Help Centre
Get your meeting up and running.
Quick fixes for the most common online meeting problems, plus a fast primer on Microsoft Teams, Zoom and Webex so you know where everything is before the call starts.
What platform do you use?
Showing help for ·
Joining A Meeting
Five steps from invite to “you’re in.”
Works the same way for Microsoft Teams, Zoom and Webex, whether you’re in a fitted meeting room or joining from your own laptop.
1. Open the invite
Find the meeting in your calendar or email a few minutes before start time, and locate the “Join” link or button.
2. Click join
Select “Join Microsoft Teams Meeting”, “Join Zoom Meeting” or “Join Webex Meeting” from the invite. This opens your browser or the desktop app.
3. Pick browser or app
Choose “Continue on this browser” if you’d rather not install anything, or open the meeting in the desktop app if it’s already installed.
4. Allow camera & mic
When your browser or the app asks for camera and microphone access, select Allow — without it, no one will see or hear you.
5. Join now
Check your name is showing correctly, mute your mic if you’re joining late, then select Join now.
The Interface
Microsoft Teams, Zoom and Webex, at a glance.
Same core controls, different toolbar. Here’s where to find them on each platform.
Microsoft Teams
The meeting toolbar sits at the top of the window in the desktop app, or along the bottom in a browser.
- Mic / Camera — the two icons on the left turn your microphone and camera on or off.
- Share content — share your screen, a specific window, or a PowerPoint directly.
- React — raise your hand or send a quick reaction.
- More (•••) — recording, live captions and background effects live here.
- People — see who’s on the call and manage participants.
- Chat — opens the meeting chat panel.
- Leave — the red button on the far right.
Zoom
The toolbar runs along the bottom of the meeting window — move your mouse if it’s hidden and it’ll reappear.
- Mute / Start Video — the two icons on the left; the small arrow above each opens device settings.
- Participants — view and manage everyone on the call.
- Chat — opens the meeting chat panel.
- Share Screen — the green icon; choose a screen, window or whiteboard.
- React — reactions and raise hand.
- Record — only shown if the host has enabled it.
- Leave — red text in the bottom right corner.
Webex
The toolbar sits along the bottom of the window, in both the desktop app and a browser.
- Mute / Start Video — the two icons in the centre turn your microphone and camera on or off.
- Share content — share your screen, an app window, or a file.
- Record — only shown if recording is enabled for the meeting.
- Reactions — raise your hand or send a quick reaction.
- Participants — view and manage everyone on the call.
- Chat — opens the meeting chat panel.
- Leave meeting — the red button on the far right.
Microsoft Teams
Teams Room quick reference guide.
Most of Keece’s fitted meeting rooms run on a Microsoft Teams Room touch panel — the console mounted on the table or wall. Open a topic below to see how it works.
1. Home screen
The console’s home screen shows the room’s calendar for the day — every scheduled meeting, its time, title and organiser. A large “Meet Now” button starts an instant meeting, and a keypad icon lets you dial in directly without a booking.
2. Join a scheduled meeting
Tap the meeting tile on the home screen — it’s active from a few minutes before the start time — then tap “Join”. The room’s camera, microphone and speaker all connect automatically; there’s nothing to plug in.
3. Start an ad-hoc meeting
No booking, no problem. Tap “Meet Now” on the home screen to start an instant Teams meeting from the room, then invite people by dialling them in or sending them the meeting details from your own device.
4. Make a call
Tap the dial pad icon, then search your organisation’s directory or enter a number. Tap the call icon to place a one-to-one or group call directly from the room, no laptop required.
5. Share content
Connect a laptop with the room’s HDMI or USB-C cable, or tap “Share” on the touch panel to share wirelessly from a device already in the meeting. Whatever you share appears on the room display for everyone — in the room and remote.
6. Join with a meeting ID
Tap “Join with an ID”, then enter the meeting ID and passcode from the invite. This is the way in for meetings that were never booked into the room’s own calendar, or ones forwarded by an external organiser.
7. Invite the room to a meeting
From your own laptop or phone, search for the room by name in Teams and add it as a participant, or dial the room’s video address directly. The console will prompt to accept the incoming call.
8. More options
The “•••” menu on the console gives access to room settings, camera controls, device information and a way to restart the system yourself, without waiting on a call to IT.
9. Add your own device
Once the room is in a meeting, join the same Teams invite from your own laptop to add your device alongside it — handy for screen sharing, chat and reactions, while the room keeps handling the audio and video for everyone in it.
10. Meeting controls
Everything you need once a meeting is under way, laid out along the bottom of the touch panel:
- Mute / Unmute — the room microphone.
- Camera on/off — the room camera.
- Volume — the room speaker.
- Share — start or stop content sharing.
- Participants — see and manage everyone on the call.
- Chat — read and send meeting messages.
- Raise hand — signal without interrupting.
- Layout — switch how remote participants are displayed.
- Camera control — pan, tilt and zoom, or switch to speaker tracking.
- Whiteboard — open a shared digital whiteboard.
- Recording — start or stop, if enabled for the room.
- Captions — turn live captions on or off.
- Leave — the red button that ends the room’s part in the call.
11. Change the layout
Tap the layout icon during a meeting to switch how remote participants appear on the room display — Gallery, Together mode, Large gallery or speaker view — whichever suits the meeting best.
Zoom
Zoom Room quick reference guide.
Some of Keece’s fitted meeting rooms run on a Zoom Rooms touch console. Open a topic below to see how it works.
1. Home screen
The console’s menu bar down the left gives quick access to Home, Phone, Contacts, Room controls and Settings. The Home screen itself lists the room’s meetings scheduled for today, each with its own Start button, plus New meeting, Join and Share content shortcuts across the middle of the screen.
2. Start a scheduled meeting
Tap Home on the menu bar, tap the scheduled meeting you want from the list, then tap Start to begin it — the room’s camera, microphone and speaker all connect automatically.
3. Start an instant meeting
Tap Home, then tap New meeting to start an unscheduled Zoom meeting straight away — no booking required.
4. Join with a meeting ID
Tap Home, then tap Join. Enter the Meeting ID from the invite and tap Join to enter — this is how you get into a meeting that isn’t already on the room’s own calendar.
5. Make a phone call
Tap Phone on the menu bar, tap the country code to choose the right one, enter the number, then tap the phone icon to place the call directly from the room.
6. Call a contact
Tap Contacts on the menu bar, search or scroll to find the person, room or SIP/H.323 endpoint you need, select them, then tap Call.
7. Share content
Tap Share on the in-meeting controller, then choose the device to share from — the room’s desktop app, a connected iPhone or iPad, or a whiteboard camera. On-screen instructions stay on the controller the whole time, even once the share is showing on the room display. Tap Stop sharing when you’re done.
8. Invite people to the meeting
Tap Invite on the in-meeting controller and choose how to reach them: search Contacts and tap Invite, enter an Email address, dial a Phone number, or enter an IP address or E.164 number to call another Room System directly by SIP or H.323.
9. Manage participants as host
Tap Participants on the in-meeting controller to open the list, then:
- Tap a name — ask them to start video, pin or spotlight them, make them host or co-host, rename them, or remove them from the call.
- Mute all / Unmute all — control every participant’s microphone at once.
- More — lock the meeting, enable live transcription, or mute participants automatically on entry.
Webex
Webex Room quick reference guide.
Some of Keece’s fitted meeting rooms run on a Webex Board, Desk or Room Series touch controller. Open a topic below to see how it works.
1. Home screen
The touch controller’s home screen lists the room’s meetings scheduled for today, each ready to join with a single tap, alongside a Call button for dialling a contact or address directly and a Share button in the same row.
2. Join a scheduled meeting
Tap the meeting on the home screen’s list, then tap Join — the room’s camera, microphone and speaker all connect automatically.
3. Start an instant meeting
Tap Call on the home screen and select your own Personal Room to start a Webex meeting straight away — no booking required.
4. Call a contact
Tap Call, then search the directory or enter an address or number. Select the entry, then tap the green call icon to connect.
5. Share content
Plug in with the room’s cable for an instant wired share, or tap Share on the controller and choose a wireless option — Miracast, AirPlay or Cisco Proximity — to send your screen without a cable.
6. Join a Teams, Zoom or Google Meet meeting directly
Webex Room devices can join meetings on Microsoft Teams, Zoom and Google Meet natively from the same Join screen — there’s no need for a laptop in the room even when the invite isn’t a Webex one.
7. Invite people to the meeting
Once the meeting is under way, open Participants on the controller, tap Invite, then search the directory or enter an email address or number to add someone.
8. Meeting controls
Everything you need once a meeting is under way, laid out across the top of the touch controller:
- Mute / Unmute — the room microphone.
- Start/stop video — the room camera.
- Share content — start or stop sharing your screen.
- Raise hand — signal without interrupting.
- Record — for the host or co-host, if enabled for the room.
- Layout — switch how participants are displayed.
- Reactions — send a quick reaction.
- Chat — read and send meeting messages.
- Participants — see and manage everyone on the call.
- Self-view — show or hide the room’s own camera preview.
- Volume — the room speaker.
9. Camera & layout
Speaker tracking follows whoever’s talking automatically — switch to manual in camera settings to pan, tilt and zoom yourself, or turn on Frames to keep everyone in the room framed. Tap Layout during a call to switch between Grid, Stack or a single-speaker focus view.
10. Whiteboard
On Board and Desk Series devices, tap Whiteboard to open an unlimited digital canvas that everyone in the meeting can see and draw on — handy for sketching out an idea without passing a marker around the room.
Top 10 Issues
The problems that come up most.
Open an issue below to see the quick fix. These apply whichever platform you’re on.
1. You can’t hear anyone
Check the meeting’s audio output is set to the right device and isn’t muted at the system, room panel or headset level. Open the app’s audio settings and confirm the correct speaker is selected — on a laptop, the system volume mixer can mute the call on its own without muting anything else. In a fitted meeting room, check the room panel or soundbar hasn’t been powered down or unplugged.
2. Others can’t hear you
Most of the time you’re muted somewhere. Check the app’s own mute button first, then check your device isn’t muted at the system level. In a meeting room, make sure the call is using the room’s ceiling mic or soundbar as its input — a laptop’s built-in mic rarely reaches across a boardroom table.
3. Echo or feedback
Usually caused by two devices in the same room both playing and picking up audio at once — for example a laptop and the room’s own speaker. Make sure only one device provides audio for the room: mute your laptop’s speaker and mic if you’re also on the room system, and ask anyone joining from a second device in the same room to switch to headphones.
4. Camera isn’t showing, or the wrong one is
Check the call app’s video settings point to the room camera rather than a built-in laptop webcam, and that no other app or a paused call still has the camera locked. If a fitted room camera doesn’t appear in the device list at all, that’s usually a connection issue best raised with your AV support rather than something to troubleshoot mid-meeting.
5. Can’t join, or stuck in the waiting room
Double-check you’re using the exact link from the calendar invite, not an old one from a previous meeting, and that your name is entered correctly before you’re placed in the lobby. If it still won’t load, try a new private or incognito browser window to clear any saved login conflicts, or ask the host to admit you manually.
6. Screen share isn’t working
If nothing appears when you share, check your operating system has granted the app screen-recording permission — a common setting on Mac that often needs the app restarted after it’s switched on. If you’re sharing the wrong thing, most platforms let you pick a specific application window from the share menu rather than your entire desktop.
7. Choppy audio, frozen video or dropouts
This is almost always bandwidth. Close other apps and devices competing for the connection, move closer to the Wi-Fi router or use a wired connection where you can, and turn your own camera off if you only need to be heard — video uses far more bandwidth than audio alone.
8. Background noise disrupting the meeting
Most platforms include background noise suppression — check it’s switched on in your audio settings. Muting when you’re not speaking is still the most reliable fix, and a headset with a boom mic will always outperform a laptop mic in a noisy space.
9. The app or browser won’t let you join
An outdated app is one of the most common causes of a failed join. Update the app, or refresh the page and use “join on web” instead — clearing the browser cache usually fixes a web join that keeps failing too.
10. The room panel or display won’t connect
This one’s usually hardware, not you. Check the room’s touch panel or console is powered on and showing the meeting on its calendar — if it’s frozen, most room systems just need a restart from the panel’s settings menu. If it happens repeatedly, that’s exactly what our managed support is there for.