LNK Conference Room AV Instructions

This page is a guide for employees utilizing the LNK conference rooms with the updated audio/video (A/V) systems. Follow the steps below to correctly host or join an online meeting in one of the LNK conference rooms.

Outlook Setup

It is strongly recommended that you add the conference room you plan to meet in when you set up your Outlook meeting. This ensures that the room is reserved for your meeting. Be sure to turn on the "Teams meeting" toggle of the calendar invite.

Example: If you plan to meet in Integrity, when you create the meeting invite in Outlook, be sure to set "LNK-Conf-5thFloor-Integrity" as the meeting location. Each room has a dedicated calendar, so Outlook shows you in real time whether the room is available or booked during your desired meeting time. You'll receive a confirmation email in Outlook for your conference room booking. 

Below is a list of the conference rooms with the Neat Board system.

  • LNK-Conf-4thFloor-Compassion
  • LNK-Conf-4thFloor-Honor
  • LNK-Conf-4thFloor-Relationships
  • LNK-Conf-5thFloor-Integrity
  • LNK-Conf-5thFloor-Teamwork

Teams Meetings (Not Zoom)

If you are scheduling an online meeting, please use Teams as your online meeting platform. This system only supports joining a Zoom meeting (not hosting).

Room Setup

As you walk up to a LNK conference room, you'll notice that your meeting should show up on the room's exterior doorway notification screen. When you walk into the room, the primary display (Neat Board) will turn on when it senses motion. Your meeting will appear in the calendar view on the Neat Board. You can also wake the Neat board by tapping on the tablet screen on the table (Neat Pad). 

If you've correctly added the conference room as the location of your Teams meeting, you'll see a "Join" button under your meeting name on the Neat Pad. This button appears about five minutes before the meeting is scheduled to begin and remains until the meeting ends.

Tap "Join" to start the meeting. Once connected to the meeting, the Neat Board's webcam will turn on automatically.

From the Neat Pad, you can control the following settings:

  • Customizes your view (gallery, front row, or focus on people)
  • Show or hide chat messages and the chat channel
  • Changing the framing of your webcam
  • Adjusting the volume of the speakers
  • Turn on captions (including language translation)
  • Extend your reservation (pending the room is not booked after your meeting)
  • Manually invite attendees from the Immanuel directory
  • Muting the Neat Board mics
  • Ending/leaving the Teams meeting

If you are the meeting host, you can control additional settings using the Neat Pad

  • Muting the mics of attendees
  • Disabling video of attendees
  • Making an attendee the presenter

From a LNK conference room, you can join a Teams or Zoom meeting that someone else set up and invited you to. First, make sure the conference room is available by checking the Outlook calendar or manually reserving it on the screen just outside the room. 

There are two ways to join a Teams meeting and one option for joining a Zoom meeting: 

  • Scan a QR Code (Teams meeting only): There is a QR code on the top-left of the Neat Board and Neat Pad. Simply scan this with your smartphone camera. This will automatically launch the Teams app on your phone. You'll see the meeting you were invited to on the next screen. Tap "Join" to start this meeting from the room's AV system. You may need to tap "Join" on the Neat Pad when prompted. Once the room's AV is connected to this Teams meeting, you can leave the meeting in the Teams app on your phone. This will not close or end the meeting, since it's now connected to the conference room's AV.

  • Meeting ID & Passcode: On the Neat Pad in the room, tap on "Join with an ID." Select whether it's a Team or Zoom meeting, then tap "Next." You'll then need to enter the meeting ID and passcode to manually join.

Teams Meeting

You can share your screen using the HDMI cable in the conference room. Simply plug in the HDMI cable to your computer and follow the instructions of the "Sharing Your Computer Screen" below on this web page.

From the Neat Pad, you can control the following settings:

  • Customizes your view (gallery, front row, or focus on people)
  • Show or hide chat messages and the chat channel
  • Changing the framing of your webcam
  • Adjusting the volume of the speakers
  • Turn on captions (including language translation)
  • Extend your reservation (pending the room is not booked after your meeting)
  • Manually invite attendees from the Immanuel directory
  • Muting the Neat Board mics
  • Ending/leaving the Teams meeting

Zoom Meeting

You cannot share your screen in a Zoom meeting via HDMI. You would need to join the meeting from your computer as well. Be sure to mute your computer's mic and speakers if you are already connected to the meeting from the Neat Board. You can then share your computer's screen directly to the Zoom meeting. You would continue using the Neat Board's webcam, mic, and speakers.  

 

If you are logged into Citrix on your laptop, start by minimizing the Citrix window. This can be accessed via the small, black control menu at the top-center of your laptop screen. 

Next, plug the HDMI cable from the conference room table into your laptop's HDMI port. Depending on whether you have connected to this Neat Board system before, you may need to manually set the screen configuration (Extend or Duplicate). It may also default to the display setup when you last connected to this Neat Board. 

From outside the Citrix window, press F8 on your computer to change display settings. 

Option 1: Extend (recommended)

If you want the neat board to function as a second display, select "Extend" from this display settings menu (F8 Key). Now, close the display settings menu by clicking anywhere on the desktop.

Next, you'll need to bring the Citrix window back up by clicking on it in the dock. You'll see a message that says "External display detected." Click on "extend to all displays. The Citrix window will expand to fill both screens. You can now open windows independently on your laptop and the Neat Board Screen. Only the windows on the Neat board will be shared in the Teams meeting. 

If you need to adjust the display arrangement, do so outside Citrix using the F8 key.

Option 2: Duplicate

If you want to mirror what's on your laptop to the Neat Board, select "Duplicate" in the display settings menu (F8 Key). Now, close this menu by clicking anywhere on the desktop.

Next, bring the Citrix window back up. Click the black square in the top right of the Citrix window in order for it to go full-screen.

You'll see the content on your laptop duplicated/mirrored on the Neat Board. Using this setting, what's on your laptop screen will automatically be shared in the Teams meeting. 

FAQs

Below are some common questions and issues we've received about this A/V system.

You do not need a computer to join a meeting. The Neat Board has a built-in camera, microphone, and speaker. 

However, if you need to share content during a meeting, you will need your computer.

If you don't see the "Join" button for your meeting on the Neat Pad, it's because you didn't set your meeting as an online Teams meeting. 

When you open your meeting invite in Outlook, turn on the "Teams meeting" toggle of the calendar invite.

There may be a delay of several minutes before the "Join" button is added to your meeting on the Neat Pad.  

Yes, you do not have to join a Teams meeting to share your computer content on the Neat Board in a conference room.

If you are logged into Citrix on your laptop, start by minimizing the Citrix window. This can be accessed via the small, black control menu at the top-center of your laptop screen. 

Next, plug the HDMI cable from the conference room table into your laptop's HDMI port. Depending on whether you have connected to this Neat Board system before, you may need to manually set the screen configuration (Extend or Duplicate). 

From outside the Citrix window, press F8 on your computer to change display settings. 

Option 1: Extend (recommended)

If you want the neat board to function as a second display, select "Extend" from this display settings menu (F8 Key). Now, close the display settings menu by clicking anywhere on the desktop.

Next, you'll need to bring the Citrix window back up by clicking on it in the dock. You'll see a message that says "External display detected." Click on "extend to all displays. The Citrix window will expand to fill both screens. You can now open windows independently on your laptop and the Neat Board Screen. Only the windows on the Neat board will be shared in the Teams meeting. 

If you need to adjust the display arrangement, do so outside Citrix using the F8 key.

Option 2: Duplicate

If you want to mirror what's on your laptop to the Neat Board, select "Duplicate" in the display settings menu (F8 Key). Now, close this menu by clicking anywhere on the desktop.

Next, bring the Citrix window back up. Click the black square in the top right of the Citrix window in order for it to go full-screen.

You'll see the content on your laptop duplicated/mirrored on the Neat Board. Using this setting, what's on your laptop screen will automatically be shared in the Teams meeting. 

No, a USB-C charging cable will be in each conference room. This cable only powers your computer.

The option to extend or mirror your display, along with the arrangement of your displays, is handled locally on your computer outside of Citrix. 

To adjust this, minimize the Citrix app, then right-click the desktop and select "Display Settings". In this menu, you can choose to extend your display (two separate displays) or mirror your laptop's display on the Neat Board. 

If you want any windows on your laptop to be hidden from other attendees, select "Extended Display."

You can then rearrange Screen 2 (the Neat Board) to align with where you are sitting in the room relative to our laptop (Screen 1).

The volume of the Neat Board speakers is controlled using the Neat Pad. The volume keys on your computer do not work to adjust the Neat Board speaker. 

Yes, users can chat on their laptops or phones during the meeting without fully joining, which helps avoid audio issues. Chatting in a meeting is done via the Teams app. 

There is a QR code on the top-left of the Neat Board and Neat Pad for quickly connecting the conference room to an existing meeting. This is helpful for impromptu meetings when a room hadn't been booked for your Teams meeting.

If the conference room is now available, simply book the time needed on the scheduling screen outside the room. Next, scan the QR code on the Neat Bar or Neat Pad with your smartphone camera. This will automatically launch the Teams app on your phone. You'll see any meetings you had on your upcoming calendar on this screen. Tap "Join" to start this meeting from the room's AV system. You may need to tap "Join" on the Neat Pad when prompted.

You can also choose to start a new Teams meeting from this screen if it was an impromptu meeting. 

Once the room's AV is connected to this Teams meeting, you can leave the meeting in the Teams app on your phone. This will not close or end the meeting, since it's now connected to the conference room's AV.

The Neat Pad and Neat Board support touch functionality for control. A keyboard and mouse are not needed to control either of these input devices. 

You'll use your own laptop to share content with the meeting using your laptop's keyboard and trackpad. 

  • Neat Board: The large display/TV attached to the wall or on a movable stand. Some, but not all, of the Neat Boards support touch input.
  • Neat Pad: The control tablet that sits on the conference room table. This device is used to control the Neat Board.
  • Neat Camera: A wide-angle camera is located in the center of the speaker bar on or near the Neat Board. This camera uses software to show the whole room or individual participants. You can choose the video framing using the Neat Pad.
  • Neat Speakers: The speaker bar is located on or below the Neat Board. Volume controls for this are located on the Neat Pad or can be controlled using your computer's volume controls.
  • Neat Microphone: The system uses echo-canceling microphones located on the speaker bar of the Neat Board system.
  • Neat Pen: A stylus pen is attached to the bottom center of the neat board with a magnet. This stylus is for use in drawing applications such as Microsoft Whiteboard. Please return the pen when you are done.