Zoapi Room Scheduler Settings

Zoapi Scheduler provides a wide range of configuration options that allow organizations to customize the scheduler interface, room booking workflow, branding, and user experience based on workplace requirements. This section explains how each setting affects the scheduler screen and overall booking experience.

Product support note: Some settings available in the dashboard apply only to Zoapi Scheduler Sync devices.

All these settings can be configured from your Zoap Admin Dashboard

General #

The General Settings section allows administrators to configure the core behavior and functionality of the Zoapi Scheduler. These settings help customize the scheduling experience and device behavior to match your organization’s requirements.

Key #

The Key is the unique licence or pairing key assigned to a specific Zoapi Scheduler device. It is used to associate the physical scheduler panel with its room configuration in the Zoapi Dashboard.

This key is required during scheduler setup, pairing, support, migration, and troubleshooting scenarios where the exact scheduler device must be identified.

Default Value: Scheduler Sync devices come with preconfigured license key. If your are using Zoapi Scheduler core, a unique license key per meeting room will be shared with you at the time of purchase.

Status #

Status controls whether the scheduler licence is currently active on a device. Since one licence can be used on only one scheduler device at a time, the license key must be deactivated before moving the licence to another device.

This setting is mainly used when replacing damaged hardware, moving the scheduler to a new tablet, or reusing the licence on another device.

Available: Scheduler Core only. Not available on Scheduler Sync devices.

Options
Deactivated: The licence is inactive on the current device and can be moved to another scheduler device.
Activated: The licence is active and currently linked to the configured scheduler device.

Default Value: Unused for newly generated scheduler keys until the device is configured.

Device Name #

Device Name is the internal name used by administrators to identify the scheduler device in the dashboard.

Use a simple and recognizable name such as “Boardroom” or “Reception” to make device management easier.

Default Value: Blank until configured.

Room Name #

Room Name is the name shown on the scheduler screen for the meeting room.

Use this setting when you want to display a custom room name instead of the calendar or resource name.

If this field is left blank, the scheduler will automatically use the connected room or calendar name.

Default Value: Blank.

Password #

Password protects the local scheduler settings and restricted actions on the device.

Use this setting to prevent unauthorized users from opening or modifying scheduler settings directly from the panel.

Default Value: Check the dashboard for default value.

Timezone #

Timezone controls the local time used by the scheduler.

Make sure the correct timezone is selected so meeting timings, booking slots, and room availability appear accurately.

Default Value: Asia/Kolkata, unless changed during deployment

Time Format #

Time Format controls how time is displayed on the scheduler screen.

You can choose between 12-hour and 24-hour time format based on regional or workplace preference.

Options:
12-hour: Displays time using AM/PM format such as 2:30 PM.
24-hour: Displays time using 24-hour format such as 14:30.

Default Value: 12-hour format.

Layout #

Layout controls how the scheduler home screen looks and what information is shown to users.

Detailed layout shows more meeting information and actions. Minimal layout keeps the screen cleaner and simpler. Visitor/Title layout is designed for guest-facing areas, shared cabins or classrooms where limited interaction is preferred.

Options
Detailed: Shows room status, meeting details, booking information, and user actions. Best for regular workplace meeting rooms.
Minimal: Shows a simpler and cleaner interface with only one meeting information and room details.
Visitor/Title: Shows a guest-friendly interface with limited interaction and simplified room information. (Eg: Greet Visitors, Shared cabins or classrooms). You can also configure custom message to be displayed instead of meeting details

Default Value: Detailed.

Visitor Layout Content #

Choose what should be displayed on the screen when the layout is configured for Visitor/Title mode.

Options
Custom: Configure a custom message to be displayed on the screen instead of meeting details
Meeting details: Display current or upcoming meeting details
Meeting name only: Display current or upcoming meeting title

Default Value: Custom

Visitor Layout Description #

Description to be show when Visitor Layout Content is configured to be Custom. This could be any information like Welcoming a guest or Displaying a warning etc.

Default Value: Empty

Timeline #

Timeline adds a visual room schedule to the scheduler screen. It helps users quickly understand which time slots are free or occupied throughout the day. This also allows users to select on a specific window for adhoc bookings.

This is useful when users need to see upcoming room availability directly from the scheduler.

Default Value: Disabled.

Theme #

Theme controls the overall appearance of the scheduler screen.

Light theme is suitable for brighter spaces, while Dark theme gives the scheduler a more premium and softer appearance.

Options:
Light: Uses a brighter interface suitable for well-lit office spaces.
Dark: Uses a darker interface that is easier on the eyes in dimly lit rooms.

Default Value: Dark.

Updates #

Updates controls whether the scheduler is allowed to receive software updates when new versions become available.

It is recommended to keep this enabled so the scheduler receives the latest improvements, fixes, and security updates.

On Zoapi Scheduler Sync devices, this setting also works together with the Update Interval setting.

Default Value: Enabled.

Update Interval #

Update Interval controls the preferred time window during which scheduler updates can be downloaded and installed.

This is useful for scheduling updates during non-working hours to avoid interruptions during meetings.

Available: Scheduler Sync only. Scheduler Core does not support auto updates as the app will not have the privilege to update itself. Visible only when Updates is enabled.

Default Value: 9:00 PM to 4:00 AM.

Users List #

Users List is used when User Suggestion is configured to use a custom uploaded users list. Users list is also used for RFID card verification and meeting modifications when configured.

To configure this feature, upload a Users CSV file through Dashboard Drive. While uploading, select the Users content type and use the built-in CSV template.

The template supports the following fields:

• name
• email
• card_id

The uploaded users list is used for:

• User suggestions during booking
• RFID/NFC card verification
• Check-in workflows
• Meeting modification verification

If Microsoft suggestions are also enabled, the scheduler can use both Microsoft directory suggestions and the uploaded users list together.

Default Value: None.

Screensaver Display Mode #

Screensaver Display Mode controls when the screensaver should appear on the scheduler. Screen Saver needs to be configured under Signage Tab.

Options:
Based on room availability: Shows the screensaver only when the room is free.
Based on device idleness: Shows the screensaver after the scheduler remains inactive for the configured timeout duration.

Default Value: Based on room availability.

Screensaver Timeout #

Screensaver Timeout controls how long the scheduler waits after being idle before showing screensaver.

Shorter durations display signage faster, while longer durations keep the room status screen visible for more time.

Default Value: 60 seconds.

Signage > Backdrop #

(This setting is available under Signage tab)

Backdrop allows administrators to configure a custom background image for the scheduler screen using Dashboard Drive content.

This is useful when the scheduler needs a branded or room-specific background image.

Backdrop remains visible as part of the scheduler interface and is different from screensaver content.

Default Value: No backdrop configured.

Signage > Logo #

(This setting is available under Signage tab)

Logo allows administrators to select a custom logo for the scheduler from Dashboard Drive.

This is useful for company branding, venue branding, or room-specific customization.

If no logo is selected, the scheduler uses the default Zoapi logo.

Default Value: Default Zoapi logo.

Signage > Screensaver #

(This setting is available under Signage tab)

Screensaver controls the media shown when the scheduler enters screensaver mode.

Administrators can add media from Dashboard Drive, set playback order, and configure display duration for each item.

The screensaver follows the configured Screensaver Display Mode and Screensaver Timeout settings.

Default Value: No screensaver media configured.

Past Events Appearance #

Past Events Appearance controls whether completed meetings remain visible on the scheduler screen.

This setting helps control how much meeting history users can see on the scheduler.

Options:
Hidden: Completed meetings are not shown on the scheduler.
Visible: Completed meetings remain visible on the scheduler screen.
Only visible in calendar: Completed meetings are hidden from the main scheduler screen but remain visible in the calendar view.

Default Value: Only visible in calendar.

Calendar View Visibility #

Calendar View Visibility controls whether users can open the detailed calendar view from the scheduler.

Options
Hidden: Users cannot access the calendar view from the scheduler.
Visible: Users can open the calendar view to browse room schedules and upcoming meetings.

Default Value: Visible.

Room Booking QR #

Room Booking QR allows the scheduler to display a QR code for external room booking.

When enabled, users can scan the QR code to open the configured booking page, app or booking workflow.

Options
Disabled: No QR code is displayed on the scheduler.
Enabled: Displays a QR code for room booking.

Default Value: Disabled.

Room Booking QR Data #

Room Booking QR Data defines the URL or booking information linked to the QR code. Scheduler will generate a QR code which will redirect the users to configured URL.

This setting becomes visible only when Room Booking QR is enabled.

When users scan the QR code, they are redirected to the configured booking page, app or booking system.

Default Value: Blank.

Room Information #

Room Information settings allow administrators to display additional details about the meeting room on the scheduler screen. These details help users quickly understand the room facilities, available equipment, and room features before booking or entering the room.

Capacity #

Capacity displays the seating capacity of the meeting room on the scheduler screen.

This helps users quickly identify whether the room is suitable for their meeting size.

Default Value: Disabled.

Capacity Value #

Capacity Value defines the number of people the room can comfortably accommodate.

This setting becomes visible only when Capacity is enabled.

Default Value: Blank.

Meeting Settings #

Meeting Settings control how meetings are managed directly from the scheduler. These settings define how users check in to meetings, modify bookings, manage room occupancy, and control meeting visibility on the scheduler screen.

Check-In #

Check-In controls whether users must confirm their attendance for an active meeting. Enabling Check-In also allows you to enable auto-deletion of meetings on no shows.

This helps organizations reduce unused room bookings and improve room utilization. Depending on the deployment setup, check-in can be simple or verified using email, RFID card, or custom authentication methods.

Options
Disabled: Users do not need to check in for meetings. The room follows the normal calendar booking status. In this case, Scheduler will show either Available (Green) or Busy (Red).
Enabled: Users can check in directly from the scheduler without additional verification. This enables third status for the scheduler. Available (Green), Busy (Orange), Occupied (Red)
With email only: Users must verify their identity using email before completing check-in. After entering the email id, users will receive an email OTP/QR Code and user need to verify the OTP on the panel.
With RFID card only: Users check in using a registered RFID or NFC card.
With email and RFID card: Users can complete check-in using either email OTP verification or RFID card authentication.
With custom authentication using Calendar API only: Check-in follows a custom authentication workflow configured through Calendar API integration.
With custom authentication using Calendar API and RFID card: Users can complete check-in using either the custom authentication workflow or RFID card verification.

How Check-In Verification Works

With simple check-in, users tap the Check In button on the scheduler and the room immediately becomes occupied.

With email-based check-in, users enter their email address. The scheduler checks whether the email belongs to the meeting organizer, creator, or attendee where supported. After validation, the scheduler sends a verification email containing a QR code and a 4-digit verification code.

Users can complete check-in either by entering the code on the scheduler or by scanning the QR code.

With RFID check-in, users tap their registered RFID or NFC card on the scheduler.

The email verification code remains valid for 5 minutes and becomes invalid after multiple incorrect attempts.

When both email and RFID verification are enabled, users can choose either method.

With custom authentication using Calendar API, the meeting itself can provide custom check-in information such as QR codes, access codes, or check-in URLs. The scheduler displays the available authentication method and completes the check-in process using the configured workflow.

When custom authentication and RFID are combined, users can either complete the custom authentication process or use their RFID card depending on what is configured for the meeting.

Default Value: Enabled.

Custom Check-In Description

Custom Check-In Description allows administrators to display additional instructions for custom authentication-based check-in workflows.

This setting becomes visible only when a Calendar API based check-in option is selected.

Use it to explain the steps users must follow to complete the custom check-in process.

Default Value: Blank.

On-Spot Booking Auto Check-In #

On-Spot Booking Auto Check-In automatically checks in meetings that are booked directly from the scheduler panel.

This reduces extra steps for users who book and immediately start using the room.

Options
Disabled: Users must manually check in after creating a booking from the scheduler.
For immediate on-spot bookings: Bookings created for immediate room usage are automatically checked in.
For all on-spot bookings: All meetings booked directly from the scheduler are automatically checked in.

How Auto Check-In Works

When enabled for immediate bookings, meetings booked for the current time are automatically marked as checked in immediately after booking.

When enabled for all on-spot bookings, all scheduler-created meetings are automatically treated as checked in based on the selected policy.

Default Value: For immediate on-spot bookings.

Auto-Delete Meetings #

Auto-Delete Meetings automatically releases the room in the booking portal when nobody checks in for a scheduled meeting.

This helps reduce ghost meetings and makes unused rooms available again for booking.

Default Value: Disabled.

Auto-Delete Duration #

Auto-Delete Duration controls how long the scheduler waits before automatically releasing a room when no user checks in.

This setting becomes visible only when Auto-Delete Meetings is enabled.

Default Value: 10 minutes.

Meeting Modification #

Meeting Modification controls whether users can edit or delete meetings directly from the scheduler.

Organizations can allow open meeting modification or require additional verification using email or RFID authentication.

Options
Disabled: Users cannot modify or delete meetings from the scheduler.
Enabled: Users can edit or delete meetings directly without additional verification.
With email only: Users must complete email verification through OTP or QR Code before modifying meetings.
With RFID card only: Users must verify using a registered RFID or NFC card before modifying meetings.
With email and RFID card: Users can use either email verification or RFID card authentication.

How Meeting Modification Verification Works

When email verification is enabled, users must first enter their email address before modifying a meeting. The scheduler checks whether the email belongs to the organizer, creator, or attendee where supported.

After validation, the scheduler sends a verification email containing a QR code and a 4-digit verification code. Users can either scan the QR code or manually enter the verification code on the scheduler.

The verification code remains valid for 5 minutes and becomes invalid after multiple incorrect attempts.

With RFID verification, users tap their registered RFID or NFC card to confirm authorization.

When both email and RFID verification are enabled, users can complete verification using either method.

After successful verification, users can edit or delete the meeting directly from the scheduler.

If Meeting Notification is enabled, the organizer can also receive a notification email when the meeting is modified or deleted.

Default Value: Disabled.

Future Meeting Modification #

Future Meeting Modification controls whether users can modify meetings that have not started yet.

This setting becomes available only when Meeting Modification is enabled.

Options
Disabled: Users cannot modify upcoming meetings from the scheduler.
Enabled: Users can modify upcoming meetings if meeting modification is allowed.

Default Value: Enabled.

Active Meeting Modification Check-In #

Active Meeting Modification Check-In controls whether an active meeting must first be checked in before users are allowed to modify it.

This setting becomes available only when Meeting Modification is enabled.

Options
Disabled: Users can modify active meetings even if the meeting has not been checked in.
Enabled: Users must complete meeting check-in before modifying the meeting.

Default Value: Enabled.

Meeting Name Visibility #

Meeting Name Visibility controls whether meeting titles are displayed on the scheduler screen.

Disable this setting in privacy-sensitive environments where meeting names should not be visible.

Default Value: Visible.

Organizer Visibility #

Organizer Visibility controls whether organizer information is displayed along with meetings on the scheduler.

Disable this setting when organizer details should remain private.

Default Value: Visible.

Meeting Notification #

Meeting Notification controls whether meeting organizers receive notifications when meetings are modified or deleted from the scheduler.

This helps organizers stay informed about booking changes performed directly from the room scheduler.

Default Value: Disabled.

On-Spot Bookings #

On-Spot Booking settings control how users can create room bookings directly from the scheduler screen. These settings help organizations manage walk-up bookings, booking verification, organizer details, and meeting duration policies.

On-Spot Bookings #

On-Spot Bookings controls whether users can create bookings directly from the scheduler screen.

Enable this setting for self-service room booking. Disable it when rooms should be booked only through the room booking system.

Default Value: Enabled.

Custom Booking #

Custom Booking allows users to select their own meeting start time and end time while creating bookings from the scheduler.

Disable this setting when users should be allowed to choose only from predefined time slots.

Default Value: Enabled.

Max Meeting Duration #

Max Meeting Duration limits how long a meeting booked directly from the scheduler can last.

This helps prevent very long walk-up bookings and keeps rooms available for more users throughout the day.

Default Value: Not configured.

Organizer Name #

Organizer Name controls whether users are asked to enter their name while creating a booking from the scheduler.

Depending on workplace policy, organizer names can be disabled, optional, or mandatory.

Options
Disabled: Users are not asked to enter an organizer name.
Optional: Users can enter their name, but it is not required to complete the booking.
Required: Users must enter an organizer name before creating the booking.

Default Value: Disabled.

Default Meeting Name #

Default Meeting Name defines the fallback title used for quick bookings created from the scheduler.

This is useful when users are not required to enter a custom meeting name.

Use simple meeting titles such as “Quick Meeting” or “Instant Meeting.”

Default Value: Zoapi Quick Meeting.

Organizer Email #

Organizer Email controls whether users are asked to enter their email address while creating a booking from the scheduler.

Depending on the deployment policy, organizer email can be disabled, optional, or mandatory.

This is especially useful when booking verification or organizer notifications are required.

Options
Disabled: Users are not asked to enter an organizer email.
Optional: Users can enter an organizer email, but it is not required.
Required: Users must enter an organizer email before completing the booking.

Default Value: Disabled.

Booking Verification #

Booking Verification adds an additional verification step before users are allowed to create bookings from the scheduler.

This helps organizations control unauthorized room bookings and improve booking accountability.

Options
Disabled: Users can create bookings without verification.
With email only: Users must complete email verification before the booking is created.
With RFID card only: Users must verify using an RFID or NFC card.
With email and RFID card: Users can verify using either email verification or RFID authentication.

How Booking Verification Works

With email verification, users enter their organizer email while creating the booking. The scheduler sends a verification email containing a QR code and a 4-digit verification code.

Users can complete verification either by entering the verification code manually or by scanning the QR code using the scheduler camera.

With RFID verification, users tap their registered RFID or NFC card on the scheduler.

When both email and RFID verification are enabled, users can complete verification using either method.

The email verification code remains valid for 5 minutes. After multiple incorrect attempts, users must restart the verification process. The resend option becomes available after a short waiting period.

Default Value: Disabled.

User Suggestion #

User Suggestion helps users quickly find organizer details while booking rooms, checking in, or modifying meetings.

Suggestions can come from Microsoft 365 integration or from a custom uploaded users list.

Options
Disabled: No user suggestions are displayed.
With Microsoft integration: Suggestions are pulled from the connected Microsoft 365 directory. This makes it easier for users to search and select workplace users by name or email.
To use this feature, Microsoft 365 integration must be configured with the “Suggestions for booking in scheduler” permission enabled.
With users list: Suggestions are pulled from a custom users list uploaded through Dashboard Drive.
This option is useful when organizations want complete control over available user names, emails, and optional RFID card IDs shown on the scheduler.

Default Value: Disabled.

Device API #

Device API settings allow the scheduler to communicate with external systems whenever room-related events happen. These settings are commonly used for automation, room integration, monitoring systems, access control, or third-party workflows.

Examples include:

• Triggering room automation after check-in
• Unlocking doors when meetings start
• Sending room status to monitoring systems
• Starting external workflows when meetings begin or end

How Device API Callbacks Work

When a configured scheduler event occurs, the scheduler sends a POST request to the configured URL for that event.

The request includes:

• Authorization Token in the Authorization header
• JSON data in the request body

The JSON body always includes the appKey so the receiving system can identify which scheduler triggered the event.

Some callbacks also include meetingId information when meeting details are available.

Callback Details #

• Room Busy and Room Occupied callbacks include meetingId when available
• Meeting Start and Meeting End callbacks include meetingId
• Check-In and Custom Action callbacks include appKey

If no URL is configured for a specific event, the scheduler skips that callback automatically.

The receiving system should respond successfully after handling the callback request.

Authorization Token #

Authorization Token secures Device API communication between the scheduler and external systems.

This token should be shared only with trusted systems that are allowed to receive scheduler events.

How Authorization Token Works

For Device API callbacks, the scheduler sends this token in the Authorization header of the request.

External systems can use this token to verify that the request came from a trusted scheduler deployment.

The same token is used across:

• Room status callbacks
• Meeting start and end callbacks
• Check-in callbacks
• Custom action callbacks

Default Value: An authorization token is automatically generated for the scheduler.

Custom Action #

Custom Action adds a configurable action button to the scheduler screen.

This can be used for customer-specific actions such as:

• Unlocking doors
• Calling support
• Triggering automation
• Requesting room service
• Starting external workflows

Options
Disabled: No custom action button is shown on the scheduler.
Enabled: The custom action button is always visible on the scheduler.
When room is occupied: The custom action button appears only when the room is occupied.
When room is busy or occupied: The custom action button appears only during active room usage states.

How Custom Action Works

When users tap the custom action button, the scheduler sends a request to the configured Custom Action URL.

If a Custom Action Password is configured, users must enter the password before the action is triggered.

The request includes:

• Authorization Token in the Authorization header
• appKey in the JSON body

Default Value: Disabled.

Custom Action Name: #

Custom Action Name defines the label shown for the custom action button on the scheduler screen.

Examples include:

• Unlock Door
• Call Support
• Request Service

This setting becomes visible only when Custom Action is enabled.

Default Value: Blank.

Custom Action URL: #

Custom Action URL defines the external URL triggered when users perform the custom action.

This setting becomes visible only when Custom Action is enabled.

Request Details #

When triggered:

• The scheduler sends the Authorization Token in the Authorization header
• The scheduler sends appKey in the JSON body

Default Value: Blank.

Custom Action Password: #

Custom Action Password adds password protection to the custom action workflow.

When configured, users must enter the password before the scheduler triggers the custom action.

This setting becomes visible only when Custom Action is enabled.

Default Value: Blank.

Check-In URL #

Check-In URL is triggered whenever a successful meeting check-in happens.

This is useful when external systems must react to meeting check-ins.

Request Details #

After successful check-in:

• The scheduler sends the Authorization Token in the Authorization header
• The scheduler sends appKey in the JSON body

Default Value: Blank.

Room Available URL #

Room Available URL is triggered when the room becomes available. In case of overlapped meetings or continuous meeting, this will be triggered only if the room becomes available.

This can be used to notify external systems that the room is free.

Request Details #

When triggered:

• The scheduler sends the Authorization Token in the Authorization header
• The scheduler sends appKey in the JSON body

Default Value: Blank.

Room Busy URL #

Room Busy URL is triggered when the room becomes busy because of an active scheduled meeting. This event will not be triggered in between consecutive meetings.

This is useful for room automation, occupancy monitoring, or external workflow integration.

Request Details #

When triggered:

• The scheduler sends the Authorization Token in the Authorization header
• The scheduler sends appKey in the JSON body
• meetingId is included when meeting details are available

Default Value: Blank.

Room Occupied URL #

Room Occupied URL is triggered when the room is actively occupied.

This helps external systems understand whether the room is actually being used.

Request Details #

When triggered:

• The scheduler sends the Authorization Token in the Authorization header
• The scheduler sends appKey in the JSON body
• meetingId is included when meeting details are available

Default Value: Blank.

Meeting Start URL #

Meeting Start URL is triggered when a meeting starts. This event will be triggered for every meeting even if there are overlap with other meeting or in case of back to back meeting.

This can be used to trigger automation, analytics, or external meeting workflows.

Request Details #

When triggered:

• The scheduler sends the Authorization Token in the Authorization header
• The scheduler sends appKey and meetingId in the JSON body

Default Value: Blank.

Meeting End URL #

Meeting End URL is triggered when a meeting ends. This event will be triggered for every meeting even if there are overlap with other meeting or in case of back to back meeting.

This can be used to stop automation workflows, release room resources, or notify external systems.

Request Details #

When triggered:

• The scheduler sends the Authorization Token in the Authorization header
• The scheduler sends appKey and meetingId in the JSON body

Default Value: Blank.

If you have any additional questions or need further assistance, please write to support@zoapi.com or contact our customer success team using the chat widget available at the bottom-right corner of the Zoapi website.