Using Conferencing Units with Microsoft Teams and Other Meeting Software (Zoom, Webex, etc.)

Using the conferencing units installed in some meeting rooms can help you to improve the experience of hybrid meetings (meetings with both in person and online participants) with better sound quality and better visibility of in person participants. Quite a few meeting rooms and Town Square C and D have these devices in place (see full lists for the Burnaby and DTC campuses below), and they can be used for Teams, Zoom, Webex and other meetings.

Meeting invite showing a room in the Required section and a Microsoft Teams meeting invite block in the description

Although there are multiple ways to join meetings with conferencing units (detailed below), the simplest methods involve tapping the Join button for your meeting on the in-room conferencing unit touch pad. In order for your meeting and its Join button to appear on the touch pad, the following criteria must be met:

The equipped meeting room has been added to the meeting invite,
The invite that was sent to the meeting room included the online meeting information (Teams meeting information block, Zoom link, etc.),
The meeting room has either automatically accepted the meeting invite, or accepted once the room owner has approved the request to use the meeting room.
Note: Join button will only be visible on touch pad if the room has accepted the meeting, as seen in the Meeting Tracking tab.

Important: In order for a meeting to appear on the conferencing unit touch pad in the room it needs to have been added to the invite that includes the online meeting information and if the room has an approver, they need to have approved the booking.

Video Conferencing Room	Room Capacity	Conferencing Unit Model
NE09-213 Campus Planning and Facilities	4	Cisco Board 70S
NE25-102C Meeting Room	10	Cisco Board 85S
NW01-100A Meeting room	10	Cisco Board 55
NW04-2091 Meeting Room	8	Cisco Room Kit Plus
NW04-2096 Meeting Room	2	Cisco Desk Pro
NW04-2098 Meeting Room	2	Cisco Desk Pro
NW04-2100 Meeting Room	8	Cisco Room Kit Plus
NW04-4113 Meeting Room	10	Cisco Room Kit Plus
SE01-140C Meeting Room	10	Cisco Room Bar Pro
SE02-213 Town Square C	55	Cisco TelePresence SX80
SE02-214 Town Square D	140	Cisco TelePresence SX80
SE06-224 Meeting Room	224	Cisco Board 85S
SE12-213 Meeting Room	4	Cisco Board 70
SE12-213B Cubicle	2	Cisco Webex DX80
SE12-334 Meeting Room	16	Cisco TelePresence MX800 Dual
SE12-336 Meeting Room	7	Cisco TelePresence MX700 SpeakerTrack
SE14-142 Meeting Room	12	Cisco TelePresence MX700 SpeakerTrack
SE40-120 Royal Oak	25	Cisco TelePresence SX80
SW01-3307 Meeting Room	12	Cisco Room Kit Plus
SW02-108 Meeting Room	12	Cisco TelePresence SX20
SW02-158 Meeting Room	10	Cisco Room Kit Plus

Video Conferencing Room	Room Capacity	Conferencing Unit Model
DTC-240 Meeting Room	check with Events	Cisco Room Kit Plus
DTC-280 Tech Collider	check with Events	Cisco Room Kit Pro
DTC-281 Project Room	check with Library	Cisco Board Pro 55
DTC-284 Project Room	check with Library	Cisco Board Pro 55
DTC-516 Meeting Room	10	Cisco TelePresence MX700 SpeakerTrack
DTC-576 Collaboration Space	check with SOCAS	Cisco Room Kit Pro

In the meeting room:

On the room’s Wall Panel, Press the All Displays On button.
On the next screen, press the Video Conference button.
On your laptop, start your Zoom meeting.
- Note: You can start the meeting either by clicking on the link in your Outlook calendar or by starting the meeting from within the Zoom app. Your laptop should be the host.
If your laptop asks to connect audio, refuse, or if it connects audio automatically, disconnect it by clicking on the menu next to to the Mute button and choosing Leave Computer Audio.
On the Touchpad for the meeting room, press the Call button.
Scroll down to Zoom Meeting and press it.
Press the Call button.
One of the screens will have a Zoom dialog visible.

You can either:
- Enter the Meeting ID and Password where prompted.
  OR
- Use the Pairing method.
  1. On your laptop, from your active Zoom meeting, click on the Participants menu and then click Invite.
  2. Click the Room System Tab and enter the displayed pairing code where prompted.
  3. Click the Invite button.
    - Note: You may need to wait for 30 seconds to a minute for the room system to be connected.
    - Important: If you had the “Mute all on entry” option set for this meeting, you will need to unmute the meeting room in order to use the room audio.

Using Conferencing Units with Microsoft Teams and Other Meeting Software (Zoom, Webex, etc.)

Burnaby campus bookable conferencing rooms

Downtown campus bookable conferencing rooms

Connecting a conferencing unit to a meeting when nobody in the room will need to share their screen or communicate via chat

Connecting to the conferencing units in Town Square C and D

More information about teleconferencing at BCIT