Meeting Room Displays Hiding upcoming meeting details from room screens

Zoom Rooms

Zoom Rooms has a dedicated setting to display only the meeting time and availability — without the title or organiser.

Sign in to the Zoom web portal as an admin.
Go to Room Management → Zoom Rooms.
Select the relevant room (or account-level settings to apply to all rooms).
Under the Meeting tab, locate “Display meeting name on room display” and toggle it off.
Save changes — the room screen will update within a few minutes.
Open the Teams Rooms Pro Management Portal (or Teams Admin Center for standard licences).
Navigate to Rooms → select the room → Room settings.
Under Meeting display, set “Show meeting name” to off, or enable “Private meeting mode” if available.
Alternatively, this can be configured via the SkypeSettings.xml file on the device by setting <HideMeetingTitle>true</HideMeetingTitle>.
In Outlook: open the meeting invite, click the lock icon or go to Event → Private before sending.
In Google Calendar: open the event, click More options → Visibility → Private.

ℹ Tip

This setting can be applied at the account level (all rooms), location level, or per individual room.

Apply it at account level to enforce it everywhere in one step.

Microsoft Teams Rooms

Teams Rooms supports a privacy mode that replaces meeting titles with generic text such as “Reserved.”

⚠ Note

The exact setting name varies by Teams Rooms version and device manufacturer (Logitech, Lenovo,

Crestron, etc.). If you do not see the option in the portal, check the device manufacturer’s admin guide.

Calendar-level approach (all platforms)

As an alternative — or in addition to the platform setting — meeting organisers can mark a booking as Private directly in their calendar. Most room display systems respect this flag and will show the time slot as “Private” or “Reserved” rather than the meeting title.

ℹ Note

This approach puts control in the hands of meeting organisers. It works well for one-off sensitive

meetings but is not a consistent solution — individual bookings can be forgotten. Combining it with

a platform-level setting is the most reliable approach.

Recommended approach

For the most consistent protection across all rooms:

Apply the platform-level privacy setting (Zoom Rooms or Teams Rooms) at account or location scope so all rooms are covered by default.
Advise staff to mark particularly sensitive bookings as Private in their calendar as an additional safeguard.
If different rooms have different requirements (e.g. executive floor vs. general office), use per-room settings rather than a blanket account-level toggle.

💡 Need help applying this?

If you are unsure which platform your rooms are running, or you do not have admin access to the

Zoom or Teams portal, contact your IT administrator. They can apply the setting centrally across

all rooms in a single change.

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