Administration
Organization setup, billing, and workplace technology configuration live at 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, 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 | Microsoft or Google SSO (default) |
| 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
[email protected]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 |
| 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 and 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. See Visitor management.
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 and 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) |
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 |
| Meeting Room TV | Auto Attendant join on room TVs | Meeting Room TV |
| Visitor Kiosk | Lobby check-in display key | Visitor management |
| Status Board | Multi-room availability board | Status boards |
| Custom | Custom web app or kiosk loaded in the Meeting Room 365 app | Build or browse examples at sdk.meetingroom365.com, then enter the app URL when creating the display — see Custom displays & SDK |
| 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).
Set a location on a display from the display editor. The home page groups and filters by location; Schedule widgets 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 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 |
| 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, Privacy, and GDPR.
Places metadata
For Microsoft 365 tenants, Places Metadata (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.
Schedule and widgets
Schedule builds embeddable schedule and directory widgets 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 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 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.
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. See Calendar connections. |
| 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 [email protected]. 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) |
| Per-org billing, trials, and licence counts | Visitor invite workflows as the primary surface (use Visitors portal) |
| 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) |
| 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. 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.
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 and the Trust Center.
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.
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.