• Hybrid & Remote Work

Basic vs. Pro Membership for Microsoft Teams Rooms: What’s Best for You?

Summary:

• Microsoft Teams Rooms (MTR) can make any workspace a powerful hub for collaboration and communication. Basic and Pro licenses let organizations scale from zero-cost foundational features to advanced options that address specific needs.
• MTR Basic is completely free to use as long as you have a Teams-certified device and provides basic functionality. Pro unlocks cutting-edge AI-powered tools, enterprise analytics, and unlimited scalability.
• Pro memberships deliver powerful video conferencing features like noise suppression, speaker tracking, and immersive layouts. You’ll also get access to better admin and management tools for an unlimited number of meeting spaces.
• MTR is flexible, making it easy to start small and expand later. Start with Basic or take a 60-day Pro trial, then customize your setup with helpful add-ons.

Microsoft Teams Rooms (MTR) is a dedicated meeting space solution that helps organizations turn any room into a central hub for collaboration. This subscription-based service provides intelligent tools that improve the meeting experience for everyone.

To get the most out of MTR, you’ll need to choose between two membership options: Basic and Pro. We’ll break down what each plan offers and when investing in Pro makes the most sense in this guide. Take a look, then call us at ET Group for help setting up the ideal hybrid workspace for your organization.

Related: What Type of Space Does Your Workplace Need?

Key Differences Between Basic & Pro Accounts

MTR’s subscription service comes with some of the most forward-thinking tools in the industry for remote work, but the Basic and Pro plans each cater to a different level of need.

Basic is a great starting point for small-to-medium businesses and startups on razor-thin budgets who want the option to start small and grow over time.

Quick Facts about MTR Basic

• No cost for startup or use.
• Limited to 25 rooms in total.
• Requires a Teams-certified device.
• Comes with one-touch join, wireless content sharing, and a shared digital canvas.

Think of Basic as the core essentials—you’ll be able to access the general MTR experience, but won’t have access to any of the usual bells and whistles.

Quick Facts about MTR Pro

• Pay a yearly license fee per room.
• No limitations on the number of rooms.
• Comes with a full suite of powerful, AI-driven meeting tools.
• Also includes enterprise-grade analytics and support for remote configuration.

The Pro plan breaks free from these limitations and gives teams access to the latest bleeding-edge tools for collaboration.

Pro Features that Support Hybrid Meetings

MTR’s Pro plan offers real value for organizations who want to elevate the meeting experience and give teams more flexibility when collaborating. It’s a step up from basic that targets power users who need more functionality from their meeting tech.

• Enterprise-grade security tools like secure boot, Microsoft Defender for Endpoints, ITSM integration, remote sign-in, and one-time-passwords (OTP).
• Built-in device analytics that give you the ability to see exactly how, when, and why teams are using dedicated meeting spaces.
• Advanced audiovisual tools like noise suppression, pan-tilt-zoom (PTZ), speaker tracking, custom room layouts, chat, and loop.
• Scalable management options like a one-stop room management portal, remote configuration, and custom tagging for better organization.
• Engagement-enhancing features like Front Row, Together Mode and split gallery views that help make  hybrid meetings feel more equitable and enjoyable.

Investing in a Pro-level membership also gives your organization special access to Microsoft365’s Phone System as well as inbound and outbound SIP/H323. PSTN calling is optionally available with a Teams Phone Standard or Calling Plan.

Basic and Pro Features Compared for Admins & End Users

We’re including the two tables below to give you a birds-eye view of how MTR’s Basic and Pro licensing plans stack up. The first table contains information for IT managers, stakeholders, and anyone else with a vested interest in planning or managing your dedicated meeting spaces. You’ll find information about end user specific features in the second table.

Admin-Level Features

End-User Features

Related: Encourage Employees to Come Into Work by Making the Office More Useful

Comparing the Value of MTR Basic and Pro

Note: Pricing and features are subject to change. For the most accurate, up-to-date figures, or for more information about how Teams subscription plans work, visit the Teams website.

To compare the value of MTR’s Basic and Pro plans, you need to go beyond just surface-level subscription costs and look at how much value each feature provides.

Basic Plan: Savings First, Value Second

Let’s take a look at the Basic plan first:

• It’s completely free, so there’s no upfront investment to worry about other than the initial cost of an MTR-certified device.
• You get access to basic video conferencing tools, which is often enough for small businesses with simple needs.
• There’s no annual contract or agreement, so you aren’t locked into one option if you decide it isn’t right for you—or outgrow it.

The only problem? Basic doesn’t stack up well against other options like Skype for Business or Zoom. Both of these offer similar features on everyday devices without the need for specialized equipment, and they’re easy for small groups to use.

There’s also the issue of equipment to consider. Only organizations who invest in at least one MTR-certified device are eligible for the Basic plan—and that can still be costly.

Pro Plan: More Value at a Higher Investment

MTR Pro introduces a per-room subscription fee. Microsoft does bill for this service annually, so an investment will impact your business for at least a full year. It’s natural to want to feel confident in that investment before moving forward.

The good news is that Pro really delivers on value over time by centralizing the meeting management experience.

• You get access to advanced features that make meetings more efficient for all participants, and help them customize the meeting experience.
• IT managers can use advanced analytics to spot usage trends, plan for upgrades, and generally optimize how people use dedicated meeting spaces.
• Robust security and access restriction tools are essential for large organizations that need to protect confidential information and keep data safe.

For most enterprise applications, Pro is the way to go. The only exceptions might be if your organization has particularly simple needs or if you are still in the early stages of designing your first dedicated meeting space and aren’t yet ready to upgrade.

Which Teams Rooms Membership is Best for You?

Making the right choice between these memberships requires a deep understanding of how your people work, how they use video conferencing, and what challenges they face each day.

But let’s set individual needs and goals aside for a second. Are there ever any scenarios where it’s clearly better to choose Basic or Pro? Yes! Here’s what we normally recommend.

• Basic is ideal for small organizations and startups that need straightforward, effective video conferencing tools they can rely on without upfront costs. You keep the option to upgrade at any time, but maintain access to basic functions either way.
• Pro is designed for enterprise-level environments that need to carefully balance user experiences with efficiency, control, and engagement. It can help reduce IT overhead or make it easier to deploy a large number of dedicated meeting rooms.

If you need an outside perspective on your current situation or want to explore your options before taking action, send us a message. We’re proud to be a certified Microsoft Partner with expertise in Teams Room design, deployment and support.

Related: Moving The Needle On Collaboration In Your Organization

Upgrade Pathways & Trial Options

When we design and build MTR rooms from the ground up, we focus closely on designing for maximum efficiency and productivity. By taking the time to understand the needs and pain points of ALL of your users, we can develop a solution that fits you now in the future.

The goal? Create a system that doesn’t need to be overhauled every time your needs change or the latest technology drops. That kind of flexibility is key for businesses at every level, especially when markets are volatile and industries are in flux.

MTR Basic and Pro are a bit of a golden ticket in this regard. Multiple pathways ensure that every organization can jump in and adopt the technology at a level they feel comfortable with.

• Start with Basic to get a feel for MTR rooms without spending a dime on anything other than a Teams-certified device.

• Or, start with a 50-day Pro trial to get right down to business with a more robust videoconferencing system that has the features your organization needs most.

• Seamlessly upgrade from Basic to Pro if you decide it’s too bare-bones for your needs—or you just want access to more great features, like real-time transcription.

• Enhance your meeting spaces with add-ons like Microsoft Teams Phone Standard or Calling Plans that give you the power to call any public telephone number. If you don’t need features like these, skip them and enjoy the savings instead.

Microsoft makes it simple to keep your MTR setup aligned with your evolving goals, but we don’t recommend walking this road alone. Let’s talk about it and find your best fit!

Related: What Conferencing Technologies Should Meeting Rooms Have?

ET Group Helps Develop & Design Microsoft Teams Rooms

At ET Group, we specialize in helping organizations develop hybrid-compatible meeting spaces that prioritize user experience without jeopardizing control, safety, or scalability. We acutely understand the fact that work is no longer just about where you do it—it’s about what you do and how it gets done.

Thousands of organizations all across the globe use Microsoft Teams Rooms to communicate, collaborate, and share experiences more effectively and efficiently every single day. If you’re ready to join them, our workplace technology specialists can help guide you through the process. Contact us to learn how we can support your goals!

Frequently Asked Questions about Microsoft Teams Rooms

Can Microsoft Teams Rooms integrate with my existing hardware?

Most likely. MTR can be integrated with many different platforms and devices, but compatibility varies widely and often depends on the specifications of each device. Microsoft maintains a list of Teams Rooms certified systems and peripherals at this link—if you see your hardware listed, there’s a good chance you already have what you need to get started.

If you don’t know how to check your devices for compatibility, or you don’t have a lot of experience working with technology, give us a call. We’re happy to help!

Are Microsoft Teams Rooms suitable for pods and huddle rooms?

Yes! In fact, MTR is one of the best options for organizations that have very little real estate. Solutions that rely on this technology are highly flexible and can be tailored to fit any room size or need. They’re also relatively easy to scale and adjust over time, meaning you can still make the most of the space if your needs change.

For smaller rooms, compact setups with integrated devices like all-in-one soundbars and displays are a great choice. They offer the same user experience without requiring any major changes to the room.

Do I need an in-house IT team to run Microsoft Teams Rooms?

You have options. Microsoft Teams Rooms are designed to be easy to use, even if you aren’t an IT specialist. The Teams admin hub makes it easy to monitor, track, and adjust your dedicated hardware on-site or from a remote location. Most organizations do prefer to leave setup, scaling, and ongoing optimization to the experts—and that’s where we come in.

ET Group offers customized support packages tailored to your business and your specific needs. We can provide comprehensive global coverage for your entire AV operations from a distance or work with your in-house team on-site. Book a consultation to learn more.

What maintenance does Microsoft Teams Room require?

From a software perspective, it’s almost entirely hands-off. Most updates, including security patches and software upgrades, happen automatically behind the scenes without any manual input. Complex configurations that power special features or allow for interoperability with other platforms and services may occasionally need attention from an IT specialist.

Hardware is a different story. Occasional cleaning and checks to ensure optimal performance, particularly in high-usage environments, are critical and can help ward off early equipment failures. We can help with that if you don’t have an in-house team.

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