Using RoomRadar for Remote Workshops

Use this guide when one or more groups are joining online instead of sitting around the same table. In a hurry: send the remote link to each remote group, ask one participant per group to share meeting audio, keep everyone else on mute in RoomRadar, and run a 10-second test before you start.

When to use remote mode

Use the remote link when the group is talking in Zoom, Teams, Google Meet, or another online meeting tool. The local mobile link is still the right choice when people sit around the same table and one phone can hear the whole discussion.

The goal is simple:

• one RoomRadar connection per group
• that connection captures the group discussion clearly
• summaries still stay at group level

You do not need a special workshop mode in RoomRadar. The difference is only which link you send.

Send the remote link to participants

Each group now has two participant links:

• mobile link for people in the room
• remote link for people joining online

Send the remote link to the person in each remote group who can share meeting audio. That person should join RoomRadar from the same computer or phone that can hear the breakout room audio.

If you are mixing in-room and remote groups, keep the setup split clean:

• in-room tables use the normal mobile link or QR
• remote groups use the remote link

If you are still setting up table phones, see [Connect phones as microphones for multi-table workshops](/guides/setup/connect-phones-as-microphones).

How participants join

The remote link opens the same join page, but it turns on remote mode by default. Participants can still switch it off manually if the wrong link was shared.

In remote mode, RoomRadar tries to listen to:

• the participant microphone
• the meeting or tab audio

That matters because remote breakout rooms often have both live speech and meeting audio mixed into the discussion flow. One participant per group is usually enough.

If meeting audio cannot be shared, RoomRadar falls back to microphone-only capture. The participant can still join, but the transcript may miss voices that are only heard through the call.

Tips for Zoom, Teams, and breakout rooms

The setup that usually works best is:

1. put one participant in charge of RoomRadar for each group
2. that participant opens the remote link
3. they allow microphone access
4. they share meeting or tab audio when the browser asks
5. you confirm that text appears in the right group

Avoid having several people in the same remote group connect to RoomRadar at once. That creates duplicate capture and noisier transcripts.

If the group moves between breakout rooms, keep the same RoomRadar participant if possible. It reduces reconnection problems and keeps setup simple.

Hybrid workshops

Hybrid sessions work as long as you treat each group the same way RoomRadar does: one active capture path per group.

Common working patterns:

• in-room group: one phone on the table
• remote group: one participant shares meeting audio
• mixed group: use whichever device hears the whole group discussion best

What matters is not whether the group is remote or in person. What matters is whether RoomRadar gets one clear group-level audio feed.

If a remote group drops, reconnect with the same remote link first. If the browser refuses meeting audio sharing, continue with microphone-only and fix it between rounds rather than blocking the discussion.

Related guides

• [Connect phones as microphones for multi-table workshops](/guides/setup/connect-phones-as-microphones)
• [Inviting participants to connect their phones](/guides/setup/invite-participants-with-qr)
• [Reconnecting a device without losing the discussion](/guides/setup/reconnecting-a-disconnected-device)
• [Testing microphones before participants arrive](/guides/setup/test-audio-before-workshop)
• [Setting up the facilitator laptop or tablet](/guides/setup/facilitator-device-setup)