Setting up ClickShare Hub device for the first time?

This article explains how to set up a new ClickShare Hub Core or Hub Pro device for the first time. The process includes creating and configuring a meeting room in XMS Cloud, onboarding the Hub to XMS Cloud, installing the Hub and its hardware, applying initial settings through the Configuration wizard, and completing the setup.

Step 1: Pre-provision meeting room in XMS Cloud

1. Login to your XMS Cloud account.
   Note: If this is your first time logging in to XMS Cloud, you will need to create an account. Additionally, you'll be prompted to provide key information to personalize your experience - this includes selecting a role type, entering organization details, and setting up an XMS organization account to manage your ClickShare device. 
2. Create and configure a meeting room for the ClickShare Hub device to be onboarded into XMS Cloud [for additional guidance, see the related section in the XMS Cloud manual].
   1. In XMS Cloud, go to Home > Meeting rooms
   2. Click +Create room
   3. Enter the name of the meeting room in the Meeting Room Name field and click Continue.
   4. Click Pre-configure & Link Later.

Tip:
If you plan to onboard multiple ClickShare Hub devices, you must create and configure the same number of meeting rooms—one meeting room for each device. 

Important:
This step is optional but strongly recommended. Pre-provisioning the meeting room now speeds up the Hub device onboarding process later. If skipped, you will need to create an XMS Cloud account (if you do not already have one) and complete the meeting room setup after scanning the ClickShare Hub QR code in Step 2.

Step 2: Onboarding ClickShare Hub in XMS Cloud

Hub Core and Hub Pro must be onboarded to XMS Cloud to operate, the following steps explain how to onboard the ClickShare Hub in XMS Cloud:

1. Unbox the Hub device to access the QR code located on the sticker attached to the protective film on top of the device.
2. Scan the QR code.
   Note: Hub devices running firmware 4.1 may show as successfully onboarded when the QR code from the sticker is scanned before the device is connected to the internet but will require onboarding again in XMS Cloud. In such cases, complete onboarding using the QR code generated in the Configuration Wizard. This issue is resolved in firmware 4.2. See also KB15777.
3. You’ll be redirected to the XMS Cloud login page in your browser:
• If logged in, you’ll go to the registration page.
• If not, log in to go to the registration page
• [Important] If you still don’t have the XMS Cloud account yet, create an XMS Cloud account and organization account followed by creating and configuring a meeting room for Hub device to be onboarded.
4. Tap the Pre-provisioned and select a meeting room.
   Note: One meeting room can only be assigned to a single ClickShare device.
   If you have not pre-provisioned a meeting room earlier, you must create one at this step:
• Tap New Room. The system automatically assigns a default name in the format ClickShare-<serial number>, which you can rename as needed.
5. Review device details and click Save configuration.
6. The ClickShare device is now added to your organization and assigned meeting room in XMS Cloud.

For additional guidance, see the related section in the Hub installation manual.

Step 3: Hardware installation

This section describes the setup process for the ClickShare Hub and its associated hardware. For complete installation instructions. For complete installation instructions and setup, refer to the related section in the Hub installation manual. 

1. Physically install your ClickShare Hub device
   • Connect the device to the power supply and power it on.
   • [Important] Connect the device to the network.
2. Connect Control Panel to the ClickShare Hub.
3. Connect the Collaboration Bar to the ClickShare Hub
4. Connect an external display (regular or touch display) to the ClickShare Hub.

Important:
If no Control Panel or touch display is installed, you must:

• Connect a regular display to the ClickShare Hub.
• Connect a mouse to the ClickShare Hub (click here for supported connection methods). These will allow you to perform the required actions during configuration in Step 4.

Step 4: Configure ClickShare Hub settings using the Configuration wizard

A. ClickShare system setup

The first part of the configuration sets up the ClickShare system, including language, network, and date/time settings. 

1. Access the Configuration Wizard
   The Control Panel wakes up automatically when it detects movement nearby. After it activates, the Barco logo appears, followed by the Configuration Wizard screen.
2. Follow the on-screen instructions on the Configuration Wizard to configure the Hub device:
   1. Select the installed orientation of the Control Panel and tap Confirm.
   2. Choose a language and tap Continue.
   3. On the Network page, verify the ethernet connection (ensure the ClickShare Hub is connected to the wired network), then tap Next.
      Note: Tap Settings to review the auto-configured settings or configure them manually.
   4. Set date and time. Tap Next to continue

For additional guidance, see the related section in the Hub installation manual.

B. Software update, accounts and terms 

The second part of the configuration handles software setup: it checks for updates, creates the internal admin account, and displays the required agreements for ClickShare, the MDEP system, and the room system.

1. The system checks for software/firmware updates. Take action based on status:
   • Up to date: Tap Continue.
   • Update now: Tap Update and wait until the Base Unit updates and reboot.
2. Review and accept:
   • Meeting room privacy terms → Tap Accept.
   • ClickShare Terms & Conditions → Tap Read and understood.
3. The XMS Cloud onboarding QR code will be displayed.
   • If the device is already onboarded to XMS Cloud, proceed to Step 5.
   • If not, onboard the device by scanning the QR code here. For onboarding instructions after scanning, refer to Step3 onward in Onboarding ClickShare Hub in XMS Cloud section.

 For additional guidance, see the related section in the Hub installation manual.

Step 5: Complete setup

Related Articles

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• What are the required network end points while onboarding the ClickShare Hub?
• Reference Designs for the ClickShare Hub Core and Hub Pro
• How to install ClickShare Hub Core/Hub Pro?
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• Troubleshooting HDMI™ Connections Issues on ClickShare Hub devices
• What are the required network end points while onboarding the ClickShare Hub?
• "Can't connect to the time server" while onboarding a ClickShare Hub
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