S+H Technology Services

Zoom Workspace: Start Guide

Requirements:

• Zoom, Now Zoom Workplace: Desktop, Mobile, or Web version
• Zoom Account - Zoom: Signing in to your account 
• Internet

Overview:

This guide will be used to understand what Zoom Workspace is, how to reserve Zoom Workspaces, types of rooms that can be booked in Zoom Workspaces, and additional features like Screen Sharing, Checking-In, and Checking-Out. 

• What is a Zoom Workspace
• Reserving Zoom Workspaces (Desktop & Mobile) 
• Workspaces Available:
  • Desk, Focus rooms, Huddle rooms -- Section
  • Conference Rooms -- Section
  • Shared Rooms (Wellness and Studio) -- Section
• Screen Sharing
• Checking In and Checking Out
• Scheduling Rooms through Outlook calendar

What is Zoom Workspace:

• Zoom Workspace is a part of the new Zoom Workplace AI collaborative platform, used to help employees optimize in-person time and collaborate better with clients outside of the office.
• Zoom Workspaces is a feature within the Zoom Desktop and Mobile application to view Desks & Rooms that are available, reserved, or to provide directions to workspace locations in the workplace. S+H Members can do a single booking or custom recurrence booking for desk workspaces.
• Custom Recurrences give members the ability to reserve Desk workspaces on a Daily, Weekly, or Weekday recurrence.
• Please note that Break area and Café are not a part of Workspace.

Reserving Zoom Workspaces (Desktop & Mobile) 

• Zoom Workspaces can be booked for reservations using the Desktop, Mobile, or Web version of Zoom Workplace for Intune.
• An additional feature to reserving workspaces is the Get Directions feature which assists members with navigating through the new floor to the reserved workspace.
• For details on Reserving Zoom Workspaces and additional features please follow this article: Reserve a Zoom Workspace : S+H Technology Systems (smith-howard.com) 
• Download Zoom for Intune on Mobile
  • IOS - Zoom Workplace for Intune on the App Store (apple.com)
  • Android - Zoom Workplace for Intune - Apps on Google Play

Zoom Workspaces Available:

The floorplan for the 21st floor has a variety of Desks & Rooms available for booking:

For a map view here is this article for reference: 21st Floor Workspace Areas | Knowledge Base | S+H Technology Systems (smith-howard.com)

• Desks:
  1. 34" Curved Monitor (Single)
  2. Dual Monitor
  3. Triple Monitor
  4. Huddle Rooms: Neat Pad, Triple Monitors, Room Capacity 3
• Focus Rooms:
  1. Large Focus Room: Triple Monitor, Dual Monitor, or 34" Curved Monitor
  2. Small Focus Room: Triple Monitor, Dual Monitor, or 34" Curved Monitor
• Rooms:
  1. Conference Rooms:
     • Alliance -- Neat Pad, Room Capacity 23
     • Brainstorm Center -- Neat Pad, Room Capacity 5
     • Fox -- Neat Pad, Room Capacity 9
     • Idea Lab -- Neat Pad, Room Capacity 2
     • Rialto -- Neat Pad, Room Capacity 7
• Shared Rooms: Rooms that are without video or conferencing capabilities
  1. Studio -- Room Capacity 4
  2. Wellness -- Room Capacity 1

Conference Rooms -- Screen Sharing

• Conference Rooms will be setup with a Neat Pad hub for New Meetings, Scheduling, Joining, and Sharing Screens.
• Direct Sharing has also been enabled for Zoom Rooms; this feature allows members the ability to use one-click sharing from the Zoom Desktop Client when a member clicks Share Screen.
• If not detected, members can activate direct sharing using the Zoom Room Hub Controller and enter a Sharing Key.
• For further details on Screen Sharing for Conference Rooms please follow this article: Zoom Room: Sharing Screen in Zoom Room | Knowledge Base | S+H Technology Systems (smith-howard.com)
• Using alternative Conferencing Apps: Zoom Room- Using other conferencing apps | Knowledge Base | S+H Technology Systems (smith-howard.com)
• Zoom's Direct Sharing article: Direct sharing in Zoom Rooms

Zoom Workspaces Check-In & Check-Out:

•  An additional feature introduced in the Zoom Workspaces to maximize room utilization is the Check-in and Check-out feature. This Check-in / Check-out feature is used to confirm that a workspace is reserved once booked and the workspace is used as such. Once a Desk or Room is booked, members will have from the start of the reservation time to thirty minutes passed the start time to Check-in confirming the reservation.
• IF the reserved workspace is not checked into thirty minutes after the start time, the workspace will be released and made available to all members
• For a detailed guide on Checking in and Checking out of Zoom Workspaces, please follow this article: Zoom Workspace: Check-In/Check-Out of your Reservation | Knowledge Base | S+H Technology Systems (smith-howard.com) 
• Managing your reservation: Zoom Workspace: View, Edit, or Delete Upcoming Reservations | Knowledge Base | S+H Technology Systems (smith-howard.com)

Scheduling Rooms using Outlook Calendar: 

Zoom Rooms can be reserved through your Outlook Calendar. This is an alternative but we still recommend scheduling everything through Zoom Workspaces. 

Additional details for reserving room can be found by following this article: Zoom- Scheduling a meeting through Outlook : S+H Technology Systems (smith-howard.com)

Should you run into any issues or need assistance, please contact the help desk. You can submit a ticket HERE , by emailing the help desk at [email protected], or by calling 404.879.3434/ x3434.