Understanding the basics of Microsoft Teams Room Systems

Effective communication and seamless connectivity are crucial in today's business world, and Microsoft Teams excels not only as a collaboration and telephony platform, but also as a comprehensive meeting room solution. Whether it's a small huddle space or a large boardroom, Teams offers a range of possibilities to enhance your organization's meeting experience.

Room system hardware is made by certified Microsoft hardware partners, there are 14 different partners in the Rooms ecosystem making all types of room systems, this creates competition, innovation and choice.

There are also Teams Phone conference phones if you just want an audio only device.

In this guide, we’ll cover:

The two types of Microsoft Teams Rooms – Windows and Android

There are two types of Microsoft Teams Rooms, Windows based and Android based. While the functionality is similar, there are some differences. There are Windows and Android based Microsoft Teams Rooms in different form factors, such as bar, modular system, personal system and board. There are also many certified peripherals such as structured audio and Teams panels for outside the room.

As the names suggest, Microsoft Teams Rooms on Windows run on the Windows operating system. (Note, if they are run in appliance mode, users cannot get to Windows). In this case updates to both the operating system and Microsoft Teams Rooms application come from Microsoft. These typically get functionality first and have some features that Microsoft Teams Rooms on Android does not have. Because it is Windows underneath, with the Windows driver and update model, many certified peripherals work with Microsoft Teams Rooms on Windows.

Microsoft Teams Rooms on Android run on the Open Source Android OS and typically on ARM processors. In this case the OEM hardware partner takes responsibility for the Operating system and packages Microsoft’s Teams Rooms app on the appliance.

Microsoft Teams Rooms on Android are a little simpler since there is no Windows and can be cheaper due to lower component costs. These are typically in the “bar” form factor, but not always. Microsoft Teams Rooms on Android support timelines are based on the underlying Android OS version, so it is important to understand the Android OS version and what future updates you can expect from the OEM.

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Physical Form Factor

Microsoft Teams Rooms are available in various form factors. The main options are:

  • Modular – where the compute, camera and mic/speakers are separate usually with a touch controller
  • Integrated Bar – where the video, mic and speakers are all in a single bar, usually with a touch controller
  • All-in-One Board – an all in one screen with video, mic and speakers. This will be a touch screen for whiteboarding and interaction.

Bars are typically Android, but there is one windows option. Boards are currently all Android, but Windows options are coming. Modular are typically Windows but there are some Android Options. As you can see, over 14 OEM vendors, there are a lot of options!

Microsoft Teams Rooms Licensing

Rooms must be licensed. For basic functionality and limited management capabilities there is a free Room Basic license. You can have up to 25 of these in a single tenant, but they are more suitable for an organization who has 2-4 rooms.

For full functionality and management each room needs a Microsoft Teams Rooms Pro license.

Choosing a Device Type

Room systems are a big investment. Not just the hardware but the installation too. So making a good choice is important. Here are some key things to consider

  • What are the needs of people in the room/space, for example will they be whiteboarding, will they need dual displays?
  • How large/complex is the space, what mic, speakers and cameras are needed for that size/type of space?
  • Do you have a preference of Windows or Android based on functionality or management?
  • If you need structured sound, that may point you towards Windows with its larger peripheral options
  • Are there any physical constraints such as limitations on cabling or glass walls

Choosing a Device Vendor

Once you know the type of device you want, you then need to choose the best vendor for your organization. Here are some important things to consider:

  • Does the vendor have different room options to meet your different needs, meaning you can standardize or reduce the number or vendors?
  • What are their global requirement delivery and support capabilities
  • What is their support model and total cost of ownership?
  • How invested are they in the Microsoft partnership and Microsoft certification program?
  • What unique capabilities do they have? Such as management platform or additional features
  • For the particular equipment, particularly with Android Rooms, what is the expected lifecycle.

Pure IP partners with leading global providers for Microsoft Teams Rooms solutions and provides telephony connectivity for global Microsoft Teams Rooms deployments. If you would like our input on your Microsoft Teams/Teams Rooms project please get in touch.