Getting Started with Meeting Room 365

Meeting Room 365 is a product line for meeting rooms and lobbies — door displays, status boards, in-room video join, visitor kiosks, desk directory, and intranet widgets. Most customers start with one product (usually a room display), expand to others, and manage everything from the same organization in Admin.

This page covers prerequisites, the usual setup path, and where to go next. Product-specific detail lives in the linked guides.

What you need

You do not need a sales call to evaluate or buy. Sign up, create displays, and contact [email protected] if you need help with calendar permissions, custom setup, or edge-case hardware.

Where to sign in

Meeting Room 365 uses two web portals. The same work account works in both (plus native apps where staff sign-in is required).

Admin creates display keys and handles subscriptions. Visitors is where staff send invites and manage lobby workflows — not Admin. See Administration and Visitor management.

How setup works (typical path)

Most rollouts follow the same pattern regardless of product:

1. Sign in to Admin with Microsoft or Google (or verified work email for EWS-only tenants).
2. New Display — pick the product type (Meeting Room, Status Board, Meeting Room TV, Visitor Kiosk, Custom, etc.).
3. Connect the calendar (room products) or configure visitor/kiosk settings — service user, application RBAC, or direct sign-in per Calendar connections.
4. Customize — theme, booking toggles, branding, privacy settings (EU flag, analytics redaction, IP filter when ready).
5. Copy the display key (or status board URL) and open it on the tablet, TV browser, or kiosk app.
6. Subscribe when you move from trial to production — Admin tracks licences against online production tablets.

Custom CSS, e-ink, esign URLs, map links on themes, and other options not exposed in the portal are usually configured by support the same business day.

Room display (most common first step)

1. Create a Meeting Room display in Admin and connect the room mailbox.
2. Choose a theme and enable the booking actions you want (instant reserve, extend, end early, room finder, etc.).
3. Install the Meeting Room 365 kiosk app on an iPad or Android tablet — or open the display URL in a browser for a pilot.
4. Enter the display key on the device. Optional: provision via MDM AppConfig for fleet rollouts.

Full guide: Room displays · Use case: Office 365 · Use case: Google Workspace

Status board (lobby overview)

1. Create room displays (or use Offline Displays) for the rooms you want summarized.
2. New Display → Status Board, pick a theme, set group/room list, copy the board URL or display key.
3. Open full-screen on a lobby TV or tablet — status boards are read-only; booking happens at the door.

Full guide: Status boards · Multi-room status board use case

Meeting Room TV (in-room video join)

1. Create a Meeting Room TV display in Admin (separate key from the door display — same room calendar is fine).
2. Install the Auto Attendant Chrome extension (or Edge with Chrome Web Store extensions) on the room PC connected to the TV.
3. Enter the display key in extension settings; configure auto-join and the local touchscreen remote.

Full guide: Meeting Room TV · Video calls use case

Visitor kiosk (lobby check-in)

1. In Admin, create a Visitor Kiosk display key (billing is per location, not per tablet).
2. On iPad, install Visitor Check-in Kiosk and sign in — or use the simpler visitor flow in the Meeting Room 365 app with the display key.
3. Configure branding, NDAs, and notifications on the Visitors portal.

Full guide: Visitor management · Visitor kiosk lobby use case

Widgets and desks (often after room displays)

• Widgets — Admin → Schedule → pick domain, theme, copy embed code for SharePoint or intranet. No extra SKU. Widgets guide
• Custom web app — Admin → Custom display, your URL + optional Platform SDK. Custom displays & SDK
• Desks & places — Admin → Places for Microsoft 365 Room Finder metadata, desk pools, and floor maps. Desks & places

Pick the right product

Not sure where to start? Use Use cases — match your scenario (calendar platform, lobby board, video join, visitors) to the right product and step-by-step guide.

Trials and going live

• Trial: Sign up in Admin — 30 days by default; extensions are common. The home page shows licences purchased vs required as tablets come online.
• Production: Subscribe under Organization → Purchase Licenses or Billing. Room and TV licences are per room; visitor kiosks are per location.
• Support: [email protected] for calendar setup, MDM, custom themes, e-ink, and anything not self-service in the portal.

Next steps

• Room displays — calendar, booking, themes, hardware
• Administration — org, billing, devices, analytics, privacy controls
• Pricing and billing — full price list and payment options
• FAQ — common prospect and IT questions
• Use cases — scenario-based starting points

Best fit for

• IT or workplace teams rolling out the first meeting room tablet this quarter
• Facilities leads comparing door displays, lobby boards, and visitor kiosks in one vendor
• Microsoft 365 or Google Workspace tenants who want SSO included without a separate identity product
• Integrators piloting one room before a floor-wide MDM deployment