USING THE
CONFERENCE ROOM
Walk in, start the meeting, share your laptop, end clean. The room handles the camera, mic, and audio for you — your laptop is just for content. Here's the whole flow in 5 minutes.
Before You Begin
What This Does
Steps
6 StepsWalk In & Wake the Room
The front display may be asleep. Tap the touch console on the table — that wakes everything up.
Within a few seconds, the front display shows today's date, the room name, and a list of meetings on the room's calendar.
If the TV is showing the wrong source — AirPlay, a different HDMI input, or a "no signal" message — pick up the TV remote and press Input (or Source) until you land on Video Conference. That's the input wired to the Teams Room PC.
Join the Meeting from the Touch Console
On the touch console, find your meeting in the list and tap Join. The room calls in, your camera turns on, and the front display shows the call.
You're in. The room is the participant — not your laptop. Your laptop doesn't need to do anything yet.
Share Your Laptop via ClickShare
Lift a ClickShare USB-C button out of its dock and plug it into your laptop. Wait for the light to go solid white (blinking = still connecting), then press the big round button. The light turns red and your screen appears on the front display and in the Teams call.
Got sound? If your share is a video or anything with audio, also route your laptop's sound through ClickShare. Open Control Center from the macOS menu bar (the toggles icon, top-right), click Sound to expand it, and pick ClickShare under Output.
Mic, Camera, & Audio — Let the Room Handle It
The Sennheiser ceiling mic picks up everyone in the room evenly — there's no need to lean in or pass anything around. The bar camera frames whoever is speaking automatically.
Do not use your laptop's mic, camera, or speakers while you're in the room. Mute your laptop in the menu bar before the meeting starts to be safe.
| Use | Don't use |
|---|---|
| ✓ Ceiling mic | ✗ Laptop mic |
| ✓ Bar camera | ✗ Laptop camera |
| ✓ Room speakers | ✗ Laptop speakers |
End the Meeting Cleanly
On the touch console, tap Leave (just you out of a continuing meeting) or End meeting (closes for everyone — you'll only see this if you're the organizer).
Reset the Room for the Next Person
Unplug the ClickShare button from your laptop and return it to its dock so it charges for the next person (don't pocket it, and don't just leave it loose on the table — a dead button is a stuck meeting).
Push your chair in. Take your coffee. Don't unplug the touch console, the room PC, or any cables. The room sleeps itself in a few minutes.
You looked like a pro: walked in, joined on time, shared without fumbling, ended without that awkward "wait, how do I leave" moment. The next person to use the room will thank you for docking the ClickShare button.
Troubleshooting & Support
The touch console is dark and won't wake. Try tapping it harder, or touch the front display once. If still dark after 30 seconds, restart the room from the small power button on top of the ClickShare Hub behind the desk (hold 5 seconds → release → wait 90 seconds for it to come back).
My meeting isn't on the room's list. The room wasn't added when the meeting was booked. Either re-send the invite from your laptop with the room added, or join from the console using Join with meeting ID and enter the meeting ID + passcode from the original invite.
ClickShare won't connect. Unplug, wait 5 seconds, plug back in. If the button light stays red, grab the second ClickShare button from the dock and try that one. If both fail, fall back to sharing from your laptop in the Teams call (click Share in the meeting controls). Mute your laptop's mic, camera, and speakers so the room devices stay primary for audio and video.
Remote people say I sound echoey or far away. Your laptop mic is also picking up. Open Control Center on your Mac → Sound → mute input.