Get started with your Meeting HQ

This article applies to the Meeting HQ

What's in the box?

Parts included:

  • Meeting HQ (previously called “Meeting Owl Perch”)
  • Lock Screw
  • Owl Adapter  
  • AC/DC power brick with DC line cord
  • 12 ft (3.5m) AC cable
  • 3 ft (1m) DC extender cable (optional - found in box with Lock Screw and Owl Adapter)

Parts not included:

  • Meeting Owl Pro
  • HDMI Cable
  • In-Room TV or Monitor

Pre-setup Instructions

Prior to setting up your Meeting HQ, there are a few steps that your organization's administrator will need to complete. You can follow the instructions for your organization's calendar system and videoconferencing platform (if applicable) here.


Setup Instructions

Do not connect your Meeting HQ to an external monitor via HDMI until after the setup process has been completed.

Do not connect or disconnect the Meeting Owl Pro and the Meeting HQ while the devices are connected to power. Before either connecting or disconnecting the devices, ensure that the Meeting HQ is not plugged into a power source.

  1. Plug the Owl Adapter into the bottom of the Meeting Owl Pro, aligning the USB and Power ports.
  2. Screw the Lock Screw into the hole in the bottom of the Meeting Owl Pro (Do not over tighten screw).
  3. Place the Meeting Owl Pro on top of the Meeting HQ, aligning the Lock Screw with the circular hole on the surface of the Meeting HQ and insert until the Meeting Owl Pro snaps securely into place. If the Meeting HQ is plugged into power before this step, unplug it before attaching the Meeting Owl Pro.
    1. Note there is a latch on the bottom of the Meeting HQ to safely remove your Meeting Owl Pro from the Meeting HQ. To do this, follow the Removal Instructions.
  4. Plug the 12 foot (3.5m) AC cable into the AC/DC power brick. If more range is needed, use the additional 3 foot (1m) DC extender cable.
  5. Plug the AC cable into a power outlet and plug the DC cable into the power port located on the back of the Meeting HQ.
  6. You will see the Owl’s eye pulse and hear a “Hoot” while the Owl and Meeting HQ power up. Continue to the on-screen instructions.

On-screen Instructions

Continue to the steps below, or watch our On-screen setup videos based on your preferred system.

Google Workspace


Office 365

If a Task Manager window pops up at any point in setup, troubleshoot this issue.

  1. You will be prompted to connect to your Wi-Fi network. Input your Wi-Fi credentials and press Return.
    1. If you have an ethernet cable, this can also be connected to the Meeting HQ via the ethernet port on the back of the Meeting HQ. This is recommended for more reliable calls. You can bypass the Wi-Fi setup if you prefer to use ethernet. 
  2. Wait while the Meeting HQ downloads any updates and connects your devices. You will be brought back to the Wi-Fi page where you can tap Continue, or reconnect if necessary.
  3. Agree to the End User License Agreement.
  4. Confirm your Time Zone.
  5. Type the following address into your browser on your computer, https://nest.owllabs.com/activate-device and input the activation code shown on your Meeting HQ.
    1. After entering the activation code, log in to the Nest by clicking the link sent to your email.
      1. If you do not see the email, ensure that you are checking the inbox of the proper email address, or check Spam/Junk folders.
    2. Name your Meeting HQ.
    3. Input your billing information for the Meeting HQ. If you aren’t the one with the card, select “Not the one with the card?” at the bottom.
      1. On the next page, enter your Billing Manager’s email. After setup, they will have a 7-day grace period to input billing information.
  6. Sign into your organization's preferred calendar system. Continue setup by selecting or scrolling to the instructions for your system:
    1. Google Workspace
    2. Microsoft Office 365

Google Workspace (Gsuite)

Follow the steps below, or watch our on-screen setup video for Google Workspace.

  1. Tap Google Workspace
  2. Ensure that your Administrator has completed the necessary pre-work.
  3. Tap Sign in with Google
  4. Sign in with the credentials that will be dedicated to your Meeting HQ. If you are unsure of these credentials, check with your organization’s Administrator.
    1. If you see "Error 400: admin_policy_enforced" after signing in, troubleshoot this issue.
  5. Tap Accept on Google's Privacy Policy and Terms of Service.
  6. Tap Allow to give the Meeting HQ access to its dedicated Google account.
  7. If prompted, choose either Yes or No to save your username and password to the Meeting HQ.
  8. Choose the Room that your Meeting HQ will live in. If you do not see your Room listed, troubleshoot this issue with your administrator.
  9. If your organization primarily uses Zoom, ensure that your organization’s Administrator completed the necessary pre-work to join Zoom meetings from the Meeting HQ.
  10. If you’d like to start impromptu Zoom meetings from the Meeting HQ, first ensure that your organization’s Administrator completed the necessary pre-work to start Zoom meetings from the Meeting HQ. If so, select Sign in with Zoom and sign in with the shared Meeting HQ Zoom account previously created by your Administrator. Please note that a Zoom login is not required to join Zoom meetings from the Meeting HQ.
    1. If prompted, select Authorize to give the Meeting HQ access to your Zoom account.
    2. If not signing in with Zoom, select Skip for now.
  11. Tap Continue to Meeting HQ. You will be taken to the Quick Start home page.

Microsoft Office 365

Although Office 365 is supported as a calendar system on the Meeting HQ, Microsoft Teams is not a supported video conferencing platform on the Meeting HQ.

Follow the steps below, or watch our on-screen setup video for Office 365.

  1. Tap Microsoft 365
  2. Ensure that your Administrator has completed the necessary pre-work.
  3. Tap Sign in with Microsoft
  4. Sign in with your Administrator credentials. The first login to your Meeting HQ device must be performed by an Office 365 Administrator account in order to grant the Meeting HQ app permission for the entire organization.
    1. If you see an error message that says “Need admin approval”, troubleshoot this issue.
  5. If prompted, choose either Yes or No to save your username and password to the Meeting HQ.
  6. On the Permissions requested screen, make sure to check Consent on behalf of your organization and tap Accept. The Meeting HQ can now be used by any user in your organization.
  7. On the Choose your Room page, tap the Back Arrow (<) in the top left corner of the Meeting HQ’s screen and select Yes, log out.
  8. Select Sign in with Microsoft and sign in with the credentials that will be dedicated to your Meeting HQ. If you are unsure of these credentials, check with your organization’s Administrator.
  9. Choose the Room that your Meeting HQ will live in. If you do not see your Room listed, troubleshoot this issue with your administrator.
  10. If your organization primarily uses Zoom, ensure that your organization’s Administrator completed the necessary pre-work to join Zoom meetings from the Meeting HQ.
  11. If you’d like to start impromptu Zoom meetings from the Meeting HQ, first ensure that your organization’s Administrator completed the necessary pre-work to start Zoom meetings from the Meeting HQ. If so, select Sign in with Zoom and sign in with the shared Meeting HQ Zoom account previously created by your Administrator. Please note that a Zoom login is not required to join Zoom meetings from the Meeting HQ.
    1. If prompted, select Authorize to give the Meeting HQ access to your Zoom account.
    2. If not signing in with Zoom, select Skip for now.
  12. Tap Continue to Meeting HQ. You will be taken to the Quick Start home page.

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