This article will serve to help faculty and staff navigate the new AV equipment in their classrooms and huddle rooms and facilitate successful virtual meetings in said spaces.

Teams Rooms/Huddle Rooms

The new Teams/huddle rooms are equipped with a TV, a rally bar, a wall control panel, and a remote controller.

• The TV is your main display during meetings.

• The rally bar is the video camera and microphone on top of the TV.

• The wall control panel houses all the controls for the TV (audio, video, etc.)

• The remote controller is an alternate way to control the audio, video, etc.

You can use this equipment to begin/join/host meetings in a variety of ways:

How to Join a Scheduled Meeting:

You will know that your scheduled meeting involves a huddle room if the room is listed as a Required participant in the Outlook invitation:

If you are attending remotely, no further action is needed - you will join the meeting from your device like normal.

If you attend the meeting from the huddle room directly:

1. Once you enter the room, you should see the meeting displayed on both the TV and the wall panel:
   

   

2. Once the meeting is ready to begin, you can tap the Join button on the wall panel (the white box in the image above, better image pending).

3. The camera and microphone will activate, and remote attendees can join the meeting.

How to Join an In-Progress Meeting:

If a meeting is already in progress and you wish to attend via the huddle room, you can accomplish this using one of two ways.

Option 1: Add the Room to the Meeting

1. Ask the meeting host to add the huddle room to the meeting as a participant:
   

   

2. Once added, the wall panel in the room will ring and a notification will pop up. Click Accept to attend the meeting from the room.
   

Option 2: Forward the Email Invite

1. If you have a meeting invitation on your calendar, open it, and click the forward button:
   

   

2. Forward the meeting invite to the huddle room in question:
   

   

3. Click Send. You will receive an email from the huddle room once it accepts:
   

   

4. The meeting will sync and show up on the wall panel - tap on Join to attend the meeting.

   • Note - it may take a minute for the meeting to sync and show up.

How to Start an Impromptu Meeting:

If you would like to start a meeting from a huddle room without prior invitation/spontaneously:

1. Tap the Meet now button on the wall panel to begin a meeting.

2. Tap the Invite someone field at the top of the wall panel and search for the attendees you wish to add.
   

   

3. Once added, the attendees will receive a Teams notification/ring on their computer and can join the meeting.

How to Share Content to the TV:

In order to share content on the TV, you will need to bring a laptop with you to the huddle room. From there:

1. Start/attend the meeting in question from the huddle room as described above.

2. Using the wall panel, add yourself to the meeting (see link).

3. Answer the call from your laptop to attend the meeting. You can now share content from your laptop to the meeting, which will appear on the TV.

How to Start a Zoom Meeting on the TV:

It is possible to attend a Zoom meeting through the TV, although we highly recommend using Microsoft Teams for your conference needs. To start a Zoom meeting in a huddle room:

1. Follow the steps listed above in regards to forwarding an email invite:

   1. Open your Zoom invitation.

   2. Forward the meeting invite to the Huddle Room.

   3. Accept on the wall panel.

zoom meeting:

same as above, schedule zoom meeting via outlook, invite pmc216b

note: will have to delete teams meeting after adding zoom → may be disabled

Classroom AV

wall panel

Event Room AV

text