Deployment overview—Google Beam for Zoom

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 Beam requirements.
  3. Buy Google Workspace and Zoom licenses as needed.
  4. Set up Google Workspace, verify your domain, and assign licenses.

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 audiovisual integrator (AVI). This enables them to enroll your devices without having access to other admin controls.
  5. Complete any room preparation indicated by the HP Dimension with Google Beam Room and Deployment Readiness Guide.

Room and calendar setup

Click the tab that corresponds to your calendaring platform.

Google Workspace

  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

Before you install devices, set up the Zoom Rooms for Beam:

  1. Add the rooms in the Zoom web portal before enabling Beam rooms in Exchange.
  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.

Enroll Beam rooms in Microsoft Exchange

To ensure that the meeting details show on the in-room touchscreen, the room must first be connected to an Exchange calendar resource. To connect it, follow the steps for setting up a calendar for a Zoom Room.

Install the Zoom for Outlook add-in

The Zoom add-in lets users schedule meetings directly in Outlook and generate a Zoom meeting code (used for the Beam meeting). See the Zoom documentation for instructions on how to install the Zoom add-in.

Installation and configuration

  1. Arrange for the AVI to install the HP Dimension hardware and enroll the devices.
  2. Set the room passcode.
  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 screen saver on your devices to avoid screen burn-in.

Device management

A Beam-enabled room functions and is managed as a Zoom Room using the Zoom web portal, a browser-based dashboard used to manage software settings, user profiles, personal meetings and account billing. Within the Zoom web portal is the Zoom Device Management tool. This is used to control the HP Dimension hardware and monitor the device.

You use both the Zoom web portal and the Google Admin console to deprovision and re-enroll HP Dimension devices as needed.

Create a contact group for Zoom Rooms

Zoom lets you create a contact group of Beam-enabled Zoom Rooms so they can call each other directly. This is a useful option for executives who want to dial other Beam rooms directly from the Beam touchscreen.

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.