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

Digital signage in Microsoft Teams Rooms expands communications into your meeting spaces, enhancing employee engagement and connection. When your Teams Rooms devices are not used for meetings nor presentations, you can set them up to run in signage mode, where the front-of-room displays show dynamic content and relevant information in rotation. You can showcase company news, organization updates, upcoming events, internal campaigns, and more, enabling IT, Communications, HR, and Facilities to share messages directly with employees in between meetings and maximizing your existing Teams Rooms hardware investments.

Teams Rooms display as digital signage when idle.

Customize signage mode to fit your organization’s needs and preferences

Signage mode fills the front-of-room display with content while keeping the room information and calendar preview visible in the Teams Rooms banner, so users remain aware of the room context while viewing signage content. If you prefer to have signage content occupy the entire front-of-room display without any room information overlayed, you can hide the Teams Rooms banner. A simple tap on the touch console in signage mode seamlessly returns the device to the Teams Rooms home screen.

Digital signage on the front of room display and a close-up on a touch console display. When you tap, the room display reverts to the Teams Rooms home screen.

To give you full control and flexibility, signage mode activates and deactivates based on the timers you set. You can set the number of minutes the device has been idle for before signage mode is activated, as well as how many minutes before a meeting is scheduled to start before signage mode is deactivated. To ensure users who arrive early in the room before a meeting starts and those who linger in the room after a meeting ends can see signage content, you can set the activation and deactivation timers to the lowest possible values.

In addition to being able to specify the signage mode activation and deactivation timers, you can also set whether signage mode adheres to the operating system’s screen timeout settings. To avoid screen burn and comply with sustainability mandates, you can keep the default behavior of signage mode which adheres to the screen timeout settings for most of your devices. However, if you have devices that are placed in rooms with glass walls or common open areas with high foot traffic, you have the option to have signage mode ignore the screen timeout settings for these devices to ensure maximum visibility of signage content.

Seamlessly integrate with supported digital signage providers

We are excited to partner with Appspace and XOGO to bring their digital signage solutions to Teams Rooms to help you easily create, deploy, and manage content for digital signage. Appspace and XOGO are trusted third-party options built into the Teams Rooms Pro Management portal for you to enable as a signage source.

Our native integrations with Appspace and XOGO support the automatic registration of Teams Rooms devices into their content management systems, streamlining device onboarding and management. As part of the integration, Appspace and XOGO will receive the names of the rooms that are registered in their system so you can properly identify your Teams Rooms devices within Appspace and XOGO. Once your rooms are registered into Appspace or XOGO, you can update and manage the signage content in your rooms directly from their respective content management systems.

For customers who are not using any of the supported digital signage providers, you may add custom web URLs as a signage source.

Admin controls for digital signage in the Pro Management portal.

Remotely manage digital signage settings at scale with flexible management permissions

You can conveniently configure tenant-wide and room-specific digital signage settings directly from the Teams Rooms Pro Management portal. Setting up digital signage for your organization is straightforward: just enable the digital signage feature at the tenant-level, add a signage source, and assign the signage source and settings to your rooms.

To activate integrations with one of our supported digital signage providers, simply select your provider of choice from the signage source options and enter a valid integration ID from Appspace or XOGO. You can access the Appspace Teams Rooms setup guide here, and the XOGO Teams Rooms setup guide here.  If you want to enable a web URL as a signage source, select the custom option and enter a valid web URL. Make sure that your web URL meets our requirements to ensure it loads successfully.

Assigning signage source and settings to your rooms is built with scale in mind. You can assign signage source and settings to multiple rooms and/or room groups at once, simplifying your digital signage management workflow.

We understand that digital signage administration may not look the same for each organization. Some customers may want to centrally manage digital signage, while others may want to assign digital signage management to local admins. By default, the Teams Rooms Pro Manager and the M365 Global Admin roles have rights to manage digital signage for the tenant. However, you can grant digital signage tenant management and/or digital signage room management permissions from the Teams Rooms Pro Management portal to additional users using the role-based access control per your desired governance model.

Digital signage is currently available for Teams Rooms on Windows, Teams Rooms Pro license, and commercial cloud customers. Integrations with third-party digital signage providers require a separate subscription with the provider. Contact Appspace and XOGO directly for quotes. Support for Government Community Cloud, Government Community Cloud High, Department of Defense, and Teams Rooms on Android will be added in the future.