Meeting room recovery.
A room device fault is detected and a spare staged in a nearby locker for facilities.
Tools you may already run, plus the one that hands the device over.
From the first signal to a device in hand.
A Microsoft Teams Rooms device reports a fault.
ServiceNow stages a spare in a nearby locker for facilities.
Facilities swap it before the next meeting starts.
The full sequence
- A Teams Rooms device reports a fault.
- An incident is raised in ServiceNow.
- Smart Collect® reserves a spare in the nearest locker.
- The facilities or AV team collects it and swaps the device.
- The faulty device goes back in the locker for repair.
- The incident closes with the swap recorded.
What you need in place
- Microsoft Teams Rooms, with the Pro Management portal linked to ServiceNow
- Smart Lockers near your meeting room floors, holding spare room devices
- A facilities or AV team to do the swap
How the pieces connect
- Microsoft Teams Rooms
- Raises incidents in ServiceNow from the Teams Rooms Pro Management portal when a device fails.
- ServiceNow
- Routes the incident to facilities or AV.
- Smart Collect®
- Reserves the spare device and records the swap.
The physical steps stay the same, whichever system makes the decision.
Run this recipe from a standard ServiceNow workflow today, and let AI take the decision later. Nothing on the physical side changes.
One record of what was decided, and what physically happened.
A reference design for your technical team.
The Blueprint shows how this recipe would work in your ServiceNow instance and what a build would involve. It is a design, not a step-by-step installation guide.
- What you need in place. Microsoft Teams Rooms, with the Pro Management portal linked to ServiceNow · Smart Lockers near your meeting room floors, holding spare room devices · A facilities or AV team to do the swap
- How the pieces connect. The role of Microsoft Teams Rooms and ServiceNow and Smart Collect®, and what stays in your instance
- Step by step. All 6 steps, from the first signal to the returned device
- Approval and policy. Swap automatically for device types you keep as spares.
- Handover rules and exceptions. Reservations, codes, expiry, returns, and what happens when stock runs out or nobody collects
- What to measure. Time a room is out of action · Meetings affected by room faults · Engineer trips for room repairs
- What a build involves. The questions to settle first, the roles involved, and how we would scope a six to eight week pilot
Request the Blueprint
A four-page reference design for your technical team. Tell us who you are and the Blueprint downloads straight away.
Before you ask
Does this need Teams Rooms Pro?
The Blueprint uses the Pro Management portal's ServiceNow integration to raise incidents. Without it, the same flow can start from a manual report.
Is this an off-the-shelf integration?
No. It is a recipe concept that shows what becomes possible when these tools are combined with Smart Collect®. We build it with you, and where needed with the vendor, when it fits your estate.
Where does the data live?
In your own ServiceNow instance. Smart Collect® does not keep a separate database of your users or devices.
Do we need AI for this?
No. A standard ServiceNow workflow can run every step today. Otto or Flow can take over the decision later without changing anything on the physical side.