Mastering Remote Access for Teams Rooms Android & Windows

Microsoft Teams Rooms (MTR) devices are the heart of modern meeting spaces, bringing seamless collaboration to your organization. However, managing a fleet of these devices across various locations can be a significant challenge for IT administrators. This is where robust remote access capabilities become indispensable, enabling efficient troubleshooting, configuration, and maintenance without requiring physical presence. This blogpost will explore the insatiable need for remote access on both MTR Windows and MTR Android devices, detailing the primary methods, step-by-step instructions and crucial security considerations.

Why Remote Access is Critical for MTR Management
Imagine a scenario where a display issue arises in a conference room on a different floor, or an MTR device in a remote branch office needs a critical software update. Without remote access, an IT technician would need to physically travel to each location, consuming valuable time and resources. Remote access empowers IT teams to:

• Troubleshoot and diagnose issues: Quickly identify and resolve problems like audio/video glitches, network connectivity issues, or application crashes.
• Perform routine maintenance: Conduct updates, clear cache, and optimize settings from a central location.
• Provision and onboard new devices: Streamline the deployment process for new MTR installations.
• Monitor device health and performance: Proactively identify potential problems before they impact meetings.
• Provide remote support and training: Guide end-users or new IT staff on device usage.

General Principles of Remote Access
While specific implementations vary between Windows and Android, the underlying principles often involve:

• Secure Connection: Utilizing encrypted protocols to protect sensitive data during transmission.
• Authentication: Verifying the identity of the user attempting to access the device.
• Authorization (RBAC): Ensuring that users only have the necessary permissions to perform their tasks.
• Network Accessibility: Devices must be reachable over the network, potentially requiring firewall rules or VPN connections.

Remote Access on Microsoft Teams Rooms on Windows
For MTR devices running Windows, the primary and most recommended method for remote administration and console access (especially with a Teams Rooms Pro license) is through the Microsoft Teams Rooms Pro Management portal. Traditional Remote Desktop Protocol (RDP) can be enabled for deeper OS-level access, but it's generally superseded by the Teams Rooms Pro Management portal for day-to-day MTR-specific tasks.The Teams Rooms Pro Management portal, accessible via the Microsoft Teams Admin Center, offers a dedicated, secure, and integrated way to manage your MTR Windows devices. This method provides console-level remote access (view or modify) directly within your browser.

Prerequisites:

• Microsoft Teams Rooms Pro License: This feature typically requires a Teams Rooms Pro license assigned to the MTR device.
• Tenant-level Enablement: Remote Access must be enabled at the tenant level in the Teams Rooms Pro Management portal.
• Custom RBAC Role: A custom role with "Remote Access view" or "Remote Access modify" permissions must be created and assigned to the administrators who will be performing remote access.
• Supported MTR Windows Version: The MTR device must be running a supported version of Windows (e.g., Windows 11).

Step-by-Step Guide to Enable and Use Remote Access:

1. Enable Remote Access in Teams Rooms Pro Management Portal (Tenant Level):

1. Sign in to the Teams Rooms Pro Management portal (e.g., https://portal.rooms.microsoft.com) with appropriate administrator privileges.
2. Navigate to Settings > Remote Access.
3. Set Enable Remote Access to Enabled.
4. Enter an email address to acknowledge the enablement and select Save.

2. Create and Assign a Custom Role with Remote Access Permissions:

1. In the Teams Rooms Pro Management portal, navigate to Settings > Roles.
2. Click Create Role.
3. Provide a meaningful Name and Description for the role (e.g., "MTR Remote Admins").
4. Proceed through the wizard, ensuring you assign either "Remote Access view" or "Remote Access modify" permissions to this role. "View" allows observation, while "Modify" grants full control.
5. Assign the relevant users (administrators) and the specific Teams Rooms devices they are authorized to access to this new custom role.

3. Start a Remote Access Session:

1. In the Teams Rooms Pro Management portal, navigate to Rooms.
2. Select the specific MTR Windows device you wish to access.
3. Go to the Remote Access tab (this tab will only appear if you have the necessary permissions and the feature is enabled).
4. Click Start Session.
5. A secure connection will be established, and the MTR console interface will be displayed in a pop-out window within your browser.​​

After a few seconds, the remote session will start as shown below:

Important Notes for Teams Rooms Pro Management Portal:

• Remote access sessions are logged for auditing purposes.
• Audio is not enabled during remote access sessions.
• A red ring is displayed on the console in the room when a remote access session is active, alerting anyone in the room.
• The console must not be in an active call to initiate a remote session.
• Avoid entering privileged account passwords during remote access sessions for enhanced security.

Remote Access on Microsoft Teams Rooms on Android
Remote access is crucial for managing and troubleshooting Microsoft Teams Rooms (MTR) on Android devices. Here we focus on how to remotely access and control Poly TC8 and TC10 touch controllers used with Poly Android video bars through the Poly Lens platform.

What is Poly Lens?
Poly Lens is a cloud-based device management platform developed by Poly (now part of HP) that provides IT administrators and users with enhanced visibility, insights, and control over their Poly communication and collaboration devices. It's designed to simplify the management of various Poly devices, from headsets and desk phones to video conferencing systems and Microsoft Teams Rooms.

To use remote access with Poly Lens, you need:

Supported Devices:

• Poly TC8 or TC10 touch controller.
• Paired with a Poly Android video bar (Poly Studio X series, Poly Studio G62, Poly Studio G7500).

Device Requirements:

• TC firmware version 6.4 or higher.
• Remote access enabled on the TC device under Settings > Poly Lens > Remote Access.
• The device must be onboarded to a Poly Lens cloud account.

Poly Lens Cloud Requirements:

• A Poly Lens cloud account (Premium Enterprise is recommended, or you can use the trial version).
• A Poly Lens Admin or Device User Role in the account.
• A supported browser (Safari, Edge, or Chrome; Firefox is not currently supported).

Step-by-Step Guide to Remote Access with Poly Lens

Log in to Poly Lens: As an IT admin, log in to your Poly Lens account with a Poly Premium license.

Select a Supported Device: Choose the TC8 or TC10 device you want to access. You can find devices under:

• Manage > Inventory and select the device.
• Manage > Rooms and select a room that includes a supported device.

Initiate Remote Access:

1. On the device details page, click Remote Access

User Permission:

1. A pop-up window will appear on the touch controller, prompting the end user to Start or Deny the remote session.
2. If the user selects Deny, the remote session will not start, and the admin will be notified.
3. If the user takes no action or there is no one in the room to respond, the remote session will start automatically after 30 seconds.

Remote Control:

1. A new window will open in your browser, displaying the touch controller screen.
2. Screenshot Placeholder: Remote access window showing the TC8/TC10 screen.
3. You can now remotely interact with the touch controller:
4. Click and type using your mouse and keyboard.
5. See the LED status on the TC10 device.
6. Interact with the Poly button.
7. The end user can still interact with the TC device simultaneously.
8. The touch controller screen will show a simplified view with a blue screen-sharing icon and a blue outline, indicating a remote session is in progress. A small, expanding blue circle will appear where the admin clicks.

​End Session: To end the remote session, click the End Session button in the upper right-hand corner of the remote access window.

​Important Considerations

• Device must be online: Remote access will not work if the touch controller is offline. The Remote Access button will be grayed out with a tooltip indicating the device's offline status.
• User Awareness: The end user will be notified when a remote session is active.
• Security: Ensure your Poly Lens account is secure and use strong passwords.
• Poly Lens App: The Poly Lens Room app is required for managing PC-based conference rooms.
• Poly Lens Desktop: Poly Lens Desktop must not be installed on the Microsoft Teams Room on the MTR Windows PC.

Conclusion
Remote access is no longer a luxury but a necessity for efficient and secure management of Microsoft Teams Rooms. By leveraging the powerful capabilities of the Microsoft Teams Rooms Pro Management portal and integrating with comprehensive OEM management solutions like Poly Lens, IT administrators can maintain optimal performance and availability of their MTR fleet, regardless of geographical distribution. Always prioritize security, adhere to best practices, and stay informed about the latest management features and updates from Microsoft to ensure a seamless collaboration experience in your organization's meeting spaces.