Zoapi Explained: The Video Conferencing Solution for Smarter Meeting Rooms

The short answer

What is Zoapi?

Zoapi is a meeting room collaboration platform made by Zoapi Innovations, a software company based in Bengaluru, India. It combines five jobs that usually need separate products: wireless presentation, video conferencing, digital signage, calendar integration and room scheduling. All of it is managed from one cloud dashboard.

Zoapi sells both hardware and software. The hardware is plug-and-play: a Hub that sits behind the display, a touch controller for the table and a booking panel for the door. The software turns a Windows mini PC, or a computer module inside an interactive display, into the same Hub, and turns an ordinary tablet into a controller or booking panel.

The problem Zoapi was built for is the start of a meeting. A room set up for one video platform works well until a client sends an invite on another one. Then someone connects a laptop with a cable, the camera and microphone stay unused, and the meeting starts late. Zoapi lets the room join whichever platform the invite uses, from the calendar, without anyone changing the hardware.

Its largest public deployment is WeWork India. According to Zoapi's case study, WeWork India began with a small pilot to give members the same meeting room experience in every centre, and the rollout grew to thousands of meeting rooms across India.

How does Zoapi work in a meeting room?

A Zoapi Hub is a small computer. Hub Meet uses an Intel Core i5 processor, 8 GB of memory and 256 GB of storage, running a custom, locked-down version of Windows IoT. It mounts behind the display on the supplied VESA bracket and connects to:

• One or two displays through HDMI, USB-C or DisplayPort. Hub Meet drives a single 4K display or two Full HD displays, mirrored or extended, so the far end and the shared content can each have a screen.
• The network through Ethernet, which Zoapi recommends, or Wi-Fi.
• A camera, microphone and speakers. A USB video bar, a USB camera with a speakerphone, Bluetooth audio, or a professional audio processor (DSP) for a larger room.
• An HDMI cable, if you want one. Wired presentation runs through a USB-to-HDMI capture card plugged into the Hub.
• A Room Controller, optional, powered over the network cable (PoE).

When nobody is presenting, the display shows the room name, the next booked meeting, the share PIN and a short instruction on how to connect. Between meetings it can show digital signage: images, videos or web pages pushed from the dashboard.

1. Walk in and check the screen

   The display shows the room's next meeting and a share PIN. If calendar integration is set up, the meeting is already listed with a Join button.

2. Join the call with one tap

   Tap Join on the Room Controller, in the Zoapi app on your phone or laptop, or on a touch display. The Hub opens the right app, Zoom, Teams, Google Meet or Webex, and joins with the room's camera and audio.

3. Share your screen

   Connect from the Zoapi app, a browser, AirPlay or Miracast and enter the PIN. Your content goes to the room display and, during a supported call, to the remote participants as well.

4. Leave

   End the call from the controller or the app. If guest mode is set, any account someone signed in with during the meeting is removed when the session ends.

Two ways to run a video call

Zoapi supports two conferencing modes, and a room can use either.

• Endpoint mode. The call runs on the Hub itself, using the room's display, camera, microphone and speakers. People use their own device only to present and to control the call. This is how Hub Meet and Hub Connect Premium work.
• Wireless BYOD mode. The call runs on your Windows or macOS laptop, and the Zoapi desktop app connects the laptop wirelessly to the room's camera, microphone, speakers and display. No cable, and the meeting stays in your own account. Zoapi added this for Windows and macOS in Hub software version 10.9890, released on 19 August 2026. The industry also calls this BYOM, bring your own meeting.

Three ways to host a meeting from the room

Zoapi's own guidance gives three options, and most companies settle on one as their standard.

1. Host on your laptop, join the room as a guest. Start the meeting on your laptop, then let the Hub join it with one-click join. Mute your laptop's microphone and speaker first, or the room will echo.
2. Sign in on the Hub. Open the conferencing app on the Hub from the controller or the Zoapi app and sign in with your own account. With guest mode switched on, Zoapi deletes the sign-in at the end of the session, so nobody's account stays on the room.
3. Give the room its own account. IT assigns a conferencing account to the room and keeps it signed in. Invite the room to a meeting and it joins without waiting in the lobby. For Teams, Zoapi recommends assigning a Teams user licence to the meeting room resource.

The Zoapi product range

Zoapi's current range has four plug-and-play products, and each has a software-only twin.

Zoapi Hub Meet

The all-in-one Hub for meeting rooms and boardrooms. It runs video calls on Zoom, Teams, Google Meet, Webex and other apps, wireless and wired presentation for up to 16 people, digital signage, annotation and whiteboarding. Sold with a Premium subscription of one or three years.

Zoapi Hub Share

The wireless presentation Hub for huddle rooms, small meeting rooms and classrooms. Up to four people share at once, in full screen or quad view, from the app, a browser, AirPlay or Miracast. It does not run calls itself, but its Wireless BYOD feature lets a laptop use the room's camera and audio.

Zoapi Room Controller

A 10 inch tabletop touch panel for Hub Meet and Hub Connect Premium. Join booked meetings, mute the microphone, turn the camera on or off, end calls and switch presenters without touching the main display. Powered over the network cable, with a Kensington lock slot.

Zoapi Scheduler Sync

A 10 inch room booking panel for the door or glass wall. Four-sided LED lights show whether the room is free or booked, an NFC and RFID reader handles staff cards, and rooms booked by people who never arrive are released automatically.

Hub Connect needs at least an 11th generation Intel Core i5, 8 GB of memory, 256 GB of storage and Windows 10 or 11 IoT, Pro or Enterprise. The Controller app is included with Hub Meet Premium and Hub Connect Premium at no extra subscription.

Hub Connect Lite and Premium are not the same product at two prices. Lite gives four-person screen sharing, mirrored dual displays, single-image signage and a basic dashboard. Premium adds 16-person sharing, video conferencing with automated controls, calendar integration, extended displays, annotation, full signage, Connect from Any Network and detailed usage reports.

Hub Meet, Hub Share or Hub Connect: which fits your room?

Start from what people do in the room, not from the product list. If the room runs scheduled video calls, it needs Hub Meet or Hub Connect Premium. If people only show a screen, or take calls on their own laptops, Hub Share is enough.

Two details often decide it. Hub Share lets four people share at once, Hub Meet sixteen, which matters in a workshop or a design review where several people put their screens up side by side. And only Hub Meet and Hub Connect Premium can sit in a meeting on their own, so only they can be invited to a meeting and join it at the booked time with no laptop in the room.

For help sizing the camera and audio around the Hub, read our video conferencing devices explained guide and our conferencing room guide.

Which video platforms does Zoapi work with?

Zoapi Hub Meet and Hub Connect Premium support more than 20 conferencing and collaboration apps, including Zoom, Microsoft Teams, Google Meet, Webex, Amazon Chime and GoToMeeting. Zoapi installs and updates them through its own app store in the dashboard, and an IT team can sideload an app that is not listed.

Four platforms get Zoapi's deeper integration on the Premium plan: Zoom, Microsoft Teams, Google Meet and Webex. For these, the Hub can:

• Join a meeting with one tap from the room calendar or your personal calendar.
• Join by meeting ID or by pasting the meeting link.
• Give you mute, camera and end-call controls on the Room Controller or in the Zoapi app.
• Share the room's presentation content into the call automatically, so remote participants see what the room sees.

Calendars connect natively with Google Workspace and Microsoft 365, and through iCal, CalDAV or an API for other booking systems.

One limit to plan around: the Hub joins one meeting at a time. It cannot sit in a Teams call and a Zoom call at once, because each app needs the camera, microphone and speakers to itself.

How do you share your screen to a Zoapi Hub?

Every Zoapi room shows a PIN on the display, and the home screen tells you where to enter it. Without installing anything, open share.zoapi.com in Chrome, Edge, Firefox or Safari, enter the room PIN and choose what to share. For the full feature set, install the Zoapi app on Windows, macOS, Android or iOS. Apple devices can also use AirPlay, and Windows and Android devices can use Miracast, with no Zoapi software at all. Hub Share can show a QR code that joins a sharing session without typing the PIN.

To switch between presenters, select the next person's screen on the display or the controller. With a keyboard or remote connected to the Hub, the left and right arrow keys switch presenters in under a second.

Only Miracast from Windows and AirPlay from a Mac can use the room display as an extended second screen. For a cable, a laptop connects over HDMI through the capture card plugged into the Hub.

Guests do not need to join your corporate network. The Hub can sit on several isolated networks at once, for example the corporate LAN and the guest network, and it can broadcast its own Wi-Fi access point for visitors.

Room booking and meeting control

Zoapi treats the room as something to be booked, used and released, not only a place with a screen. Three features do that work.

Scheduler Sync at the door. The panel shows whether the room is free, booked or occupied, with LED lights on all four sides that can be seen down a corridor. Staff can book the room on the spot with one tap, identify themselves with an NFC or RFID card, and check out early to free the room. If nobody checks in, the booking is released automatically. It mounts on a wall or on glass, in portrait or landscape, and runs on one network cable. It connects to Google Workspace, Microsoft 365, Zoho, Zimbra, iCal, CalDAV or a booking system through an API.

Booking enforced on the Hub. IT can hide the share PIN when the room is not booked, so people book rooms properly instead of walking into an empty one. When the room is free, the same QR code can open the booking page instead.

The Room Controller on the table. It lists the day's meetings with Join buttons, and gives call controls and presenter switching for Zoom, Teams, Google Meet and Webex. Its remote keyboard and touchpad also operate any other app on the Hub. A company that already owns tablets can use the free Controller app instead.

The dashboard turns all of this into usage reports: which rooms are booked but empty, which are overbooked, and how long meetings really last. That is the data behind decisions such as splitting a boardroom that is mostly used by three people.

What IT teams should check before rolling out Zoapi

Zoapi is managed from a cloud dashboard at share.zoapi.com, and the Hub and the people sharing to it need a short list of network rules. Zoapi publishes them in its firewall and port guidelines. On Hub software 10.9500 and later, the main ones are:

• Internet: the Hub and every app reach share.zoapi.com on TCP 443, with WebSockets allowed.
• Inside the building: laptops and phones reach the Hub on TCP 443 and TCP 60000 to 60010 for control, and UDP 56790 to 56860 for screen sharing and conferencing media.
• AirPlay and Miracast: mDNS discovery on UDP 5353, plus their own ports, if you enable them. Miracast can also run over Wi-Fi Direct, which bypasses the network.
• Connect from Any Network: UDP 48600 to 49600 to Zoapi's relay servers, only if you switch the feature on.
• The conferencing apps: Zoom, Teams, Google Meet and Webex each have their own firewall requirements. Apply those as well.

On security, Zoapi lists ISO/IEC 27001:2022 certification, VAPT testing, testing against the OWASP Top 10, single sign-on through SAML and OIDC, and role-based access control. Communications are encrypted, and by default screen sharing media stays inside your network. The Hub runs a locked-down Windows IoT build, and guest mode removes personal sign-ins after each session.

For day-to-day management, the dashboard shows each Hub's health, pushes software and firmware updates over the air, applies settings in bulk and lets support staff see and control a Hub remotely through VNC. Since version 10.9830 in June 2026, Hubs can also stream their logs to a Syslog server. Zoapi offers an on-premise dashboard for large enterprises that cannot use a cloud service.

Zoapi vs Microsoft Teams Rooms, Zoom Rooms and ClickShare

Buyers comparing Zoapi usually have one of three alternatives in mind: a certified Microsoft Teams Rooms system, a certified Zoom Rooms system, or a wireless presentation product such as Barco ClickShare. They solve different problems.

Choose Zoapi when no single platform dominates your meetings, when visitors present often, or when you want to reuse cameras, displays and PCs you already own. Choose a certified Teams Rooms or Zoom Rooms system when the whole company runs on that one platform and you want the platform maker's own room software, management and support. Our Microsoft Teams Rooms and Zoom Rooms pages explain both.

One trade-off is worth knowing. Because Zoapi drives other companies' apps, a change in Zoom or Teams can need a Zoapi update to keep one-tap join and the controls working. Zoapi's release notes show regular fixes of this kind, so keep Hubs on automatic updates.

What does a Zoapi room cost?

Zoapi does not publish prices, and they depend on the product, the subscription term and the room around it. A Zoapi room quote has these lines.

As a guide, Kasturi's starting prices for a complete video conferencing room are from RM 8,000 for a huddle room of 2 to 5 seats, from RM 15,000 for a meeting room of 6 to 12 seats, and from RM 30,000 for a boardroom of 12 to 20 seats. These cover hardware and system. Installation and cabling are quoted after the site survey. Ask for the renewal price of the subscription in the same quote, so the running cost is clear before you buy. Our meeting room AV pricing page and our guide to video conferencing system costs in Malaysia break the numbers down further.

Where Zoapi fits best, and where it does not

Good fits

• Companies working across platforms. Your team uses Teams, your clients send Zoom invites and a regional office prefers Google Meet. Every room joins all of them the same way.
• Client-facing rooms. Visitors share from their own laptop or phone through a browser, AirPlay or Miracast, on the guest network, without installing anything.
• Coworking and serviced offices. Members bring every platform and every kind of device. WeWork India's rollout is the reference case.
• Training rooms and classrooms. Sixteen people can share, presenters annotate on an interactive display, and Hub Connect can run inside the display's OPS slot with no box on the wall.
• Reusing what you own. Hub Connect turns an existing Windows mini PC into a Zoapi room, and the Hub works with most USB cameras and speakerphones.
• IT teams running many rooms. One dashboard covers every Hub and booking panel, in every branch.

Less suitable

• A Teams-only or Zoom-only company that wants the platform maker's own room software, certified hardware and management. A certified Teams Rooms or Zoom Rooms system fits that better.
• Networks that cannot open the ports above, or cannot allow the Hub and laptops to see each other. Wireless sharing depends on it.
• Rooms where nobody wants to manage a subscription. The Premium features that make Zoapi worth choosing are on a one or three year term.

How Kasturi installs a Zoapi room

Kasturi Technology has designed and installed meeting rooms in Malaysia since 1998, with more than 2,500 rooms deployed. Kasturi supplies and installs Zoapi alongside its authorised partner brands, so the camera and audio around the Hub come from the same team.

Kasturi's own engineers and technicians survey, design, install and support every room, with no subcontractors. The proposal is specific to the room and separates equipment from installation. Before handover, every room must pass a one button test: anyone can walk in and start a call without calling IT. A real call is run, and staff are trained. Installation takes one day for a huddle room, one to two days for a meeting room and three to five days for a boardroom or training hall, and wiring can be done after hours or at weekends. Support responds within four business hours.

The consultation, product demo and site assessment are free in Peninsular Malaysia. For East Malaysia, contact Kasturi to arrange the project discussion.

How this guide was checked

Every Zoapi product fact comes from Zoapi's own product pages and knowledge base, read on 6 November 2026: the Hub Meet, Hub Share, Hub Connect, video conferencing, Room Controller and Scheduler Sync pages, the feature comparison across platforms, the firewall and port guidelines, the guide to hosting video calls, the Hub release notes for 2026 and the WeWork India case study. The comparison uses Microsoft's third-party meeting join documentation, Zoom's Room Connector page and Barco's ClickShare Hub Wireless BYOD announcement. Zoapi notes that features vary by product, subscription plan, conferencing platform and hardware, so confirm the exact feature list for your plan in the quote.