Set up coordinated meetings between multiple Microsoft Teams Rooms

If you have one or more Microsoft Teams Rooms on Windows devices in a meeting room, you can set up Coordinated Meetings. Coordinated Meetings lets you set up your Teams Rooms on Windows devices so that when you join a meeting on one device, the other devices in the room are also joined to the same meeting. Configure your cameras, speakers, and microphones so that the ones that give participants the best experience are enabled to avoid echo and feedback noise participants can experience when adding multiple devices to a meeting.

To set up Coordinated Meetings, you need to make sure your Teams Rooms on Windows devices are already correctly configured to participate in meetings. Most importantly, each device needs to have its own Teams Rooms resource account. For information on how to set up the accounts: Click Here.

The following steps should be completed for each meeting room separately.

Step 1: Plan your Coordinated Meeting experience

Before you make any configuration changes, you need to decide which devices will do what in each meeting room. That is, for a given meeting room, you need to decide which device will have the active microphone, camera, and whiteboard. How you configure your devices depends on your specific environment, but here are some general recommendations to start with:

• Microphone: Primary device that has an audio system capable of covering the full meeting space
• Camera: Primary device that has a camera or camera system capable of covering the full meeting space
• Whiteboard: Device that has an interactive touch screen

Step 2: Get your devices' user principal names (UPNs)

When you set up the Coordinated Meeting experience, you need to tell the Teams Rooms on Windows devices in that room which devices to coordinate with. This is done by adding the user principal name (UPN) of the devices it should coordinate with to its configuration. If you don't know the UPNs for each of the devices you want to set up for Coordinated Meetings, you can find them using the Pro Management Portal inventory.

Step 3: Create a deployment worksheet

After you've planned your Coordinated Meeting experience and gathered a list of your devices' UPNs, it's a good idea to create a deployment worksheet. A deployment worksheet helps to visualize the configuration you want to set across all of your devices, allowing you to validate your choices and check for errors.

In a spreadsheet app, add rows for the following in the first column:

In subsequent columns, add each of your Teams Rooms on Windows devices. In each column, fill out the values that correspond to the experience you want for the meeting room. Here's an example using a Teams Room as the primary device and a Surface Hub 3 as the secondary whiteboarding device:

• Teams Room
  • Audio and video are turned on when a meeting starts. Participants can toggle audio and video on or off.
  • Displaying a shared whiteboard is turned off.
• Surface Hub 3
  • Audio is turned off when a meeting starts. Participants can't toggle audio on or off.
  • Video is turned off when a meeting starts. Participants can toggle video on or off.

Step 4: Configure Teams Rooms on Windows devices

You can either set up Coordinated Meetings on a Teams Rooms device using the device's touch screen or within the Pro Management Portal.

Use the worksheet you created in the previous step to help you set up your devices.

Use the Teams Rooms device's touch screen

To set up Coordinated Meetings on a device, do the following:

1. Select ... More > Settings.
2. Enter the Administrator password and select Yes.
3. Select Coordinated Meetings.
4. Under Options, set Coordinated Meeting to on.
5. If Audio default in your worksheet is true, set Turn on this device's microphone to on, otherwise leave it off.
6. If Audio enabled in your worksheet is true, select Let people enable when joining a meeting under Turn on this device's microphone. This option can't be turned off if Turn on this device's microphone is set to on.
7. If Video default in your worksheet is true, set Turn on this device's camera to on, otherwise leave it off.
8. If Video enabled in your worksheet is true, select Let people enable when joining a meeting under Turn on this device's camera. This option can't be turned off if Turn on this device's camera is set to on.
9. If Whiteboard default in your worksheet is true, set Turn on whiteboarding on this device to on, otherwise leave it off.
10. Under Trusted device accounts, type each UPN listed in Trusted accounts in your worksheet. Separate multiple UPNs with commas.
11. On the trusted device, turn off proximity and room remote.
12. Select Save and exit.

After you select Save and exit, the device will restart and it'll be ready to participate in Coordinated Meetings.

Use the Teams Rooms Pro Management Portal

1. Log in to the Teams Rooms Pro Management Portal to use settings management
2. Select the Rooms tab
3. Select your primary meeting room device
4. Select Settings
5. Select Coordinated Meetings
6. Configure your desired settings as outlined in your worksheet from step 3
7. Select Apply
8. Select your secondary meeting room device
9. Select Settings
10. Select Coordinated Meetings
11. Configure your desired settings as outlined in your worksheet from step 3
12. Select Apply

After the settings have been applied to both devices, it'll be ready to participate in Coordinated Meetings.

Step 5: Test the configuration

Once all of your configuration is complete, schedule a Teams Meeting with the primary device's account and then select the join button on the Teams Room. Your Primary device should bring your secondary device into the meeting, if not, review your configuration and try again.