Deployment overview—Google Beam for Meet

Buying and deploying HP Dimension with Google Beam has 3 key phases: preparation, installation and enrollment, and integration with your calendaring service. This document describes the order of operations, and points you to the article for each task.

Before you buy

  1. Review the HP Dimension with Google Beam Room and Deployment Readiness Guide to ensure that your physical spaces and network capability are sufficient.
  2. Review the requirements.
  3. Buy Google Workspace licenses as needed. Beam requires at least the Enterprise Standard edition.
  4. Set up Google Workspace and verify your domain if your organization is new to Workspace.

Purchasing and pre-installation preparation

Several tasks need to be completed by your IT admins before installation occurs.

  1. Buy HP Dimension hardware and Google Beam licenses from an HP Amplify reseller. You do this by creating purchase consent for the reseller in the Google Admin console.
  2. Create a Poly Lens tenant for your organization and grant the audio-visual integrator (AVI) privileges so they can register your HP Dimension hardware in Poly Lens and have visibility into your fleet's health for support.
  3. Prepare your network to ensure that the connections and performance needed for Beam are in place.
  4. If an IT administrator won't be present in person for device enrollment, create a custom role and admin account in the Google Admin console for the reseller's AVI. This enables them to enroll your devices without having access to other admin controls.

Room and calendar setup

Click the tab that corresponds to your calendaring platform.

Google Workspace

The next 2 steps assume that your organization uses only Google Workspace. If your organization uses both Google Meet and Microsoft Outlook, follow the instructions in the Microsoft Outlook tab.

  1. If room resources haven't been set up for the conference rooms where the devices will be installed, create resources.
  2. Add Beam as a resource feature to the rooms where the devices will be installed. This allows people in your organization to search for Beam rooms when scheduling 3D meetings.

Microsoft Exchange

This section applies if you use Microsoft Outlook alongside Meet.

Before enrolling Beam rooms in Exchange, assign a Google Calendar to the Beam room.

Enroll Beam rooms in Microsoft Exchange

To ensure that the meeting details show on the in-room touchscreen, you must add the room as a location in your Outlook meeting invite. For this to work, the room must first be connected to an Exchange calendar resource. To connect it, follow the steps in these guides:

  1. Set up Google Calendar <> Outlook interoperability
  2. Set up the Beam room in the Google Admin console
  3. Set up an Outlook contact shortcut for the Beam room

Install the Google Meet Add-in

The Google Meet Add-in lets users schedule meetings directly in Outlook and generate a Meet meeting code to use for the Beam meeting. If your organization supports centralized deployment, use that method—see the Microsoft documentation for instructions.

If centralized deployment isn't an option, you can have your users install it directly. Give them the following instructions:

  1. Sign in to your Outlook user account.
  2. Go to the Microsoft AppSource store.
  3. Click Get it now.
  4. Sign in to Microsoft Marketplace and follow the instructions to install and enable the Google Meet Add-in.

Installation and configuration

  1. Arrange for the AVI to install the HP Dimension hardware and enroll the devices.
  2. Verify the device password.
  3. Assign each room's calendar to the device in it so the device can be added to meeting invites.
  4. Turn on display signage or a screensaver on your devices to avoid screen burn-in.

Device management

HP Dimension devices are managed as Meet hardware in the Google Admin console, alongside your other video conferencing devices. They use the same administrator privileges and share most of the same settings. For details, go to Manage device settings.

You also use the Google Admin console to deprovision and re-enroll HP Dimension devices as needed.

Monitoring, troubleshooting, and support

Real-time monitoring and the ability to provide break/fix data to HP Support is available through Poly Lens. If you've purchased products from multiple HP resellers, Poly Lens can provide data across your entire fleet of HP devices.