📍 Meeting Room Guide • Microsoft Teams Rooms • MAXHUB XCore

MAXHUB XCore — End‑User Quick Guide

Use this page to join meetings, start ad‑hoc calls, and share content from the room system. Designed to be friendly and fast—no technical steps.

Start here

Most common: If your meeting was scheduled with the room, just tap the meeting on the touch panel and press Join.
1 Wake the touch panel
  • If the screen is dark, tap it once. (Most rooms also wake when someone approaches.)
  • If the system looks off, contact IT—do not unplug cables.
2 Join a scheduled meeting (recommended)
  • Find your meeting on the calendar list.
  • Tap the meeting → press Join.
  • Use Mute and Camera buttons as needed.
3 Start an unscheduled (ad‑hoc) meeting
  • Tap Meet (or New meeting).
  • Invite people by searching their name, or share the meeting link from Teams.
4 Share your laptop screen
  • In the meeting, tap Share.
  • Choose the method that matches your room setup:
Option A — Teams Cast (wireless, no cables)
Use this when you want to share your screen to the room quickly.
  • What you need:
    • Your laptop has Microsoft Teams installed (recommended: desktop app).
    • You are connected to the same network/Wi‑Fi as the meeting room (ask IT if unsure).
    • The room shows up as a “nearby room” / “meeting room” in Teams (feature must be enabled).
  • Steps (Teams Cast):
    1. Open Microsoft Teams on your laptop.
    2. Look for Cast (sometimes under … More → Cast) or Share to meeting room.
    3. Select the room name (example: UM‑VC‑Room‑A).
    4. If you see a code on the room screen, type it in to confirm.
    5. Choose what you want to do:
      • Share screen (most common)
      • Share a window (best for privacy)
    6. When you’re done, click Stop sharing in Teams.
  • Privacy tip: Use Share a window if you might receive pop‑ups or notifications.
Option B — Wired sharing (HDMI / USB‑C)
Best for the most stable connection and video playback.
  • Connect your laptop to the room’s HDMI or USB‑C sharing cable.
  • On the touch panel, tap Share and select the wired input (if asked).
  • If nothing appears, make sure your laptop is sending video to the external display:
    • Windows: press Win + P → choose Duplicate or Extend.
    • Mac: System Settings → Displays → choose Mirror or Extend.
  • Disconnect the cable when finished.
Troubleshooting (quick fixes):
  • Room doesn’t appear in Cast? Confirm you’re on the correct Wi‑Fi/network, then close & reopen Teams.
  • Cast connects but no picture? Try sharing a single window instead of the full screen.
  • Audio not coming through? In Teams, verify the speaker is set to the room device (or keep audio on your laptop if you’re only presenting).
  • Still not working? Use the wired cable, or contact IT and say: “Need help with Teams Cast on MAXHUB XCore”.
5 Adjust volume, camera view, and meeting options
  • Use the on‑screen volume controls, or the room’s speaker volume knob (if present).
  • Tap More (…) for additional options like participants, chat, or settings (availability depends on policy).
6 End the meeting
  • Tap Leave / End.
  • Make sure content sharing is stopped before leaving.
Tip: When scheduling in Outlook/Teams, always add the room as a resource (meeting room). Then it will appear on the touch panel for one‑touch join.
If something doesn’t work:
  • No audio? Check Mute and raise volume.
  • Camera off? Toggle Camera once.
  • Can’t join? Confirm you’re using a Teams meeting (not Zoom/Meet).
  • Still stuck? Contact IT and mention: “MAXHUB XCore Teams Room”.
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Last updated: 2026-02-04 • Internal guide template. Replace text based on your room’s exact cabling/peripherals.