Display Virtual Rooms on your screens

When to use this

Virtual Rooms lets you manage and switch between videoconference sessions on your screens without reconfiguring each time. Use this when you need to connect with remote team members or run multiple scheduled video meetings from a single screen.

Steps

Build your Virtual Room presentation

1. Open your dashboard and create a new Virtual Rooms presentation.
2. Click Add a new room.
3. Select Zoom as the videoconference provider.
4. Enter the Zoom meeting ID for the conference.
5. (Optional) Upload a thumbnail image to represent this room in your room list. All image formats (JPG, PNG, GIF) are supported. Large images may take time to upload; you cannot publish the presentation until upload completes.
6. (Optional) Enter the meeting passcode if your Zoom conference requires one.
7. To add more rooms, click Add another room and repeat steps 3–6.
8. Click the delete icon next to any room to remove it.

Configure global options

Global options apply to all rooms in the presentation:

1. Set Camera muted on entry to control the initial camera state (users can override this).
2. Set Microphone muted on entry to control the initial microphone state (users can override this).
3. Enter the Duration in seconds for how long the room stays active.
4. Upload a Standby image to display in the waiting room before a user selects a room.
5. Enter Headline text to display in the center of the waiting room; if you added a standby image, the text appears below it.
6. Select a Theme for the presentation’s background and color scheme.

Publish to your screens

1. Add the Virtual Rooms presentation to a playlist.
2. Assign the playlist to your screens.
3. Publish the playlist.

Navigate during a conference

Use the on-screen controls via your remote (ScreenRay Pro) or touch interface:

• Mute/unmute microphone
• Mute/unmute video
• Show/hide room list
• Show/hide participant list (only available when in a room)
• Exit room
• Show/hide settings to choose camera, microphone, and speaker (available once you enter a room)

Selecting a button slides out a visual tray with options.

Verify

1. Confirm the Virtual Rooms presentation appears on your screen with the standby image or headline text you configured.
2. Select a room from the list and verify the Zoom conference launches.
3. Test the microphone and camera controls to ensure they respond.

If it doesn’t work

Cannot publish presentation: Wait for the thumbnail image upload to complete. Large images may take several minutes.

Conference does not launch: Verify the Zoom meeting ID is correct and the meeting is active. Check that the passcode matches if required.

Waiting room blocks entry: The Zoom host must disable the Waiting Room setting in their Zoom account under Personal > Settings. Enable Allow Join before Host so participants can join even when the host is not present.

Settings do not persist: Peripheral choices (camera, microphone, speaker) are not saved and must be selected again each time you enter a room.

Live conference interrupted by republish: If you update and republish a presentation while a user is in a live conference, the ScreenRay device will not disrupt the meeting. The new presentation takes effect only when the user exits the room.

Need to enable Virtual Rooms: Contact your account team or email sales to add Virtual Rooms to your plan.

Related articles

• Find your BlueJeans or Zoom meeting ID Locate the meeting ID and passcode in your invitation so you can join a BlueJeans or Zoom meeting on your screens.
• Create and publish playlists to screens Create a playlist in your Library, add and order presentations, then assign and publish it to your screens.

• Contact support at support@displai.ai for Virtual Rooms dashboard configuration issues
• Visit the Virtual Rooms help center for videoconferencing troubleshooting