We're making two updates to how the Meeting Room app (also known as the Meeting Room Software app) connects to Microsoft. Most people won't notice anything. Some organisations may need their IT admin to approve the app, and admins who set up Outlook rooms in ScreenCloud will be asked to sign in to Microsoft once more.
Who is affected
Who | What changes | What to do |
People who book a room with Sign in with Microsoft | A Microsoft permission prompt the first time they sign in. Some organisations need IT admin approval first. | Accept the prompt. If it says admin approval is needed, ask your IT admin, or book by typing your email address into the email field in the meantime. |
People who book with Google or the email field | Nothing | Nothing |
People who bookmarked a booking page link or saved a photo of a room's QR code | Old links and QR code photos stop working | Scan the QR code on the room screen again, then bookmark the new page or take a new photo. |
Admins who set up Outlook / Microsoft 365 rooms in ScreenCloud | Nothing on release day. Rooms keep syncing as normal. | Sign in to Microsoft once more in the Meeting Room app settings in ScreenCloud, using the same Microsoft account that set up the rooms. |
Microsoft 365 IT admins | Only if your organisation stops staff from approving third party apps | Approve the Meeting Rooms app for your organisation (steps below). |
Admins who set up Google rooms | Google's permission screen now appears each time you connect a calendar. This is expected. | Nothing |
Signing in with Microsoft on the booking page
We've fixed an issue where choosing Sign in with Microsoft on the booking page sent people back to the sign in options without booking. Microsoft sign in now works as expected.
As part of this fix:
The booking page has a new address. It now opens at meeting-room.apps.screencloud.com. The QR code on each room screen updates to the new address automatically, usually within 24 hours. Bookmarked links and photos of the old QR code will stop working.
You'll see a Microsoft permission prompt the first time you sign in. It asks to sign you in and read your basic profile (your name and email address). You only need to accept it once.
Large Microsoft 365 organisations can add rooms more reliably. Adding a new room in ScreenCloud no longer times out for organisations with hundreds of room calendars, and existing room calendars are found by name instead of being created again.
If you see a message saying admin approval is needed
Some organisations don't allow staff to approve third party apps themselves. If this applies to you, your IT admin needs to approve the Meeting Rooms app once for the whole organisation. After that, everyone can sign in. Until then, you can still book by typing your email address into the email field.
If your network only allows approved websites
Ask your IT team to add meeting-room.apps.screencloud.com to your allowed list.
Reconnecting your Outlook rooms in ScreenCloud
When you connect an Outlook room in ScreenCloud, the Meeting Room app uses a secure Microsoft connection to keep the room's calendar in sync. We're moving all Outlook rooms to a new connection that ScreenCloud manages, so your rooms keep working long term.
Nothing changes on release day. Your existing Outlook rooms keep syncing as normal, and any new rooms you connect after the release use the new connection automatically.
We'll ask each admin who set up Outlook rooms to reconnect once. To do this:
In ScreenCloud, open the settings of any Meeting Room app instance that is connected to Microsoft.
Sign in to Microsoft using the same account you used to set up your rooms.
Accept the Microsoft permission prompt. It asks to sign you in, read your profile, and read and write calendars. These are the same permissions as before.
Good to know:
One sign in covers all your rooms. Every Outlook room your account owns, across all screens and app instances, moves over together.
Use the same Microsoft account. Signing in with a different account won't move your rooms across.
There's no downtime. Room screens and bookings carry on as normal before, during and after you reconnect.
We recommend reconnecting as soon as you can.
Approving the Meeting Rooms app for your organisation
These steps are for Microsoft 365 IT admins whose staff see a message saying admin approval is needed.
Sign in to the Microsoft Entra admin center as a Global Administrator, Cloud Application Administrator or Application Administrator.
Go to Enterprise applications > Admin consent requests and approve the request for the Meeting Rooms app.
If there's no pending request, sign in once yourself on the booking page or in ScreenCloud, and tick Consent on behalf of your organization on the Microsoft prompt.
Ask a member of staff to try Sign in with Microsoft again.
The app appears on the Microsoft prompt as Meeting Rooms app, published by ScreenCloud.
Troubleshooting
What you see | Likely cause | What to do |
"Need admin approval" or "Approval required" after choosing Sign in with Microsoft | Your organisation stops staff from approving apps | Ask your IT admin to follow the approval steps above. In the meantime, book by typing your email address into the email field. |
Sign in with Microsoft still returns you to the sign in options | The booking page was opened from an old link or bookmark | Scan the room's QR code again and check the address bar starts with meeting-room.apps.screencloud.com. If it still doesn't work, contact our Support team. |
The booking page won't load on the office network but works on mobile data | Your network only allows approved websites | Ask your IT team to allow meeting-room.apps.screencloud.com. |
You reconnected to Microsoft but your rooms haven't moved across | You signed in with a different Microsoft account | Sign in again with the account that originally set up the rooms. |
An Outlook room screen stops showing bookings, or booking fails | This isn't expected from these changes | Contact our Support team straight away. |
Still need help?
When you contact us, please include:
The Meeting Room app instance name and the screen it's on
Whether the room uses Outlook or Google
The full address from your browser's address bar when the problem happened
A screenshot of any Microsoft message, including the error code (it usually starts with AADSTS)
Whether you used a work or personal Microsoft account, your browser and device, and the time it happened