Teams Meetings in Microsoft Teams Rooms and Audio Conferencing
We are currently evaluating deploying a Microsoft Teams Rooms solution for our meeting spaces.
An important feature to our meetings that would occur in a Teams Room is Audio Conferencing (telephone conference bridge).
Currently, only if the user who creates the scheduled Teams Meeting has an O365 license for Audio Conferencing will the meeting include the dial-in number along with the Join link.
However, assigning an Audio Conferencing license to everyone in our organization is unrealistic and unnecessary.
It would be preferable if the licensing functioned so that the Audio Conferencing license could be assigned to the room account for the Microsoft Teams Rooms, and therefore if a user (without Audio Conferencing license) includes one of these rooms accounts in the Teams Meeting, that the dial-in number would populate in the invitation link. Also, meetings initiated ad-hoc from the Microsoft Teams Rooms hardware would then also include a dial-in number for phone bridge functionality.
Just installed a Crestron MTR.
Nice piece of hardware.
Still, the dial-in number should be included in the invitation email, no matter who has booked the room.
Allowing all users as delegate is an absolute show-stopper.
Arne Pluhar commented
Skip the first lines, if your are not interested in our journey:
In the very beginning of Teams, we were trying to setup Teams Rooms. As we didn't want to restrict the device in the meeting room in its functionality that strictly, like it was restricted by the Teams Room-setup, we decided to use the room calendar without hardware, but still to schedule teams meetings.
Start of the outcome: We faced the same issue, that phone numbers were not added to Teams Rooms-events, except the invitee was having an Audio Conferencing license, too. As almost all other cloud providers are handling rooms in a different, better way, I'd really enjoy seeing a feature, where by inviting a Teams Room with appropriate license, the phone numbers for the meetings are showing up, too.
Nick Barker commented
Same boat. I understand how conferencing licenses worked, so assumed it work work this way and avoided MTR on that basis.
Watched numerous MS marketing videos and spoke to suppliers who conviced me that the rooms conferencing details get added if the person booking doesn't have the license. Make sense right? So I took the plunge and commited to MTR.
Of course, it doesn't work like that!
MTR is a replacement for conventional conferencing kit. Usually the phone and associated number is linked to the meeting room. Forcing the licensing of an entire organisation, in order to replace a few meeting room phones is not a reasonable expectation. MS please fix this! It's how it should work.
Jono Fowler commented
Just setup Teams Meeting rooms and assigned Meeting Room licenses thinking this would be standard functionality after watching numerous MS Sales videos which depict this being the case and of course it doesn't work. Stumbled across this thread and it is disappointing to see that it goes back over 12 months and you still can't book a room and have the audio conference info in the Teams Meeting footer.
Aside from adding delegates (which isn't a viable option) has anyone been able to find a proper solution to this?
Salih Zengin commented
you can add different people as User in the Room Delegates section in the M365 admin center.
Then u can add this room in Outlook, open the calendar for the room and invite the people from there.
You will see, the organizer is the room now, and the invitation will have the phone number included.
G. Broersma commented
Seriously, this is not working?
Wow. Just hit this bug like others have. nasty.
I just bought 10 small and large units and thinking about returning them. All the images online show a dialpad. WHERE IS THE DIALPAD!!!!!!!!
Just implementing a new solution for my Co. and find this problem, not good at all. Requiring multiple Conference rooms licences for minimal amount of rooms is ridiculous. I've worked with numerous VC solutions over the years and never had this issue...
Agreed, when purchasing the "meeting room" license and adding it to a room, it specifically shows that we are buying audio conferencing with it.. however, the only way to use it is to add All users as a delegate to the meeting room which is unrealistic.. The use case makes no sense. Please allow the audio conference number to show up when you book a room !
Trevor Lotz commented
MSFT, are you even listening here? We would LOVE to jump in with both feet and make Teams Meetings the single solution for all our conferencing. What you are providing is the solution for many meeting scenarios, but missing the very important scenarios that have been detailed in others' comments. This effectively eliminates Teams as a conferencing solution in comparison to Zoom, GoToMeeting, etc. Please fix this glaring oversight into the use of conference rooms with users booking the rooms as the meeting host, but using the room conferencing for the dial-in capabilities. This is ludicrous.
Andrew Seabrook commented
This very much needs to be a feature. I understand the rationale behind tying Audio Conferencing to meeting organizers (so that you can take your conference line with you to meetings you schedule from anywhere you like) but when the Meeting Rooms license already comes with Audio Conferencing we should be able to leverage this to have, essentially, dedicated conference lines for each resource account with a Teams Meeting Room license, usable by anyone who is authorized to schedule a meeting in that room.
The only workaround we have found is by having booking delegates for the resource accounts for the Teams rooms open the calendar for those rooms and schedule meetings directly from there, behavior that Microsoft explicitly discourages:
"IMPORTANT Room mailboxes should never be set as the organizer of a meeting, nor should room mailboxes be accessed directly by users in order to make changes to a meeting. Rooms should only be added to meetings in the Attendee or Location fields. Otherwise you will override the Resource Booking Assistant (RBA), which manages and processes all calendar items sent to the room mailbox, and unexpected errors may occur." (source: https://docs.microsoft.com/en-us/Exchange/recipients/room-mailboxes?view=exchserver-2019)
Pleeeeeease set it up so that we can have the conference room audio conferencing information automatically added to meetings we schedule in Teams when we add that room as a location or an attendee. As it currently stands, the Audio Conferencing component of the Meeting Room license is severely gimped by only being accessible during ad-hoc meetings scheduled from the room device itself.
Ronald Poyaoan commented
Does Microsoft have solution to this issue?
When a teams/meeting is created with condition that "the device/room" was added as location, it should automatically populate the Dynamic Conference ID and Dial-in info to be part of the meeting info. I think they key is to auto change the Organizer to the Room/Equpment instead of the user creating the meeting.
@iKnowTech - I am trying to understand how that workaround would work. The meeting room can be assigned a dedicated dial in for the conference, but the conference id seems to be dynamically created for each meeting. I can't find a way to have a static conference id for the meeting room
I have almost found a workaround that seems to do great, except for one major problem. I am able to create a team (department) that gets a SharePoint site, and everything to go with it, So i am now creating items on the Team Calendar, and the invitations go out user on behalf of conference room, which is great, but the problem is that in the conference room, the teams meeting piece seems to get stripped out. Even on my own calendar, the meeting gets stripped out of the thing and i am not presented with the ability to join the meeting from my outlook meeting reminders, and in the conference room the join button is gone completely and the teams meeting links below are also stripped out.
That functionality needs to happen just like it does from our own calendars, so that any member of a department can look at a meeting and edit it.
We have just invested in an HP SRS and got the Microsoft Teams Meeting room licence as a proof of concept for our boardroom. It's all working great apart from this very issue. I don't even know how to get the conference dial in details associated with the room account as the conference ID displays "dynamic" which suggests it could change. I'm struggling to see the benefit of having an audio conferencing capability attached with this licence bundle if you can't enable people to dial in to the room.
The MS docs page below states that if you run SfB Online you only need the MTR SKU to be able to "give the room a phone number and make or receive a calls from the room or join an audio conference using a phone number" but I see no way of being able to do that. Am I missing something in my setup?
The only workaround I have discovered is to setup our Polycom Trio phone with an individual Teams profile and sign in as the room account. This allows you to then schedule meetings from the phone as the room which attaches dial in details to the meeting invite. However, I won't be leaving that as a permanent configuration as I think it defeats the point of what I'm trying to do with teams meeting rooms i.e facilitate easy setup. I don't want users to have to physically go to the room to schedule a meeting and have to set it up on the phone but remember to start it from the console screen. The one touch meeting start is fantastic and I want to keep that.
Making it possible to send audio conferencing details out when the room was invited would be a huge improvement.
This is absolutely needed, and I can't believe I need to come here and even request this. This seems like just a complete oversight or just a completely half backed product SKU What's the point of having an Audio Conference License attached to the "Teams Meeting Room" license, if there is no way for a user to even schedule the use of the Conference Bridge? This seems like it would be easily resolvable. If you schedule a Meeting where the Location is a Room that has a "Teams Meeting Room" license associated with it just have a check box in Outlook and Teams Meeting Room creation dialog that appears and says "Add Teams Meeting Room Audio Conference Details"
I reached out to MSFT support on this, and there recommendation is to have an Admin figure out the Meeting Room's Conference Bridge Settings. Publish those details somewhere that your users can access, and then have them copy and paste the details into their Invites whenever they want to use the Conference Bridge. So if I have a business with 20 conference Rooms, I need to basically build create a internal webpage or something that lists all these details and expect users to remember where to access these details, and hope the copy and paste the correct Bridge info for the Correct Room. Just ridiculous, but it seems like a lot of the Teams stuff is putting the cart before the horse, and just release it and start selling licensing, then we'll go back later and figure out how to actually make this product work in a useful way. Extremely frustrating.