---
title: FAQ
summary: Frequently asked questions about Meeting Room 365 — products, calendars, security, hardware, licensing, and support.
lastReviewed: 2026-06-10
products:
  - platform
status: published
---

# Frequently Asked Questions

Quick answers for prospects and IT. Each section links to the full product guide where detail lives.

## General

**Can Meeting Room 365 help with setup beyond what I see in the admin portal?**  
Yes. Contact [support@meetingroom365.com](mailto:support@meetingroom365.com). Custom CSS, scripts, e-ink and esign device URLs, floor map links on room displays, theme tweaks, and other configuration that is not self-service in the portal is typically handled **the same business day**.

**Where do I manage my organization and billing?**  
[admin.meetingroom365.com](https://admin.meetingroom365.com) — organizations, subscriptions, room displays, status boards, devices, and analytics. See [Administration](./administration/index.md).

**Where do receptionists and employees manage visitor invites?**  
[visitors.meetingroom365.com](https://visitors.meetingroom365.com) — the Visitors portal for invites, check-in workflows, and day-to-day visitor management. See [Visitor management](./visitor-management/index.md).

**Do I need different logins for Admin and Visitors?**  
No. Use the **same Microsoft 365 or Google Workspace account** in [Admin](https://admin.meetingroom365.com), [Visitors](https://visitors.meetingroom365.com), and native apps that require staff sign-in. Meeting Room 365 maps you to the right organization via your **SSO tenant** or **verified email domain** — there is no parallel Meeting Room 365 password database for employees. See [Sign-in and identity](./administration/index.md#sign-in-and-identity).

**Is SSO an extra-cost enterprise feature?**  
No. Microsoft and Google SSO is **included** at standard pricing. See [Pricing and billing](./pricing-and-billing.md).

**Who is email+password sign-in for?**  
Legacy accounts and **Exchange (EWS)–only** deployments where Microsoft or Google SSO is not available — not the default for new Microsoft 365 or Google Workspace customers. Free email domains are blocked; `you@company.com` must pass inbox verification (and occasional re-verification). See [Sign-in and identity](./administration/index.md#sign-in-and-identity).

**How do I get started?**  
Sign in to Admin, create a display for the product you need, connect its calendar (if applicable), and enter the display key on a tablet or browser. See [Getting started](./getting-started.md) and [Use cases](./use-cases/index.md).

**Can I mix products in one organization?**  
Yes. Room displays, status boards, Meeting Room TV, visitor kiosks, and widgets share one Admin org and billing account. Common combos: door display + Meeting Room TV in the same room; room displays + lobby status board; room displays + visitor kiosk. See [Use cases — Common building combinations](./use-cases/index.md#common-building-combinations).

## Evaluating alternatives

These questions come up when IT compares Meeting Room 365 to **native Microsoft/Google room features**, **other room-display vendors**, or **building in-house**.

**Why not use Microsoft or Google room panels only?**  
Native calendar room resources solve scheduling inside Outlook or Google Calendar. Meeting Room 365 adds **door displays**, **status boards**, **Meeting Room TV**, **visitor kiosks**, and **intranet widgets** under one org — with the same **Entra ID / Google SSO** across Admin and the Visitors portal. You are not choosing a second identity system to get lobby and signage workflows.

**Do we add another vendor login to our password manager?**  
Not for typical Microsoft 365 or Google deployments. Staff SSO goes through **Entra ID or Google** — MFA and Conditional Access stay in the IdP you already operate. Meeting Room 365 does not maintain a parallel staff password database for those users.

**How does authentication compare to other room-display vendors?**  
Many vendors charge extra for SSO or operate their own username/password store. Meeting Room 365 includes SSO at **$9/room**, delegates identity to Microsoft, Google, and Google Cloud (for verified email paths), and matches orgs by **tenant ID or verified domain**. See [Pricing — Identity and access](./pricing-and-billing.md#identity-and-access).

**We already have Microsoft 365 — what are we vetting?**  
Scopes, data retention, and identity integration — the usual third-party checklist. Meeting Room 365 is built to **shrink surface area**: delegated staff SSO through Entra ID or Google, **no persisted calendar content**, anonymized internal analytics, EU Sovereign storage, optional **IP filtering**, and native kiosk apps that optionally keep the room calendar **entirely on the tablet**. Start with the [Trust Center](https://www.meetingroom365.com/security), [Sign-in and identity](./administration/index.md#sign-in-and-identity), and [Native apps and privacy by design](./room-displays/hardware-and-devices.md#native-apps-and-privacy-by-design).

## Calendar & integrations

**Which calendar platforms are supported for room displays?**  
Microsoft 365, Google Workspace, Microsoft Exchange (EWS), and **Dibs** (no external calendar). See [Calendar connections](./room-displays/calendar-connections.md).

**Do I need a room mailbox for every display?**  
For calendar-connected rooms, yes — each display ties to a room resource in Microsoft 365, Google Workspace, or Exchange. Informal spaces can use **Dibs** instead. Status boards summarize room displays; they do not replace room mailboxes.

**Does visitor management need Exchange room mailboxes?**  
No. Visitor kiosks use **Microsoft 365 or Google Workspace** for **host directory lookup** — not Exchange room calendars. EWS-only tenants can use room displays but not visitor host search. See [Use cases — By calendar platform](./use-cases/index.md#by-calendar-platform).

**How do I connect many rooms without MFA on every mailbox?**  
Use a **service user**, **application RBAC / client credentials** (Microsoft 365), or **direct sign-in** where your policy allows. See [Calendar connections — Connection methods](./room-displays/calendar-connections.md).

## Room displays

**Can I try before buying hardware?**  
Yes. Open a display URL in a browser or install the kiosk app during the free trial. See [Getting started](./getting-started.md).

**Do I need the native kiosk app?**  
Recommended for production — brightness scheduling, IFTTT, MDM lockdown, LED, and the optional **calendar-on-device** path for the smallest cloud footprint. Browsers work for trials and some TV setups. See [Hardware & devices](./room-displays/hardware-and-devices.md).

**How do I use an e-ink display?**  
E-ink mode is enabled on your display configuration — contact support to turn it on. Devices that cannot run JavaScript may use an **esign** static render URL assigned by support.

**How do floor maps work on room displays?**  
Create a **Map** display type in Admin (generates a URL), then attach that URL to your room display. Supported themes show a map button; if yours does not, contact support for same-day theme support. See [Floor maps](./room-displays/floor-maps.md).

**Can walk-up users book from the tablet?**  
Yes, when enabled — instant reserve, extend, end early, room finder, force check-in, and private mode (per display). See [Booking actions](./room-displays/booking-actions.md).

## Status boards

**Do status boards cost extra?**  
No separate SKU — status boards use your existing **room display licensing** model. You pay for the meeting rooms that feed the board, not an add-on board fee. See [Status boards](./status-boards/index.md).

**Can people book a room from the status board?**  
No. Status boards are **read-only** signage — they show which rooms are free. Walk-up booking happens on **room displays** at the door.

**Do I need a tablet outside every room for a status board to work?**  
No. **Offline Displays** in Admin lets you include rooms in the summary even when no kiosk is deployed at the door — as long as the room display is configured in Admin.

## Meeting Room TV

**Is Meeting Room TV a separate video app?**  
No. It is a **Chrome/Edge extension** (Auto Attendant) that automates join into the **official** Teams, Meet, and Zoom browser experiences your org already uses — plus a local touchscreen remote. See [Meeting Room TV](./meeting-room-tv/index.md).

**Does Meeting Room TV share a display key with the door tablet?**  
No. Create a **separate Meeting Room TV display** in Admin with its own key — usually pointed at the **same room calendar**. Pricing is **$9/month or $99/year per room** for each licensed product (door + TV = commonly **$9 + $9**).

**Does Meeting Room TV run on the iPad kiosk app?**  
No. Use the Auto Attendant extension on a **PC or Chromebox** connected to the room TV.

## Visitor management

**Where do I configure visitor kiosks — Admin or Visitors?**  
**Admin** creates the **visitor kiosk display key** and handles **location subscription** billing. **Visitors** is where staff send **invites**, manage check-ins, and configure most kiosk branding and flows. See [Visitor management](./visitor-management/index.md).

**How is visitor kiosk pricing counted?**  
**$49/month or $499/year per location** — usually one sign-in tablet per site. Multiple kiosks at the same lobby typically share **one location licence**.

**Which kiosk app should we use on iPad?**  
The native **[Visitor Check-in Kiosk](https://apps.apple.com/us/app/visitor-check-in-kiosk/id6759450357)** app is the full lobby experience (demo mode, offline, on-device Settings). A lighter flow also runs in the Meeting Room 365 app with a visitor display key. See [Check-in flows](./visitor-management/check-in-flows.md).

## Widgets & desks

**Do widgets cost extra?**  
No. Schedule and directory widgets are included in your **room display licence** — configure under Admin → **Schedule**. See [Widgets](./widgets/index.md).

**Can I embed widgets on SharePoint?**  
Yes. Copy the **iframe embed code** from Admin. Widgets host on sharedcalendar.co with brandable themes — not a custom-domain white-label product.

**What is Desks and Places?**  
Microsoft 365 **Room Finder** enrichment — metadata, photos, floor maps, desk pools, and links to room displays — at [admin.meetingroom365.com/places](https://admin.meetingroom365.com/places). Not a Google or Exchange replacement. See [Desks & places](./desks-and-places/index.md).

## Custom displays & SDK

**Can we build our own room or lobby UI?**  
Yes. Create a **Custom** display in Admin with your **HTTPS URL**, deploy on a [native kiosk](./room-displays/hardware-and-devices.md), and optionally use the **[Platform SDK](https://sdk.meetingroom365.com)** (npm `meetingroom365`) for Admin config sync and fleet commands. Full **calendar-connected** and **multi-room board** SDKs are available through support. See [Custom displays & SDK](./sdk/index.md).

**Do we need the SDK for a custom page?**  
No — a **URL alone** is the minimum. Add the SDK when you want live configuration from Admin, online status, and remote restart/screenshot.

## Hardware & devices

**What iOS and Android versions should we buy?**  
Target **iOS 15+** and **Android 5.1+** for new fleets. Older OS versions may work with **v2 themes only** — confirm with support before repurposing legacy tablets.

**Can we provision tablets with MDM?**  
Yes. Admin → **Devices → MDM Configuration** supports AppConfig for display keys, Single App Mode, and fleet assignment. See [Hardware — Kiosk lockdown and MDM](./room-displays/hardware-and-devices.md#kiosk-lockdown-and-mdm).

## Licensing & billing

See the full [Pricing and billing](./pricing-and-billing.md) page. Short answers:

**How much does a room display cost?**  
**$9/month** or **$99/year** per room — not per tablet. Extra tablets on the same room are included.

**Meeting Room TV?**  
Same price: **$9/month** or **$99/year** per room. A tablet plus Room TV in one room is typically **$9 + $9/month**.

**Visitor kiosk?**  
**$49/month** or **$499/year** per **location** (not per kiosk device).

**Do I need a sales call to buy?**  
No. Sign up, try the product, and subscribe in Admin when you are ready. Trials start at 30 days and are often extended.

**How do I pay internationally?**  
Use [pay.meetingroom365.com](https://pay.meetingroom365.com) for bank transfer / Wise instructions with FX conversion from your USD invoice amount.

**Nonprofit or MSP discount?**  
20% for nonprofits, 30% for integrators/MSPs — contact support for a custom invoice. Volume pricing over 20 rooms: contact support.

## Privacy & data

**Does Meeting Room 365 store calendar meetings on your servers?**  
No. Calendar event content is **not persisted** — it is retrieved when a display or reservation flow needs it. Utilization analytics and display configurations are stored in **EU Sovereign** datacenters; analytics at rest are **anonymized** and kept **in-house** (not shipped to third-party analytics platforms). See [Administration — Data and privacy](./administration/index.md#data-and-privacy).

**Can we require EU-only processing?**  
Yes — set the **EU flag** on a display configuration to lock that display into EU processing. You can also **redact** or **disable** analytics per display in Admin. Details: [Privacy](https://www.meetingroom365.com/privacy) and [GDPR](https://www.meetingroom365.com/gdpr).

**Does Meeting Room 365 track GPS or fine-grained location?**  
No. We **never request fine-grained geolocation**. Rough **IP-based** location routes traffic for **performance** and applies **EU data protections automatically** when the EU flag is not explicitly enabled. Per-display **Disable Location** opts out.

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

**What do Admin remote screenshots capture?**  
Only the **Meeting Room 365 in-app interface** — not the tablet OS, notifications, or other apps. Short **automatic retention**; disable per display with **Disable Screenshots**. See [Administration — Data and privacy](./administration/index.md#data-and-privacy).

## Administration & fleet

**What is a display key?**  
The secret identifier that ties a physical tablet or browser session to a display configuration in Admin. Treat it like a credential — use **display lock** and **IP filtering** in production.

**What is Claim Display?**  
Enter a **digital signage claim code** to add an existing sign to your organization — not a room-tablet hardware code. See [Administration — Creating displays](./administration/index.md#creating-and-claiming-displays).

**What is the Setup Cheatsheet?**  
A **room name → display key** lookup for wall installs — view in the browser or download CSV while entering keys on mounted tablets. Admin → **Utilities**.

**Can I manage many tablets at once?**  
Yes. Bulk **restart**, **screenshot**, **cache clear**, and **lock/unlock** from the Displays home page or **Utilities → Bulk Utilities**. MDM AppConfig avoids typing keys on each device. See [Administration](./administration/index.md).