayed on screen to keep the reservation private.  
Authenticate Check-in: Device will only allow users with the correct security badge to check-in to the reservation.  
Allow QR code Check-in: Display QR code on the Desk Sign for check-in. This is enabled by default for Zoom Workspaces. 
Allow Booking Extension: Allow users to extend their reservations from the device.

Time Settings – Specify the time format and time servers the Desk Sign should use to synchronize and display time.

Workspace Status Settings – Define which colors the Desk Sign should use to depict the workspace status: Available, Reserved, Checked-In or Ending.

Once you have created your default Desk Sign configuration you are ready to map the Desk Signs to Desks in Zoom.

3. Map Desk Signs to Workspaces in Zoom

The purpose of this section is to illustrate how Desk Signs are mapped to Workspaces in Zoom.

For a Desk Sign to manage the availability of a Workspace in Zoom, the Desk Sign must be mapped to that Workspace within the Embrava DMS.  

Use the steps below to map Desk Signs to Workspaces in Zoom.

Use the +Import - Workspace Devices button in the Device List section of Device Management in your Zoom Portal as shown below:

An example CSV import record is shown below:

Now all your Desk Signs are mapped to Workspaces in Zoom, you must now add Zoom users to your Embrava DMS so that their workspace reservations will be displayed on the Desk Sign.

4. Adding Users

Since Zoom is yet to support check-in via security badge, users and their badge numbers must be added to the Embrava DMS to support security badge check-in from the Desk Sign.

To add a Zoom user to the Embrava DMS and assign them a badge number and employee ID so that they can tap a security badge or enter an ID to booka workspace, please follow the steps below:

Select “Users” in the main menu and click “Add User” as shown:

Enter the Email Address of the Zoom user as the External ID, their badge number, their employee ID and click "Add User" as shown:

This user can now tap their security badge on the Desk Sign to automatically create a Desk reservation in Zoom.

With Desks mapped to devices and users added to your Embrava DMS, your Embrava Desk Signs are now ready to manage the availability of your Zoom workspaces.

Integrate with

Overview

The main features of the solution include:

Desk Sign

Embrava DMS

Stored in Zoom

1. Connect Embrava DMS to Zoom

2. Create Desk Sign Configuration

3. Map Desk Signs to Workspaces in Zoom

4. Adding Users

Appendix A – Zoom Account Permissions