Board Room Technology
The purpose of this document is to provide detailed instructions on using the new boardroom conference technology. While the system has been designed to be easy to use, there are some key details you should know to get started.
While there is only one display in the room, the technology has been setup in 3 “environments” to serve different functions. Knowing these functions will help you determine what “environment” will best suite your meeting.
Quick start
Turn the TV on with the remote.
Select the environment from the wall mounted tablet
Boardroom PC: Camera + Speakers
Mersive: Just Speakers
HDMI: Just Speakers
Environment 1: Boardroom PC
To use this environment, tap “Boardroom PC” on the wall mounted tablet next to the TV.
Use Cases: Standard Teams meetings, Zoom meetings, or any meeting with a remote audience.
Please note that this environment is the only one capable of using the camera.
You should know: The PC is configured to automatically sign into Windows and Teams with the Boardroom account.
This means that any event booked with the boardroom as the meeting location will appear in the Teams calendar. We have disabled the ability for others to sign into Windows.
The desktop and downloads folders have been configured to automatically delete files after (place holder). However, sometimes Windows updates can change the customizations unintentionally.
It is your responsibility to ensure you do not leave sensitive information or files on the PC.
If necessary, it is possible to sign into Teams with your own account, however it is your responsibility to make sure you sign out of Teams when you are done.
Please notify the helpdesk immediately if you are unable to get the Boardroom account signed back in. This will ensure that the next person using the room does not encounter issues.
How to: Schedule your meeting with the location set as the boardroom or add the boardroom as an attendee.
After turning on the TV and choosing the Boardroom input, navigate to Teams calendar view in Windows and click “join” on your meeting.
The audio settings are preconfigured to use the room’s microphones and speakers.
The camera setting is preconfigured to use the camera mounted above the TV.
There are 3 camera presets that you can choose from on the wall mounted tablet; left, center, right. The camera position should default to center, however if you find it is not, just select (place holder).
Environment 2: Mersive
To use this environment, tap “Mersive” on the wall mounted tablet next to the TV.
Use Cases: This environment is best used for meetings that do not require a remote audience.
This environment allows you to wirelessly share your screen from your computer or mobile device.
This works with Windows, Mac, Android, and iOS.
You Should Know: The Mersive cannot access the camera!!
Although it is possible to join a Teams (or other video) meeting and then share your screen wirelessly to the Mersive, it is not recommended as there would be too much input lag and the likelihood of unwanted audio feedback would be high.
How To: When the Mersive input is displayed, you will see an IP address ( 192.168.27.73) displayed with a 4-digit pairing code.
If this is your first time using the device, enter the IP address into a browser to be taken to the Mersive app installer.
For mobile devices, look for the “Mersive Solstice” app on your phone’s app store.
After installing the application, you will see a new window appear prompting you to enter the 4-digit pairing code.
Like Teams, you can share your entire desktop or just a single window or file.
Determine which method best suits your needs for the meeting and click the share button.
Be sure to click the “Disconnect” button when you are done with your meeting!!
Environment 3: HDMI Input
To use this environment, tap “HDMI Input” on the wall mounted tablet next to the TV.
Use Cases: This environment allows you to plug-in any HDMI device and have it displayed on the TV. This could be your laptop, a Chromecast device or Apple TV, or any other device that has an HDMI output.
You Should Know: This environment cannot access the camera! However, you will have access to the room speakers. If you’re connecting a laptop, be sure to change your audio output to the HDMI source.
How To: Just plug and play! It’s as simple as that!