Getting Started with Meeting Room TV

Overview

Meeting Room TV enables organizations to join and manage Microsoft Teams, Zoom, and Google Meet calls directly from small to medium-sized conference rooms using familiar enterprise hardware options. Designed for rooms with up to 12 participants, it provides a simple, IT-managed way to launch and control scheduled meetings from within the room.

Intended Use

Meeting Room TV is a good fit for:

• Huddle rooms
• Small to medium-sized conference rooms
• Teams that need reliable video meeting access without complex AV infrastructure

Meeting Room TV integrates with Microsoft 365 and Google Workspace room calendars to display scheduled meetings and provide in-room meeting controls.

Setup Overview

Meeting Room TV runs on a dedicated room computer or Chromebox connected to:

• A TV or display panel
• A conference camera
• A USB speaker and microphone device

An optional tabletop touchscreen controller can also be added for meeting control from the table.

No proprietary hardware kit is required.

Before You Start

Before setting up Meeting Room TV, make sure you have:

• A Meeting Room 365 account, or a new account ready to be created
• IT admin access to your Microsoft 365 or Google Workspace environment
• Permission to create and manage room resources
• Hardware available for the room setup

Already using Meeting Room 365?

If you are setting up a new room or have not yet configured the room resource account, complete Step 1 first.

Existing Meeting Room 365 customers who have already configured their room resource accounts can skip Step 1 and proceed to Step 2.

If you are setting up a new room or have not yet configured the room resource account, complete Step 1 first.

Meeting Room TV can be deployed on its own or alongside Meeting Room 365 room displays, giving organizations a consistent room scheduling and meeting experience across spaces.

Setup

Step 1: Prepare Your Room Calendar Account

Choose the setup path that matches your environment.

Microsoft 365

Create a Room Resource Mailbox

Each conference room must have its own Room Resource Mailbox in Microsoft 365.

Already have one set up for the room? You can move on to Step 2.

The Room Resource Mailbox provides:

• A unique email address for the room
• A dedicated calendar
• Automatic meeting acceptance and scheduling behavior

This mailbox represents the room in Exchange Online and is used during device setup.

Set Sign-In Credentials

After creating the Room Resource Mailbox, set or reset its password so it can be used to sign in during setup.

This is required because the in-room application authenticates directly with the room account credentials.

Although a Room Resource Mailbox is not the same as a standard licensed user account, it still has:

• A user account for authentication
• A mailbox
• A calendar
• Automatic room booking behavior

Google Workspace

Create a Service User Account

First, create a Google Workspace service user in the Google Workspace Admin Console. This account is used by Meeting Room 365 to access your room calendar data.

Examples:

• [email protected]
• [email protected]

This account must have Super Admin privileges, or the required delegated admin rights based on your deployment model.

Create Resource Calendars

Create a resource calendar for each meeting room in Google Workspace.

Each room resource will have its own calendar and email address for handling scheduled meetings.

Share Room Calendars with the Service User

Grant the service user access to each room calendar.

This allows Meeting Room 365 to support features such as:

• Instant booking
• Extend meeting
• End meeting early

Step 2: Create a New TV Display in the Meeting Room 365 Admin Portal

In the Meeting Room 365 Admin Portal:

1. Click New Display
2. Select TV Panel and Controller
3. Follow the prompts to sign in to the room resource account
4. Generate a unique Display Key

You will use this Display Key later during device setup.

Step 3: Set Up the Hardware

Each room will typically need:

• A dedicated room computer or Chromebox
• A TV or display panel
• A conference camera
• A USB speaker and microphone device
• An optional touchscreen controller

For recommended devices, see the Hardware Selection Guide.

Room size, table layout, cable runs, and mounting position may affect your final hardware setup.

For recommended devices, compatibility guidance, and purchasing considerations, see the Hardware Selection Guide.

Step 4: Enter the Display Key

On the main screen of the TV device, enter the Display Key you generated in Step 2.

After setup completes, the room’s meeting schedule should appear on the screen. Once the schedule is visible, setup is complete.

Next Steps

After setup is complete, we recommend:

• Testing a scheduled meeting from the room
• Confirming that the camera, microphone, and speaker are working properly
• Verifying that the room calendar sync is working as expected

Updated on: 19/03/2026