Set as a Resource Accounts for Shared Devices in Teams Rooms Pro Management

Overview

Organizations commonly deploy shared Teams devices (Teams Rooms, Teams panels, and Teams phones) in meeting rooms, collaboration spaces, and common areas using accounts that are not tied to a single individual. These devices are deployed using Teams resource accounts dedicated to the device which appear as user accounts within Entra ID. The "Set as Resource" capability within the Pro Management Portal enables IT administrators to specify that these accounts are dedicated to Teams Devices by marking them as a resource which sets an attribute in Entra ID on these accounts. Marking shared device accounts as a resource helps strengthen security, improve governance alignment, and reduce unintended access to Microsoft 365 resources that are intended for individual users.

Key Benefits

Shared device accounts are fundamentally different from personal user accounts as they exist to support room experiences and shared collaboration scenarios not personal productivity workflows. By marking shared device accounts as Resource Accounts, organizations can use this to strengthen their security posture. Key benefits include:

• Microsoft 365 services are able to differentiate resource accounts from standard user accounts, enabling more secure, consistent, and resource aware behaviors across the ecosystem
• Removes resource accounts from meeting chats after the call ends
• Removes access to shared files and recordings
• Align shared device identities with Microsoft 365 governance and compliance models
• Prepare for future platform capabilities that enforce resource-specific access policies

How it Works

When an administrator marks an account as a Resource Account in PMP:

1. PMP updates the account using Microsoft service APIs
2. The account is identified as a shared resource account within supported Microsoft 365 services
3. Shared device scenarios receive resource aware security handling
4. No user interaction is required on the Teams Rooms device as the operation is designed to be silent and non-disruptive for end users

Tip

Set as a Resource is configured automatically as part of the transition to password-less resource accounts. The steps in this guide allow you to configure Set as a Resource without transitioning to password-less if desired.

Set a Resource Account as a Resource

1. Sign in to the Teams Rooms Pro Management Portal using an account with Teams Administrator privileges.

2. Select Planning > Resource Accounts in the left navigation.

3. Select one or more shared device accounts

4. Select Set as Resource

5. Review the confirmation information

6. Select Confirm

7. PMP processes the request in the background

8. After the operation completes successfully, the account is marked as secured.

View Resource Account Status

The Resource Accounts page includes a Secured status column.

• Yes: The account is marked as a Resource Account and secured for shared-device usage
• No: The account has not yet been secured as a Resource Account

Best Practices

Microsoft recommends:

• Using Resource Accounts for all Teams Rooms and shared collaboration devices
• Avoiding personal user accounts for shared meeting spaces
• Regularly reviewing shared device account inventory in PMP
• Applying governance and lifecycle management policies consistently across shared endpoints