Proximity join lets someone add a nearby Teams Room to their meeting from the Teams app on a laptop or phone, without inviting the room. The room advertises itself with a Bluetooth beacon (and, on some Windows consoles, an ultrasound signal), and the Teams Rooms home screen also shows a QR code that a phone can scan to join, start a meeting or cast. Admins can turn each feature on or off, including hiding the QR code.
Three ways to join a room
| Method | How it works | Notes |
|---|---|---|
| One-touch join | Room is invited to the meeting; tap Join on the console | The standard method; needs the room on the invite |
| Proximity join (Bluetooth / ultrasound) | Teams app detects the nearby room; user adds it when joining | Room doesn't need to be invited |
| QR code | Scan the code on the room's home screen with a phone | Join, start a meeting or cast from Teams mobile |
How Bluetooth beaconing works
- The room broadcasts a short-range Bluetooth signal. The Teams app on a laptop or phone lists nearby rooms by signal strength.
- Bluetooth passes through walls, so rooms next door may appear too, including rooms already in use.
- The connection itself goes through the Teams service, so the laptop and room don't need to be on the same network.
- Bluetooth must be enabled on both the room device and the user's device.
Ultrasound (Windows only)
On Teams Rooms on Windows with compatible consoles (Microsoft lists Logitech Tap and certain Crestron consoles), the room can also emit an inaudible ultrasound tone. It doesn't pass through walls, so it finds the room you're actually in more accurately, and those rooms appear at the top of the list. Ultrasound is paused during meetings and isn't available on Teams Rooms on Android. Microsoft notes that people or animals with sensitive hearing may notice it.
Who can use proximity join
- Users in the same tenant, or in a trusted external organization.
- Users who are allowed to bypass the meeting lobby. If they'd land in the lobby, proximity join fails.
Turning on Bluetooth beaconing
- Teams Rooms on Windows: enable "Allow Bluetooth beaconing" in the device settings, in the Teams admin center, or in the Pro Management Portal. Sub-options include automatically accepting proximity-based meeting invitations and allowing remote control from personal devices. Ultrasound is a separate setting.
- Teams Rooms on Android: configure Bluetooth beaconing through a configuration profile in the Teams admin center or on the device.
See Teams Rooms admin center and Pro Management Portal.
Joining with the QR code
- Scan the QR code on the room's home screen with a phone camera.
- If Teams isn't installed, you're sent to download it.
- In Teams mobile, choose to join a meeting that's in progress or starting soon, start an ad-hoc meeting, or cast content.
- By default the room accepts automatically. If you take more than two minutes to choose, someone must accept on the room console.
The QR code is available on Teams Rooms on Windows and Android with all Teams Rooms licenses, on recent app versions, and refreshes every minute.
How to remove the QR code
| Platform | Where | Setting |
|---|---|---|
| Windows (XML) | SkypeSettings.xml | <RoomQRcodeEnabled>false</RoomQRcodeEnabled> |
| Windows (admin center) | Teams devices > Teams Rooms on Windows > Edit settings > Device | Show room QR code: Off |
| Android (device) | Settings > Device settings > Teams Admin Settings > General | Show room QR code: Off |
| Android (admin center) | Configuration profiles > Device settings | Show room QR code: Off |
To keep the QR code but require someone in the room to accept, turn off "Automatically accept proximity-based meeting invitations" (XML: QRCodeAutoAcceptProximateMeetingInvitations). More XML options: Teams Rooms XML config.
Troubleshooting
- Room doesn't appear: check Bluetooth is on for both devices and the room is signed in.
- Proximity join fails: the user probably can't bypass the lobby, or is outside the tenant or trusted organizations.
- Wrong room listed first: Bluetooth reaches neighboring rooms; enable ultrasound on Windows rooms with a supported console such as Logitech Tap, or pick the room by name.
Related: how to join a Teams Room meeting and Teams Rooms user guide.
Rolling out Teams Rooms with proximity join? Talk to us about consoles and setup.
Related guides
- Join Teams or Zoom from Google Meet hardware
- Join Zoom or Google Meet from a Microsoft Teams Room
- How to Set Up Microsoft Teams Rooms: Step by Step
- Microsoft Teams Rooms Hardware: What You Need
- Teams Rooms certified devices: bars, kits and peripherals
- How to Join a Google Meet from a Microsoft Teams Room
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