---
title: "How-To: Checklist for Setting Up a Zoom/Teams Room System"
description: Checklist for setting up a Microsoft Teams or Zoom Room System, covering planning, network setup, hardware installation, system configuration, and testing to ensure a seamless deployment.
---

[Audio Visual Resources](https://blog.imagenetconsulting.com/audio-visual-resources)

# [How-To: Checklist for Setting Up a Zoom/Teams Room System](https://blog.imagenetconsulting.com/audio-visual-resources/how-to-checklist-for-setting-up-a-zoom/teams-room-system)

 Written by [Frankie Heath](https://blog.imagenetconsulting.com/audio-visual-resources/author/frankie-heath) | Dec 3, 2025 2:42:44 PM

This comprehensive checklist outlines the essential steps for setting up a new Microsoft Teams Room (MTR) or Zoom Room System. The process is broken down into five logical phases to ensure a successful deployment.

### Phase 1: Planning and Room Readiness

This phase focuses on the physical environment and system design.

| Step | Action Item | Details & Notes |
| --- | --- | --- |
| 1.1 | Perform a Room Survey | Determine the room's size, seating capacity, layout, and purpose (huddle space, conference room, boardroom). |
| 1.2 | Design A/V and Layout | Decide on display size(s) and placement. Plan camera, microphone, and speaker locations for optimal coverage (ensure no attendees are blocked). |
| 1.3 | Check Acoustics and Lighting | Assess the room for excessive echo or background noise (e.g., noisy HVAC). Plan for acoustic treatment (panels, carpet). Ensure lighting is soft, natural, and avoids silhouetting the participants. |
| 1.4 | Confirm Power & Cabling | Verify sufficient power outlets and network drops are available. Plan for professional cable management (in-wall, under-table, or cable raceways) to prevent tripping hazards and ensure a clean look. |
| 1.5 | Determine Licensing Needs | **Teams Rooms:** Decide between a Teams Rooms **Basic** or **Pro** license. **Zoom Rooms:** Acquire the necessary **Zoom Room License** for each room. |

### Phase 2: Network, Account, and Procurement

This phase covers the back-end setup and hardware purchasing.

| Step | Action Item | Details & Notes |
| --- | --- | --- |
| 2.1 | Prepare the Resource Account | Create a dedicated meeting room resource mailbox (Outlook/Exchange Online) or Zoom Room in the web portal. **Teams Rooms:** Assign the Teams Rooms license to this resource account. |
| 2.2 | Configure Network Access | **Strongly Recommend:** Use a stable **wired Ethernet** connection (Gigabit). |
| 2.3 | Verify Network Bandwidth | Ensure sufficient bandwidth: **Teams Rooms** recommends **10 Mbps up/down per room**. **Zoom Rooms** recommends **3 Mbps up/down per screen** for HD video. |
| 2.4 | Check Firewall and Proxy | Ensure the necessary ports are open to the service endpoints (e.g., TCP 80/443). **Teams Rooms:** Do not use proxy authentication or ensure the device is explicitly exempted. |
| 2.5 | Procure Certified Hardware | Purchase the core components: Compute device (PC/Appliance), Display(s), Controller (tablet/touch console), Camera, Microphone, and Speakers. Ensure all devices are **certified** for the chosen platform (Teams or Zoom). |

### Phase 3: Hardware Installation and Cabling

This phase involves the physical mounting and connection of all devices.

| Step | Action Item | Details & Notes |
| --- | --- | --- |
| 3.1 | Mount Displays and Peripherals | Install the TV/display mount(s). Mount the camera(s), compute device, and any wall-mounted speaker/mic bars. |
| 3.2 | Install Microphones & Speakers | Position microphones (tabletop or ceiling array) and speakers to ensure clear audio coverage for the entire room. |
| 3.3 | Connect All Components | Connect the camera, microphone, speakers, and display(s) to the main compute device (PC or appliance). |
| 3.4 | Finalize Cabling | Securely manage all cables using channels or pathways to keep them hidden and the room organized. Connect the main compute device and controller to the network (preferably wired). |

### Phase 4: System Configuration and Pairing

This phase is where the system is brought online and linked to the service.

| Step | Action Item | Details & Notes |
| --- | --- | --- |
| 4.1 | Initial Boot and Setup | Power on all devices. Complete the out-of-box experience (OOBE) for the compute device. |
| 4.2 | Install Room Application | Install and launch the required software (**Microsoft Teams Rooms app** or **Zoom Rooms software**) on the compute device (if not an appliance). |
| 4.3 | Sign In to the Platform | Sign in to the room system using the dedicated resource account credentials (email and password). |
| 4.4 | Pair the Controller | Start the controller application (on the tablet/console) and use the displayed pairing or activation code to link it with the main room system. |
| 4.5 | Configure Default Devices | Access the room settings on the controller to select the default **Camera**, **Microphone**, and **Speakers** for the room. Adjust the default volume level. |
| 4.6 | Calendar Integration | Link the room system to its corresponding resource calendar (Outlook/Exchange or Google Calendar) to enable one-touch join functionality. |

### Phase 5: Testing, Training, and Maintenance

The final steps ensure quality and establish an operational plan.

| Step | Action Item | Details & Notes |
| --- | --- | --- |
| 5.1 | Conduct a Full Test Call | Start a test meeting with both in-room and remote participants. Verify: - Audio: Clear voice pickup from all seating areas, no echo or distortion. - Video: Clear image quality, auto-framing (if available) works correctly. - Content Sharing: Test wired (HDMI) and wireless content sharing. - One-Touch Join: Verify that the room controller can start a scheduled meeting with a single tap. |
| 5.2 | Calibrate and Optimize | Adjust camera zoom, exposure, and microphone levels until performance is optimal. |
| 5.3 | Provide User Training | Train users on how to schedule, start, and join meetings, share content, and use the controller. |
| 5.4 | Set Up Management & Updates | Establish a schedule for software, app, and firmware updates (e.g., weekly updates during off-hours). **Teams Rooms:** Configure Pro Management Portal or Intune for remote monitoring and maintenance. **Zoom Rooms:** Enable automatic app/OS updates. |
| 5.5 | Document Support Plan | Note the helpdesk contact and troubleshooting steps for the room system. |

[View full post](https://blog.imagenetconsulting.com/audio-visual-resources/how-to-checklist-for-setting-up-a-zoom/teams-room-system)

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