Small Meeting rooms
Small Meeting Rooms- Neat Bar and Pad
Please not that all the small meeting rooms (Maths, English, Science, History Geography) are set up for Microsoft Teams use only.
Equipment in each room:
a. Neat Bar – This is the bar that is installed either above or below the TV depending on the room you are in. This device contains the camera, microphone and speakers that you will be using for your Teams calls/meetings.
b. Neat Pad- This is the controller which lets you join meetings, call people or adjust camera settings during a call.
c. USB – C – This cable will allow you to display your laptop screen onto the larger screen and screen share if in a meeting
Setting up a Teams meeting in one of the rooms:
1. Book the meeting room:
This is the existing Cloud booking system. Rooms should continue to be booked as you would normally do via the cloud booking portal (https://gdst.cloudbooking.com/SSO/Login.aspx )
Please note that Cloud Booking will be very soon releasing a new feature which will allow you to create Teams meetings when booking out a room so this guide will be updated to reflect this once the update is released.
2. Create the meeting and invite the room:
Please note that the first time you invite each of the meeting rooms, you will have to enter the full email address as they are newly created rooms and will not be in the “history” of people you have called previously. This is the case when using either of the methods below.
The rooms listed above all have the same naming convention which is <room name>TRU@wes.gdst.net so for example when inviting the English room for the first time, You should enter: EnglishTRU@wes.gdst.net.
a. Via Microsoft Teams:
i. Open Calendar tab and select the time you wish to start the meeting and enter any meeting details you require.
ii. Invite all the required participants including the meeting room (in the below example it is EnglishTRU@wes.gdst.net.
iii. Click on send to confirm the meeting. Please note that it can take a couple of minutes for the meeting to appear on the meeting room pad to join.
iv. Please note that the organiser of the meeting by default will be the person who created the meeting. If you require other people to share their screen/present during the meeting then you will need to click back into the meeting and click on Meeting options on the top right of the screen.
v. This will open a new window where you can add co-organizers. If you are not sure then it is recommended that you add the room at this stage so that you can provide any other participants presenter permissions during the meeting from the Neat pad. If you do not add the room at this stage then the meeting organiser will have to join the meeting from their device in order to give other participants presenter permissions.
b. Via Microsoft Outlook:
i. Click on the Calendar icon in Outlook
ii. Click the Teams Meeting icon on the ribbon at the top of the screen.
iii. Enter all the meeting information and ensure you invite the relevant room to the meeting.
iv. Click on Meeting options and add the room as a co-host or enter the participants you would like to give presenter permissions to.
v. Save
Calling from a meeting room:
You are able to dial out of the room to anyone in the organisation as you would from your laptop.
To do this please follow these steps:
1. On the Neat Pad, click on “Meet”, this will bring you to a display where it asks to you to enter the name of the person you would like to call.
2. Enter the name of the person(s) you wish to call. Please ensure you enter the full name or wait for the list to populate before clicking on the name to avoid the incorrect person being selected. Once selected you will see the person being dialled in to the call, you can now add another person or carry out the meeting with the person you have selected to call, when finished you end the call the same way as a normal teams call by selecting end call (red button) on the Neat Pad.
Display Options for Video Conferencing equipment during a call:
The new equipment provides autoscaling technology where it separates each person in the meeting room into its own frame and stays focused on each person while they are in the meeting room.
The options are:
1. Auto Framing: Group- This option provides a closer view around the group of participants in the meeting. Please note that due to the size of the meeting rooms, this option is very similar to the room view.
2. Auto Framing: Individuals- Default view which separates each participant into a frame view.
3. Room view- Select this option to have a zoomed out view of the whole room.
Additional information:
Auto wake
The new equipment has auto wake set up so once it detects motion in the room it will automatically turn on ready for you to use.
Library:
Due to the room layout, the Library is the only room with a different Neat product to the other small meeting rooms.
The equipment in this room is called a Neat Board which is essentially a Neat Bar permanently attached to a portable touchscreen board.
As the board is touch screen, there is no separate Neat Pad to control this device, everything is controlled via the touch screen display below the bar.
Other this, the board works in exactly the same way as the other meeting rooms.
