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Teams Rooms and meetings

Show signage on Microsoft Teams Rooms between meetings, and let a room's screen join Teams meetings by itself.

Vistapane works with Microsoft Teams in two separate ways:

  • Teams Rooms signage shows your content on a Microsoft Teams Rooms front-of-room display while the room is idle.
  • Joining Teams meetings lets an ordinary Vistapane screen in a meeting room join that room's Teams meetings, with a USB camera and speakerphone.

Teams Rooms signage

Teams Rooms with a Teams Rooms Pro license can show a web page as digital signage whenever the room isn't in a meeting. Vistapane gives each room its own link to use as that page.

1. Give the server a trusted HTTPS certificate

Teams Rooms only load signage over HTTPS from a certificate they trust. Vistapane's own certificate isn't trusted by them, so add one in Teams Rooms → Use my own certificate: a .pfx file with its password, or a PEM certificate and key. It switches over straight away, with no restart.

  • Teams Rooms on Windows accept a certificate from your company's certificate authority, once its root certificate is pushed to them with Intune or Group Policy.
  • Teams Rooms on Android only trust public certificates. Use a public certificate for a DNS name, for example from Let's Encrypt with a DNS challenge so the server can stay internal, and point that name at the server in your internal DNS.

2. Check the address

The links use the certificate's DNS name and the HTTPS port, 8443 by default. Change it under step 2 on the Teams Rooms page. For links with no port in them, set HTTPS_PORT=443 in server.ini.

3. Add the room

Go to Teams Rooms → Add Teams Room, pick its room calendar (optional) and what to show, and copy its link.

4. Turn on signage in the Teams Rooms Pro portal

In the Teams Rooms Pro Management portal (portal.rooms.microsoft.com), go to Settings → Digital signage, turn it on, add a Custom source with the room's link, and assign it to the room. Choose the banner, signage hours and screen timeout there.

Status

Teams Rooms close or hide signage during meetings, so Vistapane shows a room as Showing signage while the page is open and visible. With room calendars connected and the room linked to its calendar, a closed page during a booked meeting shows as In a meeting; otherwise it shows Signage off, and Not seen today after 24 hours.

Join Teams meetings from a room

A screen in a meeting room can join that room's Teams meetings, using a camera, microphone and speakers plugged into its PC, such as a USB conference camera or speakerphone. People in the room then don't need a laptop on the call.

What you need

  • The room's PC runs Vistapane Player for Windows 1.1.2 or newer. Download the latest from Settings and run it on the PC to update. Browser players and the Android app can't join meetings.
  • Room calendars connected under Room signs → Calendar connection (Room signs).
  • Your Microsoft 365 tenant allows anonymous users to join meetings: Teams admin center → Meetings → Meeting policies / settings.

Set it up

  1. Go to Screens → Edit → Teams meetings and pick the room this screen is the meeting screen for.
  2. Turn on Join automatically when a Teams meeting starts, if you like.
  3. Test it with More → Test camera and mic on the screen's card.
  4. If Join never appears, More → Check meeting setup shows which step is missing: the calendar, the player version, the Teams details on the room calendar, or the room sign.

How it behaves

The meeting opens over the signage and joins as a guest named after the room. Someone in the meeting lets it in from the lobby. It closes when the meeting ends, and leaves by itself 15 minutes after the booked end if nobody ended it.

You can start it from the room sign (Join Teams meeting, which turns into Leave call), from the screen's menu in the admin, or automatically. On the room PC, Ctrl+Shift+L leaves the call.

The room reads the Teams link from its calendar. If Exchange removes meeting details from room calendars, the link is missing. Ask your Exchange administrator to keep them:

Set-CalendarProcessing -Identity room@yourcompany.com -DeleteComments $false