Tell your organization about Meet hardware

Help your users adopt Google Meet hardware.

1. Notify users of the upcoming change—Copy and paste the following email template into an editing tool like Google Docs. Change all parts in red. Then, send the email to your users to help them get familiar with Google Meet hardware.

   Send an announcement email

   Email subject line: Welcome to Google Meet hardware!

   The [your company name] IT team would like to tell you about an exciting opportunity—communicating and collaborating with your colleagues using Google Meet hardware! We are installing this solution in our conference rooms and want to let you know about its features and possibilities.

   What is Google Meet hardware?  Google Meet hardware converts a traditional conference room into a video conferencing room. You can use the room system to create video meetings with other rooms and people. People can connect from their laptops or mobile devices.

   Where is Google Meet hardware available? We’ve set up Google Meet hardware in these rooms:

   [room1]
   [room2]
   [room3]
   [room4]

   You can now use one of these rooms to create meetings with other rooms in the list. From a laptop or mobile device, you can use Google Meet hardware to join video meetings with these rooms.

   How do I use Google Meet hardware​ in these rooms? There is a table mat in each room that goes over the basics.

   Where can I get more information about Google Meet hardware features? Contact your system administrator or check out Compare Google Meet hardware on ChromeOS and Android.

   Does this feature impact any of my other Google Workspace apps? You can now choose your meeting's names in Google Calendar. Calendar will suggest names, but meeting organizers can edit the name of the meeting. Joining a video meeting is the same, but now you can enter the meeting name into a Google Meet hardware device to join from a room. Or, in a web browser, type https://meet.google.com/ and enter the meeting name.

   How can I send feedback about Google Meet hardware​? Because we’re in a test period, you might encounter a few glitches or issues. If you do, please let our IT support person know. We want to make sure that Google hears your feedback!

2. Hang posters and signage—Hang posters and signage where Meet hardware will be used. These posters teach users how to join meetings and share content. 
   • Get Started with Meet Hardware Poster - Touchscreen (17x11)
   • Get Started with Chromebox for meetings Poster
3. Launch to a small set of users—Begin with a soft launch to a small set of users after all devices are installed. This gives users time to become familiar with the hardware. It also gives you time to troubleshoot any issues.
4. Train users—Train your users to do the following:
   1. How to create and join both scheduled and unscheduled meetings from a Google meeting room hardware device, laptop, or mobile device.
   2. How to add guests who are internal or external to your organization.
   3. How to share and present content.
   4. Send your users to the Google Meet hardware help center to explore and learn more.