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 [email protected]. 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 — organizations, subscriptions, room displays, status boards, devices, and analytics. See Administration.
Where do receptionists and employees manage visitor invites?
visitors.meetingroom365.com — the Visitors portal for invites, check-in workflows, and day-to-day visitor management. See Visitor management.
Do I need different logins for Admin and Visitors?
No. Use the same Microsoft 365 or Google Workspace account in Admin, Visitors, 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.
Is SSO an extra-cost enterprise feature?
No. Microsoft and Google SSO is included at standard pricing. See Pricing and billing.
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; [email protected] must pass inbox verification (and occasional re-verification). See 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 and Use cases.
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.
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.
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, Sign-in and identity, and 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.
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.
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
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.
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.
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.
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.
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.
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.
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.
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 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.
Widgets & desks
Do widgets cost extra?
No. Schedule and directory widgets are included in your room display licence — configure under Admin → Schedule. See Widgets.
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. Not a Google or Exchange replacement. See Desks & places.
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, and optionally use the Platform SDK (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.
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.
Licensing & billing
See the full Pricing and billing 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 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.
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 and 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.
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 & 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.
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.