---
title: Administration
summary: Manage your Meeting Room 365 organization — displays, locations, devices, analytics, users, and billing at admin.meetingroom365.com.
lastReviewed: 2026-06-10
products:
  - administration
status: published
---

# Administration

Organization setup, billing, and workplace technology configuration live at **[admin.meetingroom365.com](https://admin.meetingroom365.com)**.

## Sign-in and identity

Integrating a third-party platform into **Microsoft 365** or **Google Workspace** usually starts with one question: *how do people sign in, and does this bypass the controls we already operate?* Meeting Room 365 is designed so the answer is **use your existing identity** — not another row in the company password manager.

Staff sign in with the **same Microsoft 365 or Google Workspace accounts** they already use at work — in the **admin portal**, the **[Visitors portal](https://visitors.meetingroom365.com)**, and **native apps** (visitor kiosk, room-display kiosk, and related clients). One identity, multiple surfaces. Organizations are matched by **SSO tenant identifier** or **verified company email domain**.

### One account, two portals

Admin and Visitors are different **workflows**, not different **logins**. IT configures displays and billing in Admin; receptionists and employees send invites in Visitors. If you are in the organization, the same SSO session gets you into the right place.

| Surface | Sign-in |
|---------|---------|
| [admin.meetingroom365.com](https://admin.meetingroom365.com) | Microsoft or Google SSO (default) |
| [visitors.meetingroom365.com](https://visitors.meetingroom365.com) | Same Microsoft or Google SSO |
| Native kiosk and display apps | Same Microsoft or Google SSO where staff sign-in is required |

Kiosk **guest** check-in does not use employee SSO — visitors use the lobby flow you configure. This section is about **your team's** access.

### SSO is the default

**Microsoft Entra ID (Azure AD)** and **Google Workspace** OAuth are the normal path. Your Conditional Access, MFA, and session policies apply through the IdP you already vet — Meeting Room 365 does not ask employees to maintain a separate "Meeting Room 365 password" for day-to-day admin and visitor workflows.

### Email sign-in (legacy and EWS-only)

**Email and password** exists for **legacy accounts** and **Exchange (EWS)–only** deployments where Microsoft or Google SSO is not available. It is not the default for new Microsoft 365 or Google Workspace customers.

Safeguards on the email path:

- **Free email domains** (Gmail, Yahoo, etc.) are **not permitted** — work addresses only
- **`you@company.com` must be verified** — a challenge is sent to that inbox; you must complete it to use the account
- **Occasional re-verification** may be required to keep the account active

Password handling for this path runs on **Google Cloud identity infrastructure** — audited, operated at scale — not a custom users table or home-grown hashing stack maintained by Meeting Room 365.

### How your organization is recognized

When someone signs in, Meeting Room 365 joins them to the correct organization using either:

- their **Microsoft 365 or Google Workspace tenant identifier** from SSO, or
- a **verified email domain** on their account when tenant mapping applies that way.

That is how a user from `@contoso.com` lands in Contoso's displays, billing, and visitor kiosks — not in a neighbor tenant. If your company has several orgs in Meeting Room 365, use the **organization switcher** in the header without creating another account.

### Delegated identity (not a parallel password system)

Meeting Room 365 **does not maintain a proprietary users table or custom password-hashing stack** for staff SSO. We do not ask IT to sync HR into yet another login database.

Authentication is **delegated to industry-standard identity**:

- **Microsoft 365 and Google Workspace** — OAuth 2.0 through Entra ID or Google. Meeting Room 365 never sees or stores employee passwords for those flows.
- **Google Cloud identity infrastructure** — backs the verified email-and-password path where SSO is unavailable.

In practice this is **off-site IAM**: identity verification is handled by providers built for that job; Meeting Room 365 stores **what belongs to your org** (displays, configs, licences) — not **how to prove you are you**.

**Why that matters for buyers:**

| Typical SaaS | Meeting Room 365 |
|--------------|------------------|
| Another username/password database to breach | SSO through IdP you already MFA-protect |
| SSO sold as an enterprise add-on | **Included** — see [Pricing and billing](../pricing-and-billing.md) |
| IT adds every vendor to the password manager | **Entra ID / Google** — extend existing controls, not parallel logins |
| Custom auth code on the vendor's roadmap | Delegated to Microsoft, Google, and Google Cloud identity standards |
| Password resets in two places | Password lifecycle stays in **your** directory (SSO users) |

Deeper security and compliance detail: [Trust Center](https://www.meetingroom365.com/security) and [Privacy](https://www.meetingroom365.com/privacy).

## What Admin is for

| In Admin | Not in Admin (use Visitors portal) |
|----------|-------------------------------------|
| Organization, users, and billing | Day-to-day visitor invites and receptionist workflows |
| Room displays, status boards, Meeting Room TV, visitor kiosk **display keys** | Remote kiosk branding, requirements, and badge templates |
| Devices, locations, analytics, embeddable widgets | — |
| Service accounts for calendar connections | — |

For visitor invites, on-site visitor lists, and kiosk configuration, use **[visitors.meetingroom365.com](https://visitors.meetingroom365.com)**. See [Visitor management](../visitor-management/index.md).

Admin still includes a **Visitors** nav item with visit history and invite tools used by some existing customers. **New deployments should use the Visitors portal** as the primary surface for those workflows.

## Displays home

The **Displays** home page is your inventory of everything in the organization:

- **Meeting room displays** — calendar-connected door tablets
- **Status boards** — multi-room availability signage
- **Meeting Room TV** — in-room video join displays
- **Visitor kiosks** — lobby check-in display keys
- **Custom displays** — web apps and kiosks you point at a URL; see [Custom displays & SDK](../sdk/index.md) and [sdk.meetingroom365.com](https://sdk.meetingroom365.com)

Switch between **grid** and **list** view, search by name or mailbox, and filter by display type. Displays are grouped by **location** (see below) with an **Ungrouped** bucket for anything not tagged.

Each card shows whether the tablet or player is **online**, links into the full **display editor**, and surfaces licence status at the top of the page when you are in trial or need more room licences.

### Bulk actions

Select multiple displays to run fleet operations without opening each one:

| Action | What it does |
|--------|----------------|
| **Delete** | Remove selected displays from the organization |
| **Restart** | Remote-restart kiosk apps on selected keys |
| **Screenshot** | Request an **in-app** capture from the kiosk for troubleshooting — **Meeting Room 365 UI only**, not the tablet OS or notifications; short automatic retention |
| **Clear cache** | Force a fresh config pull on devices |
| **Lock / Unlock** | Toggle display lockdown after idle (see [Hardware and devices](../room-displays/hardware-and-devices.md)) |

The same restart, screenshot, cache, lock, and unlock actions are available under **Utilities → Bulk Utilities** with filters for all, online, or offline displays.

## Creating and claiming displays

Use **New Display** in the sidebar:

| Type | Purpose | Guide |
|------|---------|-------|
| **Meeting Room** | Calendar-connected room display | [Room displays](../room-displays/index.md) |
| **Meeting Room TV** | Auto Attendant join on room TVs | [Meeting Room TV](../meeting-room-tv/index.md) |
| **Visitor Kiosk** | Lobby check-in display key | [Visitor management](../visitor-management/index.md) |
| **Status Board** | Multi-room availability board | [Status boards](../status-boards/index.md) |
| **Custom** | Custom web app or kiosk loaded in the Meeting Room 365 app | Build or browse examples at [sdk.meetingroom365.com](https://sdk.meetingroom365.com), then enter the app URL when creating the display — see [Custom displays & SDK](../sdk/index.md) |
| **Claim Display** | Add a **digital signage** display to your organization | Enter the **digital signage claim code** for that sign — not a room-tablet or kiosk hardware code |

After creation, open the display to connect its **calendar** (room products), pick a **theme**, and copy the **display key** for the kiosk app or browser.

Product-specific settings — booking actions, LED bars, floor maps, status-board room lists, Meeting Room TV join behavior — live in the display editor. Follow the product guides above rather than duplicating every toggle here.

## Locations and grouping

**Locations** are free-text **location keys** on each display — for example `HQ-3rd-Floor` or `London-West`. They are an organizational label in Meeting Room 365, not the same thing as Microsoft **Room Lists** or **Places buildings** (those are covered under [Desks and places](../desks-and-places/index.md)).

Set a location on a display from the display editor. The home page groups and filters by location; [Schedule widgets](../widgets/index.md) can filter embeds to one location; signed-in **Timeline** views (where enabled) can filter the same way.

**Mass update by group:** when several displays share a location key, the display editor can push JSON configuration changes to every display in that group — useful for matching themes or toggles across a floor.

## Devices

**Devices** shows tablets and players that have checked in from your kiosk fleet:

- **All Devices** — online/offline status, last seen, model, app version, and which **display key** each device runs
- **MDM Configuration** — AppConfig templates for Jamf, Intune, SimpleMDM, Hexnode, and other MDM tools
- **Managed Device Assignments** — map MDM-reported device IDs to display keys without typing keys on each tablet

See [Hardware and devices](../room-displays/hardware-and-devices.md) for supported hardware, kiosk apps, and MDM provisioning patterns.

When a device appears online, the per-display **Device** panel in the editor exposes brightness schedules, kiosk lockdown, and related tablet controls.

## Analytics

**Analytics** reports **room utilization** from calendar-connected displays in your organization. Pick a **domain** (Microsoft 365 or Google Workspace tenant) and optionally narrow to a single room.

Typical charts include:

- Displays online over time
- Meetings over time
- Busiest days of week and hours of day
- Top meeting subjects and organizers
- Meeting length and attendee-count distributions

Analytics requires connected room mailboxes with meeting data — status boards, visitor kiosks, and Meeting Room TV displays are not utilization sources. If charts are empty, confirm the domain has licensed calendar-connected room displays with recent meeting activity.

### Data and privacy

Meeting Room 365 treats utilization analytics as **operational data you control**, not a third-party analytics product:

| Topic | How it works |
|-------|----------------|
| **Where analytics live** | Stored **internally** on Meeting Room 365 infrastructure — **not** sent to external analytics vendors |
| **At rest** | Display analytics are stored in an **anonymized format** (aggregates and hashed identifiers, not raw mailbox content in analytics stores) |
| **Configurations** | Display and organization configuration data is stored in the same **EU Sovereign** datacenter footprint |
| **Calendar content** | **No calendar data is stored** on Meeting Room 365 servers — meeting information is fetched when needed to render a display or answer a booking action, then discarded |
| **Calendar processing** | Live calendar requests are handled in the region **closest to your users** for performance |
| **EU lock** | The **EU flag** on a display configuration **locks that display into EU processing** — geo-routing will not move its traffic outside the EU |
| **Geolocation** | Meeting Room 365 **never requests fine-grained device geolocation** (GPS). Rough **IP-based** location is used to **route traffic for performance** and to **apply EU data protections automatically** when the EU flag is not explicitly set |
| **IP filtering** | Optional **IP filtering** on a display restricts access to **all web-based resources** — including calendar and display **APIs** — to your **office public IP address or range expression**. See [Calendar connections — Securing displays](../room-displays/calendar-connections.md#securing-displays-after-calendar-setup) |
| **Remote screenshots** | Admin can request **in-app screenshots** from kiosk devices for troubleshooting. Captures **only the Meeting Room 365 interface** — not the tablet home screen, notifications, or other apps. **Tight, automatically enforced retention** — opt out per display with **Disable Screenshots** |

Per-display controls are under the display editor → **Privacy & Analytics Settings**:

| Setting | Effect |
|---------|--------|
| **Redact Analytics** | Meeting subjects and organizer names are **not collected** for that display |
| **Disable Analytics** | Turns off **all** analytics collection for that display |
| **Disable Location** | Skips **IP-based** rough location lookup for that display (routing and automatic EU protections) |
| **Disable Screenshots** | Blocks remote in-app screenshot requests for that display |

Broader security, GDPR, and data-processing detail: [Trust Center](https://www.meetingroom365.com/security), [Privacy](https://www.meetingroom365.com/privacy), and [GDPR](https://www.meetingroom365.com/gdpr).

## Places metadata

For **Microsoft 365** tenants, **Places Metadata** ([admin.meetingroom365.com/places](https://admin.meetingroom365.com/places)) organizes rooms and desk pools for **Room Finder**, enriches resources with photos and floor maps, and links resources to matching room displays.

This area appears when you sign in with Microsoft 365 credentials that can read place data. Full workflow: [Desks and places](../desks-and-places/index.md).

## Schedule and widgets

**Schedule** builds [embeddable schedule and directory widgets](../widgets/index.md) for intranets — share links and iframe snippets, theme picker, and optional location filter. Widgets are included in your **room display licence**; there is no separate widget SKU.

## Organization and access

Under **Organization** you manage who can sign in to Admin for this tenant:

| Role | Typical access |
|------|----------------|
| **Administrator** | Full Admin — displays, devices, analytics, billing (unless managed), utilities |
| **Limited Admin** | Restricted — routed to Organization settings; cannot manage the full display fleet |
| **External user** | **Schedule / widgets only** — can configure and embed schedule views, not the rest of Admin |
| **Managed billing** | Billing and **Purchase Licenses** hidden — your partner or Meeting Room 365 manages invoices; contact support for licence changes |

Administrators can:

- Add or remove **administrators** on the org
- Invite **external users** (widget-only access) when you want a workplace or comms teammate to publish embeds without display keys
- Review pending **invites** when your org uses invite-based onboarding

SSO is the normal sign-in path — there is no separate SSO product fee. See [Sign-in and identity](#sign-in-and-identity) for how Admin, Visitors, and native apps share the same accounts.

## Billing and licensing

**Purchase Licenses** and **Billing** live under **Organization** when billing is self-serve.

The Displays home banner tracks **licences purchased vs licences required** based on online production tablets. Trials are generous — see [Pricing and billing](../pricing-and-billing.md) for per-room and per-location pricing, discounts, trials, and payment options.

Summary:

| Product | Price | Unit |
|---------|-------|------|
| Room display | $9/mo or $99/yr | Per room |
| Meeting Room TV | $9/mo or $99/yr | Per room |
| Visitor kiosk | $49/mo or $499/yr | Per location |

Marketing overview: [meetingroom365.com/pricing](https://www.meetingroom365.com/pricing).

Organizations with **managed billing** see a notice on the Organization page — contact support for subscription changes.

## Utilities

Power users and IT teams will also use:

| Utility | Purpose |
|---------|---------|
| **Bulk Utilities** | Fleet restart, screenshot, cache clear, lock/unlock (same as home bulk actions) |
| **Powershell** | Optional remote configuration for **Microsoft 365 room mailboxes** — for example whether meeting subjects appear on room calendars. Separate from the free [Room Finder setup tool](https://www.meetingroom365.com/room-finder-setup). See [Calendar connections](../room-displays/calendar-connections.md). |
| **Backup Utility** | Export all display configurations to JSON or CSV for your records |
| **Service Users** | View and re-link **service accounts** used for calendar connections across displays |
| **Setup Cheatsheet** | Room name → **display key** lookup for wall walks — view in the browser or **download CSV** while you enter keys on tablets already mounted outside each room |
| **Restore Deleted Displays** | Recover recently deleted displays or import from a backup file |

If you need a change that is not exposed in the UI — custom CSS, hidden theme options, e-ink URLs, map integrations — email [support@meetingroom365.com](mailto:support@meetingroom365.com). Meeting Room 365 typically configures those **the same business day**.

## Supported / not supported

| Supported in Admin | Not in Admin |
|--------------------|--------------|
| Microsoft 365, Google Workspace, Exchange (EWS), and Dibs room displays | Google or Exchange **Places / desk pool** directory (Microsoft 365 only — see [Desks and places](../desks-and-places/index.md)) |
| Per-org billing, trials, and licence counts | Visitor invite workflows as the primary surface (use [Visitors portal](../visitor-management/index.md)) |
| MDM fleet visibility and AppConfig templates | Cronofy or other deprecated calendar connectors |
| Utilization analytics for calendar rooms | Analytics for non-calendar display types |
| Embeddable schedule/directory widgets | White-label custom domains for widgets ([Widgets](../widgets/index.md)) |
| Multi-admin, limited admin, and widget-only external users | Fine-grained per-display ACLs beyond org roles |

## Common questions

**Do I need Admin and the Visitors portal?**  
Yes, for most visitor deployments. **Admin** creates the **visitor kiosk display key** and handles billing. **Visitors** is where staff send invites, review check-ins, and configure kiosk branding.

**Can multiple admins manage one org?**  
Yes. Add administrators under **Organization**. Use **Limited Admin** when someone should not touch display keys or fleet tools.

**Can I give someone access only to intranet widgets?**  
Yes. Add them as an **external user** — they land in **Schedule** and can copy embed codes without seeing the rest of Admin.

**Where do I pay and how many licences do I need?**  
**Organization → Purchase Licenses** and **Billing**, or read [Pricing and billing](../pricing-and-billing.md). The home page compares purchased licences to tablets that count as in-production.

**How do I provision fifty iPads without typing display keys?**  
Use **Devices → MDM Configuration** with your MDM’s AppConfig support. Details: [Hardware and devices](../room-displays/hardware-and-devices.md).

**We deleted a display by mistake.**  
**Utilities → Restore Deleted Displays**, or contact support if the deletion was long ago.

**Does Meeting Room 365 store our calendar meetings?**  
No. Calendar content is **not stored** on Meeting Room 365 servers — it is fetched when a display or booking action needs it and processed in the region closest to your users. Utilization **analytics** are stored internally (not with third-party analytics vendors), in anonymized form at rest, in **EU Sovereign** datacenters alongside configurations. See [Administration — Analytics](./administration/index.md#analytics) and the [Trust Center](https://www.meetingroom365.com/security).

**Can we force EU-only processing for a display?**  
Yes. Enable the **EU flag** on that display's configuration to lock it into **EU processing**. Per-display **Redact Analytics** and **Disable Analytics** toggles are in the display editor under **Privacy & Analytics Settings**.

**Does Meeting Room 365 use GPS or fine-grained device location?**  
No. We **never request fine-grained geolocation**. Rough **IP-based** location is used to **route traffic for performance** and to **apply EU data protections automatically** when the EU flag is not set. Disable IP-based location per display with **Disable Location**.

**Can API and display access be limited to our office network?**  
Yes. **IP filtering** on a display restricts **all web-based resources** — including APIs — to your **public IP address or range expression**. See [Securing displays](../room-displays/calendar-connections.md#securing-displays-after-calendar-setup).

**What do remote device screenshots include?**  
Only the **Meeting Room 365 app interface** on the tablet — not home screen, notifications, or other apps. They speed up support when something looks wrong on a wall display. Retention is **tight and automatically enforced**. Block them per display with **Disable Screenshots**.

## Best fit for

**Workplace and IT admins** who own room displays, status boards, Meeting Room TV, and visitor kiosk keys — plus **facilities or internal comms** teammates who need widget embed access without full admin rights.

Admin is the control plane; product guides describe what each display type does on the wall, in the lobby, and on employee intranets.