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RealWear Collaborate Setup Guide

Who is this article for? End users and business owners, as well as IT administrators responsible for Microsoft Teams and/or Microsoft Entra ID.

Last Updated: November 12, 2026

Executive Summary:  This document outlines the rollout of RealWear Collaborate for Microsoft Teams. To make adoption easy for frontline workers, the deployment is divided into three steps: a Rapid Pilot where the headset joins a Teams meeting as a guest by scanning a QR code on day 1, an optional Secure Connect as Guest step using a Quick Connect Code, and Full-Scale Deployment with personal sign-in.

What is RealWear Collaborate?

RealWear Collaborate is a voice-controlled app that lets your frontline workers make and receive Microsoft Teams calls, completely hands-free, right from their RealWear headset.

Getting started is simple: on day 1, a headset can join a Teams meeting as a guest just by scanning a QR code, with no sign-in and no IT approval. When you're ready, add Quick Connect Codes with a one-time Teams add-on approval, then unlock the full experience with a single admin consent.

Please note: RealWear Collaborate is built in partnership with Microsoft on Azure Communication Services, but it is not a Microsoft-branded app. Step 1 needs no IT approval. Steps 2 and 3 require your IT team to approve the app before your organization can use those features. This guide walks through exactly what to do.

Step 1: Rapid Pilot (Test on Day 1)

No sign-in. No IT setup. Join a Teams meeting from the headset in minutes.

Start your pilot by joining a Teams meeting as a guest. You generate a QR code from the meeting link, the headset scans it, and the headset joins the call. No approvals or IT administrator assistance are needed on the headset side, so you can begin testing the value of Collaborate with Microsoft Teams right away.

This feature requires Collaborate version 2.6 or later.

Generate the meeting QR code

  1. Create a Teams meeting
    On your desktop, schedule a Teams meeting just as you normally would, and invite any required participants.
  2. Open the QR code tool
    Go to https://join-qr.ari-os.com/ . The tool is also available in the Utilities section of Ari Business.
  3. Copy the meeting link
    In Teams, use the Share button in the meeting window, or open the meeting from your calendar, and copy the meeting link to your clipboard.
  4. Paste the link into the tool
    Paste the link into the Teams meeting link field. The QR code is generated instantly. The tool does not create a meeting. It only turns your existing meeting link into a QR code.

    join url for qr creation

The QR code tool at join-qr.ari-os.com. Paste the Teams meeting link and the code appears instantly.

Join the meeting from the headset

  1. Open the latest Collaborate app
    Launch RealWear Collaborate on the headset (version 2.6 or later). On the home screen, say "Scan Code" under the guest option.
  2. Scan the QR code
    Hold the QR code you just created in view of the headset camera.
  3. Optional: enter your name
    Say "Change Name" to type the name other participants will see. If you skip this, the name defaults to the device model, for example "RealWear Navigator Z1".
  4. Join the meeting
    Say "Join Meeting". The headset connects to the call as a guest.

Main Collaborate Screen

Collaborate home screen (version 2.6 or later). Say "Scan Code" to join as a guest.

Appears after code is scanned.

After the code is scanned: confirm or change your name, then say "Join Meeting".

 

Step 2 (Optional): Secure Connect as Guest

Join via Quick Connect Code. No logins. No complex IT setup. Works in minutes.

This step lets a field worker receive a video call on their RealWear headset with almost no setup. The field worker never has to log in. They simply receive the call.

IT Action: Approve the RealWear Add-On in Teams

Your IT administrator needs to allow the RealWear add-on inside Microsoft Teams Admin Center. This is a one-time step.

  1. Go to the Microsoft Teams Admin Center
    Navigate to Teams apps > Manage apps, search for "RealWear", and set it to Allowed.
  2. Install the add-on in Teams
    Open Microsoft Teams on your PC, go to the App Store, search "RealWear", and click Add. If it is not yet available, click Request Approval for IT to enable it.
  3. Authorize the add-on
    Inside the RealWear add-on, click "Authorize and Connect" to link it to your Teams account. You are now ready to call a headset.

What does the add-on actually do?

When an expert enters a Quick Connect Code, the add-on automatically:

  • Creates a Teams meeting called "RealWear Quick Connect" on their calendar
  • Invites the headset as a guest participant using its unique ID
  • Sends an incoming call notification to the headset

 

That’s it. No complicated setup, just a call.

 

Field Action: Make the Call

Once the add-on is installed, connecting is fast. Here is how a field worker initiates contact:

  1. Open Collaborate and generate a Quick Connect Code
    The headset displays a unique 5-digit code. This code is temporary and changes every 10 minutes.
  2. Share the code with the remote expert
    Share via phone, radio, or any messaging channel.
  3. Enter the code in the Teams RealWear add-on
    The headset rings immediately, just like a regular Teams call. Accept and go.

 

Network Requirements

Ask your IT team to allow outbound traffic to the following addresses:

  • *.realwearteams.com
  • microsoftonline.com
  • microsoft.com
  • *.communication.azure.com

 

For detailed setup instructions, share these with your Azure admin:

View the Setup Guide Article: Teams Add-On Setup Guide

Download the Add-On Security PDF: RSE Security Overview for RealWear Add-On for Teams

 

 

Step 3: Full-Scale Deployment

Enable personal sign-in, calendar access, and inbound calling.

 

Once your pilot is complete, you can unlock the full Collaborate experience. Workers log in with their own Microsoft account and access their calendar, contacts, and Teams channels, all by voice.

This requires a one-time approval from your Azure Global Admin. It is not a complex process, but it does need someone with admin-level permissions.

 

IT Action: Grant Admin Consent

RealWear Collaborate is a third-party app. To allow it to interact with Microsoft’s services (such as your calendar and contacts), an Azure Global Admin needs to grant permission once for the whole organization.

 

  1. Review the permissions being requested
    See full details at: Collaborate Technical Info
  2. Download the Security Overview PDF: Collaborate Security Overview
  3. Click the admin consent link to approve
    Open the consent page here: Open Admin Consent Page
    Here's a guide for scoping the Entra ID permissions to specific users instead of granting access to the entire organization: Scoping Entra ID Delegated Permissions to Specific Users
  4. Sign in on the headset
    Users open Collaborate, sign in with their Microsoft credentials, and the full feature set is unlocked.

 

What Gets Unlocked

  1. Calendar Integration

    View and join any scheduled Teams meeting using voice commands like "Join Meeting 1."

  2. Outbound Calling

    Search your corporate directory and call any colleague or Teams channel by voice.

  3. Inbound Calling

    Calls to a worker’s account ring on the headset, just like their phone or PC.

  4. Recent Activity

    Quickly redial recent contacts with a single voice command.


Still having issues?

If you weren't presented with a list of permissions to "Allow" when the Admin Link was clicked, and your in-app Recents, Teams and Contacts icons still show a lock icon, your organization may not have the ACS Service Principle installed.

Please follow the Permissions Troubleshooting Guide HERE

Security at a Glance

Encryption: All data in transit is protected with HTTPS/TLS. Nothing travels in the clear.

Authentication: Uses Microsoft’s standard authentication library (MSAL). No passwords are stored on the device. Only secure, short-lived tokens are used.

Compliance: Built on Azure Communication Services, inheriting Microsoft’s enterprise-grade security and compliance posture.

 

Need help?

Visit support.realwear.com for technical troubleshooting, port listings, and more.
If you need direct assistance from our expert team, email support@realwear.com.