Use Roam in a physical conference room

Roam offers Roamvision Conference Rooms (formerly called Cloud Rooms), enabling companies in hybrid office environments to connect their physical conference rooms to Roam, allowing multiple Roam members to join meetings directly from one device in their office.

Each room will require, at minimum, a macOS or Windows computer running the Roam desktop application. Additional equipment includes TV Displays, speakers, cameras, and microphones. Alternatively, you can use the all-in-one Neat Board from our hardware integration partner to run Roam.

Each Roamvision Conference Room is billed as a single member.

Preparing Your Physical Conference Room

1. Mount the TV, camera, Mac/PC.
2. Connect the TV, camera, audio components, and network.
3. Turn on the Mac/PC and connect to the network.
4. Upgrade the TV, camera, and audio components firmware (if required).

Suggested Hardware

• All-in-One Device: Neat Board.
• Computer: Mac mini or Windows PC.
• Camera: Poly Studio (combo with mic/speaker) or Logitech Brio 4K Webcam.
• Microphone/Speaker: Poly Studio (combo with camera), Logi Dock, or Logitech P710e.
• Bluetooth Keyboard & Mouse.

Setting Up Roamvision Conference Room in Roam

Once the hardware setup is complete, a Roam Administrator can set up the Roamvision Conference Room:

1. As a Roam admin, go to Settings > Roam Administration > Physical Offices.
2. Create a new office or modify an existing office by clicking the Edit button. Set up a Roamvision Conference Room for each physical conference room in that physical office.
3. From the office settings, click New Roamvision Conference Room and configure the details:
   • Image: Add a profile photo to represent your Roamvision Conference Room on the Roam floor map.
   • Name: Name that will appear in meetings. This should match the name of the physical conference room.
   • Short Name: Name that will appear on the Roam floor map.
   • PIN to Change A/V Settings: 6-digit code to access AV settings and make changes to your room setup.
   • Calendar Sync Resource Email: This is a specific email address attached to your calendar resource. Your Google Admin can find this here.

Signing into your Roamvision Conference Room

Once your Roamvision Conference Room is set up, a Roam Administrator must sign into Roam on the conference room device:

1. Download the Roam app.
2. Launch the app and sign in with a Roam Administrator account.
3. From the Overworld (launch screen post-signin), click Accounts in the bottom toolbar.
4. Find the Roamvision Conference Room you created and click the three dots and then click Assign to This Computer.
5. The calendar for the resource will be displayed. You can close the calendar and click into a room on your floor map. Your conference room will now be shown as a participant in the meeting.

Changing the AV Settings

To prevent users from making AV settings changes, a 6-digit PIN must be entered to change your camera, microphone, and speaker settings for your Roamvision Conference Room. Once you enter the PIN you can modify your settings.

If you forget your PIN, a Roam Administrator can view or change it in Settings > Roam Administration > Physical Offices.