Someone else has the laptop

Send the setup link

Open the Laptops page and find Someone else has the laptop? Type the email address of whoever will be standing at the laptop, the venue's AV person or a colleague flying in early, and send them the setup link.

They get one email, Set up the Frasiey app on the room laptop, with the download and a link that opens a page needing no sign-in. The link works once and lasts seven days, so send it in the week of the meeting rather than the month before.

What they see

A page with nothing to sign into and no account to make. It offers the same downloads this site does, with the one for the laptop they are on marked, and then one instruction: When the app opens it shows a 6-character code. Type it here.

A Mac and a Windows laptop each get their own button there, so it does not matter which one stays in the room. A recent Mac is worth asking for when the room is not in English, which is worth settling in the same message.

They type it, and the page tells them which account the laptop has joined. Then the laptop asks which room it is in, and they choose the room they are standing in. Not sure? They can leave it, and you choose a room for it in Frasiey online under Rooms. Either way the laptop's name, such as Laptop 3, is at the top of its screen, so they can read it out to you over the phone.

To answer that question the laptop shows the names of your meetings that are on now or coming up, and their rooms, and nothing more. They never see your schedule, your people or your money, and nothing about your account is on that laptop afterwards beyond the app itself.

If the link has already been used, or it is more than seven days old, the page stops at one sentence: This setup link has already been used, or it has run out. Ask whoever sent it to you for a new one. It names nobody, and that is deliberate. The page takes no sign-in and is told nothing about who sent the link, so a name there would be a guess, and a guess sends the person standing at the laptop to the wrong colleague. Say in your own message that the fresh one comes from you. Send it from the Laptops page and nothing is lost.

Why not just sign in on their laptop

Because the alternative is your own account left signed in on a machine that stays at the venue after you go home. Connecting a laptop has always needed somebody signed in; the setup link moves that authority into a single-use email instead, so the answer to can you set this up for me stops being only if I come over.

Ask about the microphone first

A laptop an IT department manages can have the microphone blocked by a setting nobody in the room can change. Frasiey says so clearly when it happens, but that is a bad moment to find out. When you send the setup link, ask in the same message whether the laptop will let a new app hear the room, and give them a week to answer.

Canceling, and handing laptops back

The Laptops page lists every setup link that is still waiting to be used, with Cancel beside each one. A link drops off that list once it has been used, canceled or run out, so what is left is what somebody could still act on. Canceling is immediate, and the link in that email stops working.

When you hand laptops back to the venue, Remove them all does what it says for the whole account, and the confirmation names how many will go. Each one loses its room and its place in your account, and none of them can caption anything again until somebody connects it with a new code. It is the tidy end to a week in a venue whose laptops were never yours.

Laptops you keep need no removing. When a meeting is over, each one asks to be set up for a new meeting, and nothing changes until somebody chooses.