How to Schedule a Zoom Meeting in a Rally Bar Conference Room

Use Google Calendar to schedule the Zoom meeting and reserve the conference room at the same time. When the room accepts the invitation, the meeting will appear on the Logitech Tap IP controller in the room.

Schedule the Meeting

1. On a computer, open Google Calendar with your university account.
2. Select Create or select the meeting time on your calendar.
3. Enter the meeting title, date and start and end times.
4. Add the people who should receive the invitation under Guests.
5. Select Add video conferencing, then select Zoom Meeting.
   • If prompted, sign in to or authorize Zoom for Google Workspace with your university Zoom account.
   • Do not select Google Meet for a meeting that will use the Zoom Room system.
6. Select Add rooms or Rooms, then search for the conference room by name.
7. Select the room. Google Calendar will add it to the event as a room resource.
8. Confirm the time zone and any recurrence settings.
9. Select Save, then send the invitations when prompted.

Confirm the Room Is Reserved

The room must accept the invitation before the meeting is confirmed for that space.

If the room name is struck through when you try to add it, the room is already scheduled for all or part of the event. If you add it anyway, the room will decline the invitation and send you an email confirming the decline.

1. Reopen the event in Google Calendar.
2. Check the guest or room list and confirm that the conference room shows as accepted.
3. If the room declines the invitation, it is already reserved or unavailable for part of the event. Choose another time or room, save the event and confirm acceptance again.

For a recurring meeting, confirm that the room is available for every occurrence. Google Calendar may accept some dates and decline others when conflicts exist.

Start the Meeting in the Room

1. Tap the Logitech Tap IP screen to wake it.
2. Find your meeting on the Home screen.
3. Tap the meeting, then tap Start.
4. Use the Rally Bar camera, microphones and speakers for the meeting.

You do not need to join the room's audio from your laptop. If you use a laptop to share content, leave its microphone and speakers muted to prevent echo and feedback.

Change or Cancel the Meeting

• To change the time, room or guest list, edit the original Google Calendar event and select Save. Send the update when prompted.
• To cancel the meeting, delete the original event and send the cancellation. This releases the room.
• Do not create a second calendar event to reschedule the same Zoom meeting.

If the Meeting Does Not Appear on Tap IP

1. Confirm that you selected the conference room under Rooms, not only typed its name in the location or description field.
2. Confirm that the room accepted the invitation.
3. Confirm that the event contains Zoom Meeting conferencing and a Zoom join link.
4. Check that the event date, time and time zone are correct.
5. Wait a minute, then return to the Tap IP Home screen and check again.
6. If the meeting still does not appear, tap Join on Tap IP and enter the Zoom meeting ID and passcode from the invitation.

If the problem continues, contact classroom or conference room support and provide the room name, meeting date and meeting start time.

Quick Check Before You Leave Your Desk

• ☐ The event includes Zoom Meeting conferencing.
• ☐ The conference room appears in the event's room or guest list.
• ☐ The room accepted the invitation.
• ☐ The date, time, time zone and recurrence are correct.
• ☐ The intended participants received the invitation.

Reference Documentation

• Scheduling in Zoom Rooms with Google
• Using the Zoom for Google Workspace add-on
• Add a room to an event in Google Calendar
• Logitech Rally Bar and Tap IP Room User Guide

Last verified: Aug. 17, 2026