Onboarding Zoom Workspace in Biamp Workplace
Purpose
This document describes the end-to-end onboarding experience between Zoom Workspace (ZWS) and Biamp Workplace (BWP).
It defines:
• The onboarding flow
• The structural behavior of Zoom-managed Locations
• The device provisioning experience
• The integration states and behavior
Part I — Onboarding Flow
1. Prerequisites
Before starting the integration between Zoom Workspace (ZWS) and Biamp Workplace (BWP), the IT Manager must:
• Have Zoom admin permissions
• Have or be able to create a Biamp Workplace Organization
• Ensure network access for Kleeo devices
• Install the Biamp Booking App (mobile) with NFC capability
2. Installing and Launching the Biamp Workplace OAuth App in Zoom
Action:
The IT Manager logs into the Zoom Workspace Admin Portal and installs the Biamp Workplace OAuth App.
Once installed, the IT Manager launches the Biamp Workplace App directly from within Zoom Workspace.
System Response:
- The Biamp Workplace application opens inside Zoom Workspace.
- An embedded authentication web page/iframe (BWP Auth UI) is displayed within the Zoom interface.
- The BWP Auth UI presents the Biamp Workplace login screen.
- The authentication process takes place inside this embedded frame without redirecting the user outside Zoom.
This ensures secure OAuth-based authentication between ZWS and BWP
3. Authentication, Organization Selection, and Connection Confirmation
Authentication
Action:
The IT Manager logs into Biamp Workplace using valid BWP credentials within
the embedded login frame.
System Response:
- The system validates the credentials.
- The IT Manager’s associated Biamp Workplace Organizations are retrieved.
Organization Selection or Creation
After successful authentication, the IT Manager is required to do one of the following:
- Select one of the existing BWP Organizations associated with their account
-or-
- Create a new BWP Organization
If a new Organization is created:
- It is created as a standard BWP Organization.
- It follows the same structure and behavior as any Organization created directly within BWP.
- It is not technically different or specialized for ZWS.
Organization Selection or Creation
After successful authentication, the IT Manager is required to do one of the follwing:
- Select one of the existing BWP Organizations associated with their account
-or-
- Create a new BWP Organization
If a new Organization is created:
- It is created as a standard BWP Organization.
- It follows the same structure and behavior as any Organization created directly within BWP.
- It is not technically different or specialized for ZWS
4. Automatic Hierarchy Synchronization
Following connection confirmation:
System Response:
- The Zoom Workspace hierarchy is automatically mirrored into the selected BWP Organization.
- Zoom-managed Locations are created automatically.
- Each mirrored Location is linked to a unique Zoom ID.
- Zoom becomes the authoritative source for the mirrored hierarchy.
No additional organization-level enabling step is require
Part II - Device Provisioning
5. Provisioning Kleeo Devices
The Kleeo provisioning model applies equally to BWP and Zoom-managed locations and remains unchanged from the existing implementation.
Actions:
- Open the Biamp Booking App
- Log in
- Select building > floor > workspace (mirrored from Zoom)
- Enter Wi-Fi credentials if required
- Tap Kleeo via NFC
System Response:
- Kleeo is associated with the selected Zoom-maged location
- Device registration is completed automatically via API
- Device displays Zoom reservation UI and QR code
- Booking logic, naming, and reservation rules are fully controlled by Zoom.
Part IV - Integration and States and Disconnection Behavior
This section defines the operational states of the ZWS–BWP integration and the corresponding system behavior.
BWP does not actively initiate, terminate tor suspend he OAuth connection.
The connection state is determined by the OAuth authorization established through the BWP Oauth app UI inside ZWS.
7. Integration States
The integration operates according to three distinct states:
Connected
A valid OAuth authorization exists between ZWS and the selected BWP Organization.
System Behavior:
- Automatic hierarchy synchronization is active
- Webhooks from ZWS are processed
- Structural reconciliation is enforced
- Zoom-managed Locations are automatically recreated if deleted
- Structural changes in ZWS (rename, move, add, remove) are reflected in
- BWP
- • Kleeo devices operate normally with live Zoom booking data
Zoom remains the authoritative source of the mirrored hierarchy
Error (Temporary Failure)
The OAuth authorization remains valid, but temporary technical issues prevent synchronization (e.g., network failure, API timeout, service interruption).
System Behavior:
- Synchronization is temporarily paused
- BWP automatically retries connection attempts
- Zoom-managed Locations remain unchanged
- No structural reconciliation occurs while the error persists
- Kleeo devices continue operating with the last known valid booking state
- Integration status displays error information
No structural modification occurs during this state.
Disconnected (OAuth Revoked or App Uninstalled)
The OAuth authorization has been revoked in ZWS or the BWP app has been uninstalled from ZWS.
System Behavior:
- Synchronization is stopped
- Webhooks are no longer processed
- Zoom-managed Locations remain visible in BWP
- Automatic regeneration of deleted Locations is disabled
- Structural changes in Zoom are no longer reflected in BWP
- Kleeo devices remain provisioned but Zoom-based booking functionality is suspended until the integration is restored
To restore synchronization, the IT Manager must relaunch the BWP app inside ZWS and complete the OAuth authentication process again.
Biamp Workplace does not initiate reconnection autonomously.
Purge of Zoom-Managed Locations
The purge command is available only when the integration state is Disconnected (OAuth revoked or app uninstalled).
While the integration is in the Connected or Error state:
- Purge is not available
- Structural reconciliation remains governed by ZWS
When the integration is Disconnected:
- The IT Manager may execute a purge of all Zoom-managed Locations within the Organization
- Only Locations identified by a valid Zoom ID are removed
- BWP-managed Locations are not affected
- Device bindings based on Zoom ID are preserved internally
If the integration is later re-established:
- Zoom hierarchy is mirrored again
- Zoom-managed Locations are recreated
Security and Control Model
Connection control resides in ZWS through OAuth authorization.
BWP:
- Reflects the OAuth state
- Enforces structural integrity while Connected
- Allows structural cleanup only when Disconnected
- Preserves device identity independently of connection state
This model minimizes administrative interactions within BWP while maintaining structural consistency and enterprise-grade control.