How to use the Teams Room Hub for Huddle Rooms
How to use the Teams Room Hub for Huddle Rooms
The main screen of the Teams Room Hub will contain FOUR icons on the screen:
‘Meet’, ‘Call’, ‘Share’, and ‘More’
This screen shows no meetings are scheduled since the icons are lined up horizontally.
When there are meetings scheduled, the icons will be stacked into a 2x2 format to show the scheduled meeting on the left side.
Creating a Meeting through Outlook
To create a new Teams Meeting in Outlook, navigate to the ‘Calendar’ tab and click the ‘New Teams Meeting’ button.
Be sure to include the huddle room (example: Electron) under ‘Location’ and invite the Teams room Hub (example: Electron TR) under ‘Required’ so that the meeting will appear on the huddle room touch panel and Teams Hub.
Send the meeting invitation once all recipients and options are ready.
If the room is available, you will receive an email saying that the meeting was accepted.
If the room is unavailable, you will receive an email saying that the meeting was declined.
Creating a Meeting through Microsoft Teams
To create a new Teams Meeting in Microsoft Teams, navigate to the ‘Calendar’ tab and click the ‘New Meeting’ button on the top right.
Be sure to include the huddle room (example: Electron) and Teams room Hub (example: Electron TR) under ‘Required’.
This will make the meeting appear on the huddle room touch panel and Teams Hub.
Send the meeting invitation once all recipients and options are ready.
If the room is available, you will receive an email saying that the meeting was accepted.
If the room is unavailable, you will receive an email saying that the meeting was declined.
Using Outlook or Microsoft Teams to Invite a Room
The Teams Rooms that are currently available for reservation:
Boardroom TR
Breaker TR
Combiner Box TR
Electron TR
Gigawatt TR
Inverter TR
Megawatt TR
Photon TR
Joining a Meeting with the Hub
Any meetings currently happening are at the top of the meetings list. After a meeting ends, it will stay on the screen for a little while so you can easily join again if you need to.
To get a meeting to show up on the room console, organizers should set the Teams room hub device as the meeting location or invite it as a participant (Electron TR, Combiner Box TR, Gigawatt TR, Photon TR, etc.)
On the Teams device screen, click ‘Join’ to start a previously scheduled meeting.
Creating a Meeting with the Hub
Start a new, ad hoc meeting by selecting ‘Meet’.
This will take you to a page where you can type a name or a phone number to invite to the meeting.
On the search bar labeled ‘Invite someone or dial a number’, find the users you want to invite.
Select the user you want to invite and choose “Request to join”.
The selected user will be called to join the meeting.
Making a Call
Make a call to a specific user or dial a number by selecting the ‘Call’ icon, enter the name or number of the user, and click ‘Call’.
You can also add users to an ongoing call by going to the search bar labeled ‘Invite someone or dial a number’, finding the users you want to invite, and choosing ‘Request to Join’.
Using the ClickShare Button to Share Your Screen
Basic functionality when using the Button
To start using device with a Button:
Take the ClickShare Button and insert it into a USB port of your laptop.
The white ring on the Button should fill up. When totally filled up, it goes to static white and is ready to share or it starts blinking to indicate that you must start clickshare.exe on your computer.
On your laptop a new drive appears. Different situations are possible now:
Nothing installed - LED ring fills up and starts flashing:
This indicates that the executable needs to be started by the user. Double-click the ClickShare application.
For Windows environment: when connected to internet, driver will be installed, and the executable will be started by the driver.
The application is started and a "circle" icon appears in the system tray.
When the system is ready for use, a message appears close to the systray icon.
The message is as follows: "Ready to share to <ClickShare name>"
The LED of the Button is static white:
Your screen or a typical application can be shared.
To share your screen on the display, click the Button and the LED will become a static red.
Your screen should now appear on the display.
To freeze the content on the screen while you look up something on your PC, just click on freeze icon (1).
The icon will change to a release icon (2)
To resume the content sharing, click on the release icon (2).
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To remove your content from the display, click the Button again. The LED of the Button becomes static white.
When leaving the meeting room, unplug the Button from your laptop.