Your meeting rooms sit idle most of the day. OptiSigns Room Integrations put that screen time to work: when a room is between meetings, OptiSigns plays your content — announcements, dashboards, branding, menus, or emergency messages — right on the room display, and clears it the instant a meeting starts.
No extra hardware. No app to install on the room. You connect your meeting-room platform once, and your rooms appear in OptiSigns ready to receive signage.
Supported platforms
| Platform | How your content reaches the room | Setup guide |
|---|---|---|
| Zoom Rooms | Pushed automatically over Zoom's API | Connect Zoom Rooms to OptiSigns |
| Cisco Webex Rooms | Pushed automatically over Webex's API | Connect Cisco Webex Rooms to OptiSigns |
| Microsoft Teams Rooms | Paste a signage URL (no push API) | Connect Microsoft Teams Rooms to OptiSigns |
| Google Meet hardware | Paste a signage URL (no push API) | Connect Google Meet Hardware to OptiSigns |
Zoom and Webex deliver signage fully automatically — OptiSigns publishes your content to the room over each vendor's official API. Microsoft Teams Rooms and Google Meet hardware don't offer a push API, so for those you paste an OptiSigns signage URL into the vendor's admin console once — the setup guide walks you through it.
How Room Integrations work
Every platform follows the same flow — connect once, then manage all your rooms from one place.
1. Connect your platform account. From the OptiSigns left navigation under Room Integrations, choose your platform. An admin connects OptiSigns at the organization level (via OAuth, a service account, or a pasted signage URL), so one connection covers every room on that platform. Admins, permission scopes, and syncing are handled centrally — there's no room-by-room setup.
2. Your rooms sync into OptiSigns. Once connected, OptiSigns pulls in your rooms and keeps them in sync, each with its live Online / Offline status straight from the vendor. New rooms appear on the next sync, and you can click Sync to refresh on demand.
3. Activate a signage license. Rooms start as "discovered, not yet signage." Open a room and select Activate Signage License to turn it into an OptiSigns screen, then configure its settings. Each activated room uses one screen license from your plan (see Licensing below).
4. A Virtual Screen URL is generated. OptiSigns mints a stable, secure Virtual Screen URL for each activated room — your screen, delivered as a URL.
5. The URL is pushed to the room system. OptiSigns pushes that URL to the room over the platform's official API, where it becomes the room's idle-screen content. (For platforms without a push API, OptiSigns generates the URL and walks you through a one-time paste in the vendor portal.)
6. Live on the idle screen. When the room is idle, your assigned content plays. Updates are instant and real-time. The moment a meeting starts — or someone wakes the room — the display returns to its normal meeting UI; signage resumes automatically when the room goes idle again.
There is no impact on meeting quality, audio/video, screen sharing, or scheduled-meeting display.
What you can put on an idle room screen
Once a room is activated it behaves like any other OptiSigns screen — assign an asset, playlist, or schedule. Common uses:
- Announcements & news — company updates, HR news, events, policies
- Dashboards & KPIs — Power BI, metrics, operational dashboards
- Branding & culture — values, welcome messages, internal communications
- Emergency messaging — critical alerts and time-sensitive instructions
Licensing
A room signage license uses one screen license from your existing OptiSigns pool — the same licenses you use for any other screen. You only consume a license on rooms you actually activate; discovered-but-not-activated rooms are free.
To set part of your pool aside for room integrations, use Manage on the Connect page to reserve a number of room-integration licenses. You can change the reservation any time.
What you'll need
- An OptiSigns account on a plan that includes Room Integrations. Start a free trial — you only pay for rooms you activate.
- The Owner or Admin role in OptiSigns.
- Admin access to your meeting-room platform to authorize the one-time connection.
- At least one room that's online and signed in on the platform you're connecting.
Get started
Pick your platform and follow its setup guide:
- Connect Zoom Rooms →
- Connect Cisco Webex Rooms →
- Connect Microsoft Teams Rooms →
- Connect Google Meet Hardware →
Frequently asked questions
Do I need to install anything on the room? No. OptiSigns uses each platform's built-in digital-signage / idle-screen feature. Nothing is installed on the room device.
Will this interrupt meetings? No. Signage only appears when the room is idle. Any incoming or scheduled meeting takes over the display immediately; signage resumes when the room is idle again.
What does the room's status mean? The Online / Offline status comes from the meeting-room platform itself — it reflects whether the room is reachable on the vendor's side. A room can be Online but not yet showing signage if you haven't activated a license or assigned content.
My room isn't showing up, or its info looks stale. OptiSigns syncs rooms on a schedule. Click Sync on the platform's Connect page to refresh immediately; newly added rooms appear on the next sync.
How is a room different from a regular screen? Once activated, a room is a regular OptiSigns screen for content purposes — you assign assets, playlists, and schedules the same way. The difference is how it's connected (through the vendor) and that it only displays while the room is idle.
What happens if I disconnect a platform? Disconnecting stops syncing and removes the OptiSigns signage URL from your rooms. Rooms you already activated keep their licenses unless you remove them. You can reconnect at any time.