Digital signage in Teams Rooms brings your messages to your meeting spaces

Digital signage in Microsoft Teams Rooms extends communication into meeting spaces, improving employee engagement and connection. If your Teams Rooms device is not being used for meetings or presentations, you can set it to run in signage mode, where dynamic content and related information appear sequentially on the front of the room display. You can showcase company news, organizational updates, upcoming events, internal campaigns, and more, allowing IT, communications, HR, and facilities to share messages directly with employees between meetings and maximize your existing Teams Rooms hardware investment.

Team rooms are displayed with digital signage when they are idle.

Customize your signage mode to suit your organization’s needs and preferences.

Signage mode fills the front of the room display with content, displaying room information and schedule previews in the Teams room banner, so users remain aware of the room context while viewing signage content. If you want your signage content to take up the entire front of the room display without overlaying room information, you can hide the Teams room banner. While in signage mode, a simple tap on the touch console will seamlessly return your device to the team room home screen.

Close-up of digital signage and touch console display at the front of the conference room display. When you tap it, the room display returns to the Team Rooms home screen.

To give you complete control and flexibility, signage modes are activated and deactivated based on timers you set. You can set how many minutes the device will be idle before signage mode is activated and how many minutes a meeting will start before signage mode is disabled. You can set the activation and deactivation timers to the lowest possible values ​​so that signage content is visible to users who arrive in the room early before the meeting begins and to users who remain in the room after the meeting ends.

You can specify signage mode activation and deactivation timers, as well as whether signage mode respects the operating system’s screen timeout settings. To prevent screen blurring and comply with sustainability requirements, you can keep the default behavior of Signage Mode that respects the screen timeout setting for most devices. However, if you place your devices in a room with glass walls or in a public open area with high traffic, you have the option in Signage Mode to override the screen timeout settings on these devices to ensure maximum viewability of your signage content.

Seamless integration with supported digital signage providers

We are pleased to cooperate with: app space and XOGO We bring our digital signage solutions to Teams Rooms to help you easily create, distribute, and manage content for digital signage. Appspace and XOGO are trusted third-party options built into the Teams Rooms Pro admin portal for activation as signage sources.

Native integrations with Appspace and XOGO automatically enroll Teams Rooms devices into your content management system, simplifying device onboarding and management. As part of the integration, Appspace and XOGO will receive room names registered with the system, allowing Teams Rooms devices to be correctly identified within Appspace and Once your room is registered with Appspace or XOGO, you can update and manage your room’s signage content directly from their content management system.

Customers who are not using a supported digital signage provider can add a custom web URL as a signage source.

Administrator control of digital signage in the Pro Management portal.

Remotely manage large-scale digital signage setups with flexible management permissions

Conveniently configure tenant-wide and per-room digital signage settings directly from the Teams Rooms Pro admin portal. Setting up digital signage for your organization is simple. Simply enable digital signage features at the tenant level, add signage sources, and assign signage sources and settings to rooms.

To enable integration with one of the supported digital signage providers, select the desired provider from the Signage Source options and enter a valid integration ID from Appspace or XOGO. You can access the Appspace Team Rooms setup guide. hereand XOGO Team Room Setup Guide here. To enable a web URL as a signage source, select the Custom option and enter a valid web URL. Your web URL is Requirements Make sure it loaded successfully.

Assigning signage sources and settings to rooms is made with scale in mind. Simplify your digital signage management workflow by assigning signage sources and settings to multiple rooms and/or room groups at once.

We understand that digital signage management may not look the same for each organization. Some customers may want to manage their digital signage centrally, while others may want to assign digital signage management to a local administrator. By default, the Teams Rooms Pro Manager and M365 Global Administrator roles have permissions to manage digital signage management for your tenant. However, depending on your desired governance model, you can use role-based access controls to grant additional users permission to manage digital signage tenants and/or manage digital signage rooms in the Teams Rooms Pro admin portal.

Digital signage is currently available for Teams Rooms on Windows, Teams Rooms Pro licenses, and commercial cloud customers. Integration with third-party digital signage providers requires a separate subscription with those providers. Contact Appspace and XOGO directly for a quote. Support will be added in the future for Government Community Cloud, Government Community Cloud High School, Department of Defense, and Team Rooms on Android.