The standard rollout of ClickShare Conference involves a structured, step-by-step journey:
Planning & Site Survey IT teams begin with network topology design—deciding between standalone, single- or dual-network, or dedicated setups. Proper VLAN configuration and Wi-Fi site surveys are completed to ensure reliable connectivity.
Base Unit Installation Technicians install the ClickShare Base Unit (CX‑20/30/50) in meeting rooms, physically connecting HDMI for displays and USB for cameras/microphones. Power and network connectivity are verified.
Network Configuration A configuration wizard via the Base Unit’s web interface is used to assign IP settings (DHCP/static), SSID for ClickShare or corporate Wi-Fi, VLAN tagging, NTP, DNS, and optional 802.1X authentication.
Firmware & Peripheral Pairing IT teams update firmware and pair ClickShare Buttons with the base unit. USB peripherals such as cameras and speakerphones are also verified for compatibility.
XMS Cloud Configuration Units are added to XMS Cloud/XMS Edge for centralized monitoring, analytics, and device management. SmartCare contracts are activated during this phase.
End-User Setup & Testing The ClickShare App or Button is installed and tested. Users practice joining a meeting, sharing screen content, activating peripherals, and managing audio/video quality.
Rollout & Training Once pilot testing proves successful, the system is rolled out across multiple rooms. IT teams may deploy the ClickShare App via enterprise installers (like MSI packages) for uniform control.
Typical Timeframe
Initial setup per room generally takes 1–2 hours, including hardware installation and initial network/configuration setup.
If deploying across multiple rooms, phased rollouts over a few days to several weeks are common, depending on room count, network readiness, and organizational coordination.
Customisation
ClickShare Conference is highly customizable, offering flexible configuration across multiple domains:
Network Flexibility Deploy in standalone, single-network (with integrated Wi-Fi), dual-network, or dedicated network architectures. Supports VLAN, SSID management, and enterprise-grade security, including 802.1X authentication.
Centralized Device Management Via XMS Cloud/Edge, organizations can perform bulk firmware updates, monitor device usage, allocate SmartCare services, and retrieve analytics on usage patterns or room performance.
App Deployment Options IT teams can deploy the ClickShare App organization-wide using MSI or standard installers. The app features auto-update, room detection via Wi-Fi beacons, and in-app personalization.
Peripherals & Room Design Button counts (single or dual) and USB peripheral setups can be tailored per room. Extensive compatibility with certified cameras, speakerphones, and touchscreens supports various room sizes.
Branding & Interface Customization The Web Configurator allows tweaks to device names, room screen labels, and firmware update schedules. There’s limited scope for visual personalization as supported by Barco.
Integration & APIs Advanced users can leverage REST APIs to integrate ClickShare with scheduling platforms, signage systems, or IT dashboards, enabling room-reservation triggers, UI custom messages, and usage workflows.
Scalability & Room Typology Choose from CX‑20 (huddle), CX‑30 (medium), CX‑50 (boardroom), or modular all-in-one systems (ClickShare Bar Pro/Huddle). Integration with Logitech means pre-configured packages per room size.
Additional Costs
One‑time Purchase & All-Inclusive Pricing ClickShare Conference devices (CX series) require a single payment covering hardware, software, firmware updates, and a 5‑year SmartCare support plan. There are no recurring license, subscription, or hidden upgrade fees.
SmartCare Service Included Every unit includes a 5-year SmartCare package for hardware replacement and technical support, ensuring a predictable budget.
No Setup or Maintenance Fees Barco explicitly highlights that setup, firmware updates, and remote management via XMS Cloud are included at no extra cost, reducing long‑term TCO.
Training
Knowledge Base & Documentation Barco’s online portal includes a variety of step-by-step guides and KB articles for end users and IT admins, covering setup, configuration, and integration with platforms like Teams, Zoom, and Webex.
Video Tutorials & Onboarding Series The official ClickShare YouTube channel offers “Getting Started” tutorial playlists and feature walkthroughs, helping users quickly grasp usage patterns—from Button usage to meeting integration.
Support Channels Users can access Barco’s helpdesk via phone or email, with technical support engineers available to assist with configuration issues, device pairing, and troubleshooting.
Training for IT and AV Staff While no formal classroom training is noted, corporate environments often conduct internal training sessions using Barco materials. The XMS Cloud platform simplifies centralized management training, with intuitive dashboards for updates and analytics.
Support is tiered: user-facing KB and videos streamline onboarding, while enterprise-level IT teams receive dedicated support and SmartCare help.
Security Measures
Barco emphasizes strong security built into ClickShare Conference:
Global Security Certifications Devices hold multiple certifications: ISO/IEC 27001, 27017, 27018, as well as ISO 9001 and ETSI EN 303 645, covering data centers, cloud, and IoT security standards.
Robust Encryption & Authentication All communications between the Button (or App) and Base Unit are encrypted. ClickShare uses certificate-based authentication rather than basic WPA2, securing against rogue devices.
Guest Network Isolation The embedded access-point capability allows guest users to share content on a segregated network, keeping corporate networks isolated and secure.
Configurable Security Levels Administrators can apply predefined security levels (1–3), affecting pairing behavior and SSID visibility. Changing levels necessitates re-pairing devices to ensure tightened security.
Secure Cloud Management The XMS Cloud service adheres to ISO cloud security standards, enabling secure remote monitoring, updates, and diagnostics for deployed devices.
For organizations handling sensitive or regulated data, these measures—including authentication, encryption, VLAN segregation, and certified device management—ensure comprehensive protection.
Updates
ClickShare Conference receives frequent firmware updates, typically released across seasonal cycles—including winter, spring, and autumn—packed with new features such as dual content sharing, audio enhancements, and AI-powered SmartFocus.
Automatic Updates by Default: When Base Units are network-connected, automatic firmware updates are enabled by default.
Scheduled & Controlled via XMS Cloud: IT administrators can schedule bulk or phased updates through the XMS Cloud dashboard, either enabling full auto-update or opting for more controlled rollouts.
Manual Update Options: Updates can also be applied manually through the Web Configurator or by inserting a specially formatted USB stick.
Button Firmware Sync: ClickShare Buttons auto-update their firmware when paired with the Base Unit, completing within about five minutes.
Data Ownership and Portability
Barco’s policy ensures that all personal data collected through ClickShare is owned by the client organization, not Barco or any third party. Key points include:
Client Data Ownership: Any personal information gathered by ClickShare Service Corp. on behalf of clients remains the client’s property, protected by that client’s privacy policies.
No Unauthorized Distribution: Barco (ClickShare Service Corp.) does not sell or distribute client-collected data without notice.
Security Whitepapers: Detailed security documents (e.g., ClickShare Conference Security Whitepaper) outline compliant data handling, storage, encryption, and audit controls.
Scaling Up / Down
ClickShare Conference is tailored for dynamic scaling in organizational environments:
Modular Device Options: Choose from CX‑20 (small rooms), CX‑30 (medium), CX‑50 or CX‑50 Gen2 (large rooms/boardrooms). Modular Video Bars and common USB peripherals simplify scaling by room type.
Flexible Meeting Room Feature: Integrates ClickShare with fixed videoconferencing systems (e.g., Teams or Zoom Rooms). You can add ClickShare to existing setups to enable BYOM, with seamless automatic switching—ideal for phased scaling.
Centralized Deployment with XMS: Via XMS Cloud or Edge, admins can scale deployment easily—bulk-provision units, deploy firmware, and manage varying meeting room types from a unified platform.
No Licensing Constraints: There’s no per-user or per-room license requirement. Scaling up/down means purchasing more Base Units or reallocating existing ones—without incurring additional support or subscription fees.
The terms & conditions for contract renewal and cancellation
Barco does not operate on recurring license subscriptions; rather, ClickShare Conference devices are sold with an upfront price that includes a 5-year SmartCare service package, which covers hardware replacement and premium support.
SmartCare Activation: Must be activated within 6 months of purchase. If not activated, the unit only carries a standard 1-year warranty.
Service Duration: The included SmartCare plan is valid for 5 years from activation, with no auto-renewal—customers need to initiate renewal if they wish to extend support beyond that period.
Trade-in Program: Provides an upgrade path where expired or outdated ClickShare models can be traded in under defined terms. Specific conditions are detailed in the “ClickShare Trade-in Program Terms and Conditions” for EMEA.
Cancellation: Since support is included and tied to device ownership, there's no formal cancellation process—unless customers choose not to renew or forego a new SmartCare package after the 5-year term expires.
Compliance
Barco ensures that ClickShare Conference adheres to a broad spectrum of international standards:
ISO/IEC 27001:2022 – Information security management systems
ISO/IEC 27017:2015 – Cloud service information security controls
ISO/IEC 27018:2019 – Protection of personal data in public clouds
ISO 9001:2015 – Quality management systems
ETSI EN 303 645 – IoT cybersecurity standard for consumer products.
These certifications validate Barco's commitment to data security, privacy, quality control, and IoT resilience, ensuring that ClickShare Conference aligns with modern enterprise and regulatory requirements.
