Use Room Remote in meetings

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Use Room Remote in meetings

6 min read

I. Intro

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Platform requirement: This feature can't be used on Android Rooms (touchscreen). Mac and Windows Rooms with a touchscreen can only use the feature after the administrator has enabled Rooms Remote in the Lark Admin Console.

You can enable Room Remote on the Lark mobile app to manage what happens during a meeting.

II. Steps

Start controlling the meeting room

When enabled by the administrator, a Room Remote QR code appears on the screen of your meeting room, both before and during the meeting.

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Note: In dual-screen mode, the in-meeting QR code is in the lower-left corner of the second screen.

Tap the icon in the upper-right corner of the Lark mobile app and select Scan QR Code, then scan the QR code labeled Room Remote on the screen. The Lark mobile app will then jump to either the pre-meeting control page or the in-meeting control page.

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Start or join a meeting

Once linked, Rooms Remote will display the name of the meeting room and the following buttons before you join a meeting: the icon, Disconnect, New meeting, and Join meeting.

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Start a new meeting

Tap New meeting to start a new meeting and to jump to the in-meeting control page.

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Join by entering a meeting ID

Tap Join meeting and enter the 9-digit meeting ID to join an existing meeting.

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Join a scheduled meeting

The pre-meeting homepage displays all scheduled meetings. Tap Join to enter a scheduled meeting.

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Accept a call to join a meeting

If you receive a call to join a meeting, tap Accept to join the meeting. If you tap Decline, Room Remote will return to the previous page.

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Invite other people or meeting rooms to join a meeting

Method 1

Tap the meeting ID in the middle of the screen to access the meeting info.

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Tap Copy joining info to copy all meeting info.

Tap Share to chat and select a contact or group. Tap Share in the lower-right corner, then tap Confirm to send a video meeting invitation to your selected contacts.

Method 2

Tap Participants to access the participant list for the meeting. Enter the name of the participant or meeting room into the search bar or check the Suggestions list. Tap Call to invite the participant or meeting room.

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Manage participants

View participants

Tap Participants to see all participants in the meeting and the status of their microphones and cameras. You can view up to 50 participants.

Set the hosts and co-hosts

When the meeting room is the meeting host, you can tap a participant to access the options menu and select either Make host or Make co-host.

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Cancel call to a participant

When the meeting room is the meeting host/co-host, you can tap Cancel to the right of the participant/meeting room you are calling to cancel your call with them.

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Admit participants

When the meeting room is the meeting host/co-host, you can admit participants and meeting rooms waiting to join the meeting by tapping Admit to the right of the waiting participant/meeting room. Alternatively, you can tap Admit all in the upper-right corner of the waiting list.

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Remove participants from the waiting list

When the meeting room is the meeting host/co-host, you can tap Remove to the right of the waiting participant/meeting room to remove them from the waiting list.

Configure your camera, microphone, and speaker

Microphone

Tap Microphone to turn your microphone on or off.

Camera

Tap Camera to turn your camera on or off.

Speaker

When a meeting starts, the speaker will be at the volume set by the administrator before the meeting. To change this, tap Speaker and slide the bar to adjust the volume. After the meeting, the volume returns to the level set before the meeting.

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Change layout

If the meeting room only has a single screen, tap Change layout to switch between the Speaker, Thumbnail, and Gallery layouts. If the meeting room has two screens, you can switch between the Speaker, Gallery, and Content layouts.

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Record a meeting

Record as a host

When the meeting room is both the host and the meeting organizer, you can tap Record and assign a recording file owner. Once you have selected the recording file owner, tap Done to begin recording. The recording file will be sent to the file owner when the meeting ends.

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Note: Only the meeting room that started the meeting can assign a recording file owner.

If the meeting room is only the host and not the meeting organizer, tapping Record will open a confirmation window. Tap Record to start recording.

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Record as a participant

If the meeting room is not the host, tapping Record will open a confirmation window. Tap Send Request to send a recording request to the host.

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Recording will begin when the host accepts the request; you will receive a notification if the host declines the request.

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Turn Room Remote into a floating window

Tap the button in the upper-left corner to minimize Rooms Remote and turn it into a draggable floating window. The Lark mobile app will return to the page it was on before it opened Room Remote. Tap the floating window to return to the Room Remote control page.

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Leave a meeting

During a meeting, tap Leave meeting. A confirmation window will pop up.

When the meeting room is the host, you can choose between leaving or ending the meeting.

Tap Leave meeting if you want the system to assign a new host. The other participants will continue with the meeting without you.

Tap End meeting for all if you want to end this meeting for all the participants.

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If you are a participant (not the host), Leave meeting is the only option available.

Disconnect the room remote is selected by default. If selected, Room Remote will automatically disconnect when you leave the meeting, and the Lark mobile app will return to the previous page it was on before it opened Room Remote. If unselected, you will return to the Room Remote control page.

Disconnect from a meeting room

Method 1

Tap Disconnect before or during a meeting to open the confirmation pop-up. Tap Disconnect again. Once you disconnect Room Remote, the Lark mobile app will return to the page it was on before it opened Room Remote. Disconnecting Room Remote during a meeting will not end the meeting.

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Method 2

During a meeting, tap Leave meeting and confirm you selected Disconnect the room remote.

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Method 3

Room Remote automatically disconnects from the meeting room if it has been idle for 5 minutes, apart from when it is a draggable floating window.

III. FAQs

Why can't I see the QR code for the Rooms Remote on the screen in a meeting room

It may be either of the following situations:

The meeting room uses the touchscreen version of Android Rooms, which doesn't support the Rooms Remote feature.

The administrator has not enabled Rooms Remote in the Lark Admin Console.

In Meeting Rooms, select a meeting room, then turn on Settings > Lark Rooms > Rooms Remote. If the meeting room is currently being used for a meeting, the changes will take effect once the meeting ends.

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Why does my Room Remote disconnect from the meeting room? How do I reconnect?

The Room Remote and the meeting room disconnect from each other in the following circumstances:

The meeting room experiences a network connection issue.

If someone leaves a meeting using a meeting room controller, all Room Remotes connected to the meeting room are disconnected.

If someone leaves a meeting using a Room Remote, all other Room Remotes connected to the meeting room, including yours, are disconnected.

If another host ends the meeting or removes the meeting room from the meeting, all Room Remotes connected to the meeting room are disconnected.

If two Room Remotes tap New meeting almost at the same time, the first Room Remote to tap the button is disconnected.

Solution:

When Room Remote disconnects, the following message will appear: Room Remote is disconnected. To reconnect, exit this page and scan the QR code.

Tap the X icon in the upper-right corner to close the page and return to the Lark mobile app, where you can re-scan the QR code and connect to the meeting room.

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Can I connect multiple Room Remotes to the same meeting room?

Yes. There is no limit on the number of Room Remotes you can connect to the same meeting room.

Can I connect the Room Remote on one mobile device to multiple meeting rooms?

No. Room Remote on a mobile device can only connect to one meeting room at a time. Room Remote disconnects from a meeting room if you connect it to another.

Why does my Room Remote show the notification "You don't have permission to join this meeting"?

If the meeting hasn’t started, it could be because the scheduled meeting organizer has not allowed people to join before the scheduled time. Please wait until the meeting begins before attempting to join the meeting again.

If the meeting has begun, it could be because the meeting organizer has set the meeting to Only event guests can join. Please contact the meeting organizer to request an invitation to join the meeting.

When several meeting rooms join one meeting, and one of the meeting rooms taps "Record", who will receive the recording file when the meeting ends?

If the meeting organizer is in the meeting, the recording file will be sent to the meeting organizer by default when the meeting ends.

If the meeting organizer is not in the meeting when one meeting room taps Record, the meeting room that starts the meeting will receive the recording request and must assign the owner of the recording file.