Enroll HP Dimension and set up Google Beam

This document covers Google Beam license enrollment and calibration and testing the HP Dimension hardware once it has been installed in the room. See the HP Dimension with Google Beam Room and Deployment Readiness Guide and the HP Dimension with Google Beam Installation Guide for information about physical room requirements and installing the hardware.

Prerequisites

  • The room meets HP's readiness requirements and the HP Dimension hardware and Poly TC10 touchscreen have been physically installed.
  • The customer has purchased 1 Google Beam license for each device to be installed, and they have been verified as present in the customer's Google Workspace domain.
  • The customer's IT admin needs to either create an admin account on their Workspace domain for the audio-visual integrator (AVI) that has the required permissions to enroll the devices and has provided them the login credentials, or be present in person to sign in to the device during enrollment.
  • The customer's IT admin has configured their network for Beam.
  • The AVI is equipped with a setup kit that includes a calibration fixture, light reader, USB keyboard, mouse, and optionally a colorimeter.
  • (Optional) If the customer requires a static IP address for the device, the AVI needs to know the required IP address, subnet mask, and gateway.
  • If the customer has a Google Beam for Zoom license, the AVI or IT admin also needs the following:
    • A Zoom admin account with the necessary permissions to enroll a Zoom Room.
    • A Zoom Room pre-configured in the customer's Zoom web portal.
    • A device with an internet connection and a web browser to pair the touchscreen with the Zoom Room.

Workflow

Important: These tasks should be completed in order.

The enrollment and setup workflow includes the following high-level tasks:

  1. Enroll the HP Dimension: This assigns one of the customer's Beam licenses to the HP Dimension hardware.
  2. Set up the touchscreen. This factory-resets the device and then installs the Beam-specific touchscreen software image.
  3. Test and calibrate the HP Dimension: This calibrates various audio and visual settings for the device in relation to the room.
  4. (If applicable) Pair with a Zoom Room: For customers with Google Beam for Zoom licenses, this pairs the device to an existing Zoom Room.
  5. Make a test call: This step should be completed after enrollment to ensure that everything is working correctly.

Note: If you're re-enrolling a previously enrolled device, you only need to complete the Enroll the HP Dimension and Set up the touchscreen tasks. Calibration data from the previous enrollment will persist on the device.

Enroll the HP Dimension

To enroll the device with the customer's license:

  1. Turn on the main display.
  2. Plug the keyboard and mouse into the compute module on the front of the display. You should see green check marks on the display indicating that the device recognizes the peripherals.

  3. On the bottom right of the display, select the Time indicator, which opens a dialog containing the device's internet connection status. It should say Ethernet. If you're using DHCP, check that it has been assigned an IP address.

    If you need to assign a static IP address to the device, follow these instructions:

    1. In the Ethernet configuration dialog, turn off Configure IP address automatically.
    2. Fill in the following fields:
      • IP address
      • Subnet mask
      • Gateway
    3. Select the X at the top right of the dialog to close it.

  4. Select Continue. The welcome screen appears.

  5. Select the language selection option. You can change the system and keyboard language if needed.

  6. Select OK.

  7. Select the Timezone option and select your time zone from the drop-down.

  8. Select OK. The timezone should now be correct on the welcome screen.

  9. Select Get Started. The system checks for an update.

    If an update is available from the server, the device downloads it and displays a progress screen. When the download is complete, the system reboots to install the updated image, and you should end up on the Welcome screen again.

  10. Select Get Started again.

  11. Select the type of license to enroll (Google Beam for Meet or Google Beam for Zoom) and select Next.

    The device may need to download and install another update and reboot at this point depending on the license. Once all updates are complete, the Enterprise enrollment screen appears.

  12. Enter the email address of your admin account with enrollment privileges on the customer's Workspace domain, or have their admin sign in.

  13. Select Next.

  14. Enter the password for your Workspace account and select Next.

    Note: If the customer requires login through a third-party identity provider, you may be taken to the provider's login screen to enter the password.

    Chrome OS begins enrolling the device using one of the customer's available licenses. Upon completion, you'll see a success screen.

  15. Select Next.

Set up the touchscreen

Because Beam uses a custom version of the Poly TCOS, setting up the touchscreen is a three-step process, explained in detail in the following sections:

  1. Factory reset the touchscreen.
  2. Install the most current Poly TCOS build that supports Google Beam.
  3. Enroll the touchscreen.

Factory reset the touchscreen

You can factory reset the touchscreen directly from the device:

  1. From the home screen, click the Settings gear icon.
  2. Write down the serial number of the device.
  3. Go to Admin Settings and then Restart and Reset. You'll be asked to reset the password. This is temporary, as you'll change it again after the reset, but is a security requirement.
  4. For the current password, enter the last 6 digits of the touchscreen's serial number, then give the device a new password.
  5. In the Factory Reset panel, click Reset.
  6. Confirm by clicking Reset again.

Install the Poly TCOS

  1. From the home screen, click the Settings gear icon. The system asks you to update the admin password.

    Important: This password controls access to the admin settings of the touchscreen, and is different from the password used to access the Station Utilities Menu. You should store this password with your other passwords for later reference.

  2. Enter the new password twice, then click the right arrow to continue.

  3. Go to Admin Settings > Software Update.

  4. In the Download Update From drop-down, choose Custom Server URL.

  5. In the Update Server Address field, enter the server URL: https://swupdate.lens.poly.com/touchctrl/dimension/current

    Then tap the green checkmark icon on the keyboard and tap Check for Updates.

    Note: The TC10 comes from the factory with an older version of the Poly TCOS. Depending on the version, it might update more than once at this point to reach the Beam-enabled version.

  6. Confirm that the version shown is v7.1.0-1002104 or higher, then click Update. The update downloads and begins installing. When installation is complete, the touchscreen reboots.

  7. After the touchscreen reboots, verify that the version has been updated by clicking the Settings gear icon on the home screen.

Enroll the touchscreen

These steps take place on the Poly TC10 touchscreen. A static list of general instructions is shown on the main display throughout these steps.

  1. On the bottom right of the touchscreen, tap Get Started →.
  2. Tap Regional Info and then Admin Settings and then Regional Settings and then Timezone.
  3. Tap the search input text field, find your desired time zone, then tap the green checkmark within the on-screen keyboard to select it.
  4. Tap Save. Verify that the date and time are correct.
  5. (Optional) Set the correct language for the system or the keyboard.
    1. Tap the language selection option.
    2. Change the language as needed and tap OK to return to the previous screen.
  6. Tap the X button at the bottom left to exit the Settings menu.

  7. Tap → at the bottom right to proceed. You should see the Setup Mode screen.

    Caution: In the next screen, don't tap Room Controller. If you do, you'll need to factory reset the touchscreen to get back to the Setup Mode screen.

  8. Select Scheduling Panel / Stand-alone Mode, then tap → at the bottom right to proceed.

  9. If a new software update is available, select Update.

  10. On the Poly Lens screen, tap → at the bottom right to proceed (don't register with Poly Lens).

  11. Select Google Beam as the video provider and tap → at the bottom right to proceed.

  12. Choose the video provider for Beam that matches the customer's license.

  13. Confirm that all of the hardware shown in the illustration is installed, then tap → at the bottom right.

  14. Wait for APKs to finish installing on the touchscreen. You should see "Launching Room Controller," then "Waiting for network connection" messages.

Note: The Station Utilities Menu will autolaunch after the APKs are installed. Don't interact with it until the firmware update that follows is complete.

Firmware update

A Beam firmware update will initiate at this point. This can take up to 30 minutes, and updates all peripheral firmware (including the touchscreen). If the screen goes black due to inactivity, press the spacebar on the keyboard to wake it. Updated firmware is required for calibration in the next section.

Once the firmware update is complete, you can begin device testing and calibration.

Test and calibrate HP Dimension

This section makes use of both the display and touchscreen to complete three tasks: audio test, lighting adjustment, and device health checks. You should see a new set of static instructions on the display.

Important: If you're enrolling the device with a Google Beam for Meet license, don't exit the Station Utilities Menu (SUM) on the touchscreen until you have completed all three tasks. Exiting prematurely will require you to request the device's auto-generated password from the IT admin to re-enter the SUM. They can look it up from the device settings in the Google Admin console.

Audio test

  1. Select Audio Test on the touchscreen.
  2. Read the instructions for the test and select Run.
    1. Remain quiet throughout the duration of the audio test. You'll see a "Result: Pass" message once it completes.
    2. If you're shown an error, do the recommended actions and retry the test.
    3. If it fails again, try the steps in the troubleshooting guide.
    4. If the test continues to fail, file a ticket with HP and include the full error message and timestamp.
  3. Select Done and you're brought back to the Station Utilities Menu.

Lighting settings

  1. Select Lighting on the touchscreen. Read the description of the lighting settings and review the visual guidelines in the carousel displayed on the touchscreen.
  2. Select Continue.
  3. Adjust the color temperature:
  4. Set the Color temperature slider to 4000K (6500K if you're in Japan).
  5. If you have a colorimeter, measure the room's temperature and adjust the slider on the touchscreen until it's within +/- 100K of the reading.
  6. If you don't have a colorimeter, adjust the slider until the color temperature appears to match the room's ambient lighting.
  7. Place the light reader directly in front of where the user should sit, facing the display, then adjust the brightness slider until it reads between 400 and 500 lux.
  8. Select Save and then Continue and you're brought back to the Station Utilities Menu.

System health check

  1. On the main screen, verify you've completed all listed steps, and select Next.

    The main screen shows a final list of tasks to complete device setup, including device health checks, testing a 3D meeting and a standard meeting, and setting up the device's calendar.

  2. After noting these steps, select Done on the main screen.

Device health checks

Before beginning the health check flow, the device must be put into Maintenance Mode.

Note: The system won't be available for calls while in maintenance mode.

  1. Select Calibration & Maintenance on the touchscreen.
  2. Select Continue to enter maintenance mode.
  3. Wait for the system to stop services and enter maintenance mode (a loading spinner will show).

Step 1: Camera alignment check (15 min)

This step verifies that the cameras are properly aligned. It doesn't require a calibration fixture.

  1. Select Camera Alignment from the menu.
  2. Sit where the user will sit, about 4 feet and 9 inches in front of the display. Keep your face visible to all 6 cameras on the device.
  3. Tap Start.
  4. The system will perform the camera alignment check. For the best and fastest results, sit still and look forward at the display until the on screen instructions indicate that the check is completed.

If the check is successful, the screen shows "Camera Alignment success!" with a green checkmark. Tap Continue to proceed. If it's unsuccessful, the system will route you to Spatial Calibration later in the flow.

Step 2: Display alignment check (5 min)

This step checks the display alignment. It doesn't require a calibration fixture.

  1. Select Display Alignment from the menu.
  2. Tap Start.
  3. The system displays a pattern on the main display.
  4. Follow the instructions on the touchscreen to tap the selection that corresponds with your observation.

If the check is successful, the screen shows "Display Alignment success!" with a green checkmark. Tap Continue to proceed. If it's unsuccessful, the system will route you to Spatial Calibration later in the flow.

Step 3: Camera focus check (15 min)

This step checks whether the cameras are properly in focus. It requires a calibration fixture.

  1. Select Camera Focus from the menu. Tap Start.
  2. Place the calibration fixture with Side A (the side without a mirror) facing the device, strictly following the onscreen guidance.
    • If it's placed correctly, tap Continue. The system will automatically start the focus check.
    • If it's placed incorrectly, the system will guide you to adjust the fixture.

Note: Maintain consistent lighting and don't touch the fixtures during the active focus checks.

If the check is successful, the screen shows "Camera Focus Check success!" with a green checkmark. Tap Finish and Exit.

If it's unsuccessful, the system will include additional context on whether you can adjust the fixture position or clear an obstruction. Tap Continue to proceed to camera focus adjustment.

Calibration

Important: These steps are only executed if one or more device health checks were unsuccessful or they were bypassed.

Step 4: Camera focus adjustment

If the Camera Focus Check was unsuccessful, the system guides you into the focus adjustment flow. You can retry up to 2 times after the initial check, starting with repositioning the fixture—after 3 consecutive failures, escalate the issue to HP Support.

Follow the onscreen instructions to adjust the fixture, then restart the focus check from the menu. If the retry is successful, the system will automatically proceed into a system cool down.

Step 5: System cool down (50 min)

After the Camera Focus Check is complete, the system needs to cool down completely before you can re-calibrate. The touchscreen displays a countdown clock to let you know when it's ready.

Step 6: Spatial Calibration

This step corrects spatial distortions by capturing data from the calibration fixture in different poses. It captures approximately 30 poses for 10 seconds each, guided by the indicator on the main display.

  1. Turn the calibration fixture to Side B so that the side with the mirror faces the display and tap Start.
  2. Adjust the fixture for the first pose (accompanied by a countdown), until you see the green indicator. Hold the pose until directed to change position. You'll proceed through all of the poses and can monitor the progress indicator to see how far you are in the process. The system then takes 5 minutes to process the data before returning the result, and displays "Calibration Complete" when finished.
  3. Tap Exit to see the result.

If the re-calibration is successful, the screen shows "Re-Calibration success!" with a green checkmark. Tap Finish and Exit to proceed.

If it's unsuccessful, tap Continue to return to the system cooldown before attempting re-calibration again. You can attempt it 3 times—after 3 consecutive failures, escalate the issue to HP Support and provide them the error code.

Step 7: Final Verification

After re-calibration, repeat the Camera Alignment Check and Display Alignment Check. If either fails, utilizing all available retries, escalate the device to HP Support.

If they're both successful, calibration is complete. Tap Exit on the touchscreen and you're brought back to the Station Utilities Menu.

If you enrolled with a Google Beam for Meet license, enrollment is complete and the device is ready to use.

Pair with a Zoom Room

If you selected Google Beam for Zoom during enrollment, you need to go through one additional set of steps to pair the device with a Zoom Room. Make sure that the Zoom Room has a Zoom Rooms for Google Beam license assigned in the Zoom web portal, or you'll receive an error.

  1. You'll see a 6-digit pairing code on the main display. Select Zoom Rooms Controller on the touchscreen.
  2. Enter the pairing code on the touchscreen. The touchscreen then prompts you to sign in.
  3. Select Sign In. The touchscreen then displays a second pairing code.
  4. In a web browser on another device, navigate to zoom.us/pair and sign in with the Zoom admin account provided by the customer.
  5. Enter the second pairing code in the web browser and click Continue.
  6. Select a room to assign the Google Beam device to. You'll see a prompt on the touchscreen asking to confirm that you've signed in on the web.
  7. Select Yes, It's Me. If prompted to set a PIN, select Set Up Later.

Enrollment is complete and the device is ready to use.

Make a test call

To verify that the installation and configuration were successful, you should make a test call to another HP Dimension device using an instant meeting. If this is the customer's first device and the AVI doesn't have an in-house device, this may need to wait until the customer's second device is installed.

Next steps

Troubleshoot enrollment issues

Issue How to fix it
Not enough available licenses If you have another device that doesn't need a license anymore, remove the license so it can be assigned to the device you want to use. For details, go to Re-enroll a device.

Accidentally exited the Station Utilities Menu before completing the calibration steps (Google Beam for Meet only)
  1. Select through the main screens of the menu.
  2. Contact the IT Admin to get the password for the station.
  3. Re-enter the Station Utilities Menu using the password to complete the setup steps.
Account not allowed to enroll devices Ask your Google Workspace administrator to give your account the required privilege to enroll Google Beam devices.

Meet licenses: In the Google Admin console under Devices, Google Meet hardware is dimmed and the screen shows a 403 forbidden error

Zoom licenses: In the Google Admin console under Devices, Beam is dimmed and the screen shows a 403 forbidden error

 Ask your Google Workspace administrator to give your account the required privilege to enroll Google Beam devices.
The device shows an error screen after being enrolled. The device has an older version of ChromeOS and needs to be updated. The process can take a few hours. To fix the issue, reboot the device after the device is updated.
On-screen keyboard disappeared from the touchscreen. Unplug and replug the Ethernet cable from the touchscreen.
Zoom licenses: During Zoom Room pairing, the device shows an error: "This room does not support the device you are using". The Zoom Room likely has a regular Zoom Room license applied. Remove the regular license and enroll with a Google Beam Zoom Room license instead.
The main screen shows an error: "This site can't be reached". Restart the device. Then factory reset it to start the enrollment process again.
Can't enter Maintenance Mode from the SUM. Make sure you've dismissed the installation steps from the main screen.