Conference rooms (room devices)

A room device turns a meeting room into a Coviqo conference room: a mini PC with the Coviqo desktop app, an Android box or any computer with a browser, connected to a screen, a camera and a speakerphone. Nobody signs in on it – it is paired once with a code and then shows the room's schedule, joins booked meetings and lets people in the room start a meeting or show a laptop screen. Room devices are part of the Business (5 rooms) and Enterprise (50 rooms) plans.

Setting up a room (organisation admins)#

1. Open Organisation → Room devices and click Add room device.
2. Enter the room's name (for example "Meeting room 2"), where it is and how many seats it has. Optionally pick the space for "Meet now" – ad-hoc meetings started in the room are created there – and the room mailbox of your Exchange / Google calendar (stored as a reference only).
3. Click Create and pair. Coviqo shows a pairing code (for example ABCD-EFGH) and a QR code. The code is valid for 10 minutes and works once.
4. On the device in the room open /room-device of your Coviqo address (or scan the QR code) and enter the code. In the desktop app you can switch on the room device mode there (see below).

The list shows every room with its status (Online, Offline, Waiting for pairing, Revoked), when it was last seen and how many cameras, microphones and speakers it reports – with a warning when, for example, no microphone is connected or the network is slow.

• Pair again creates a new code, for example after replacing the PC. The old device keeps working until the new one is paired.
• Revoke disconnects the device at once (also from a running meeting). You can pair it again later.
• Delete removes the room and its bookings of upcoming meetings.

Booking a room for a meeting#

When you plan a meeting in a space of your organisation, the dialog shows Book a room with all rooms (name, location, seats). Tick one or more rooms. The room appears in the meeting as the participant "Room: Meeting room 2". If the room is already booked at that time, Coviqo tells you and does not save the meeting – pick another time or room. Recurring meetings are checked for every occurrence.

In the room#

The room screen shows the room's name, the time, whether the room is Available or Busy, the next meeting and today's schedule.

• Join appears 5 minutes before a booked meeting starts. Touch it and the room joins with its camera, microphone and speakers.
• Meet now starts a meeting right away (if the admins picked a space for it). The screen shows a QR code and a link so the people in the room can join with their own devices, for example to use the chat.
• Share a screen: the screen shows a 6-character room code. On your laptop, in the meeting, choose More → Add a room and enter the code. The room joins within a few seconds; then share your screen – the room shows it big. Mute your laptop's microphone and speaker so there is no echo.

During the call the big buttons Mute room, Camera off, the volume slider, View (automatic, grid, speaker) and Leave are available. A shared screen always gets the big area. The room leaves by itself when the meeting ends, when it was removed from the meeting, or when nobody else has been in the call for 2 minutes.

Under Settings (gear icon) you pick the camera, microphone and speaker. Echo cancellation and noise suppression are always on.

Room device mode in the desktop app (Windows)#

On a dedicated room PC, open /room-device in the Coviqo desktop app and choose Set up this device as a room device. Set an admin PIN (4–12 digits, entered twice). Coviqo then restarts in fullscreen, starts with Windows, reloads by itself after a problem, installs updates at night when no meeting is running, and cannot be closed. To leave the mode, open Settings → Exit kiosk on the room screen (or press Ctrl+Shift+Alt+K) and enter the admin PIN. After five wrong PINs the entry is locked for a few minutes.

On Linux, macOS or an Android box, use a browser in kiosk mode that opens /room-device (your IT can find the command line in the technical documentation).

Desk phones#

SIP desk phones and conference phones can join meetings through the phone dial-in: call the dial-in number shown in the invitation and enter the meeting PIN. Phones on your company's phone system reach Coviqo through your organisation's own SIP trunk (Organisation → Telephony).