Enroll HP Dimension and set up Google Beam

This guide covers Google Beam license enrollment, calibration, and testing the HP Dimension hardware once it has been installed in the room.

Before you begin

• Install the HP Dimension hardware, Poly TC10 touchscreen, and Studio A2 mics.
• Factory reset the touchscreen, then unplug it from the Ethernet cable after it restarts. Don't plug it in again until you reach the "Set up the touchscreen" step.
• Verify that the Beam licenses are listed in the Google Admin console.
• Ensure that the integrator has a Google Workspace admin account with the required enrollment privileges, or that an IT admin who has them is present.
  • Whoever enrolls the device must have the Enroll Google Meet hardware privilege, or for Zoom, the Enroll Google Beam hardware privilege.
• Ensure that the network configuration for Beam is complete.
• The integrator must have a setup kit that includes a calibration fixture, light reader, USB keyboard, and mouse.
• (Optional) If you need to assign a static IP address to the device, you need to know the required IP address, subnet mask, and gateway.
• If you have a Google Beam for Meet license, these settings must be turned on in your organization's Meet settings to complete the test call:
  • New device video calling: For details, go to Enable or disable video calling for Meet.
  • In-room bookings: For details, go to In-room bookings with Google Meet hardware. This requires having the Buildings and resources administrator privilege.
• If you have 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 with a Google Beam license in the 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. Don't plug in the touchscreen until you reach the "Set up the touchscreen" step.

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 installs the Beam-specific touchscreen software image and enrolls the touchscreen.
3. Test and calibrate the HP Dimension: This calibrates various audio and visual settings for the device in relation to the room.
4. 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. Ensure that the touchscreen is unplugged from the Ethernet cable.

2. Check whether the HP Dimension is on. The device is on if the light on the compute module is lit or the main display is on.

   If the light and display are off, on the right side of the display, press the power button to turn on the HP Dimension. Don't press the button if the device is on.

3. 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.

4. 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.

5. Select Continue. The welcome screen appears.

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

7. Select OK.

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

   Important: Select the correct time zone to help ensure that scheduled meetings happen when expected.

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

10. 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.

11. Select Get Started again.

12. 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.

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

14. Select Next.

15. 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.

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

16. Select Next.

Set up the touchscreen

Important: Keep the touchscreen unplugged until this point.

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

Important: Don't select Next on the main display. It auto-advances, and selecting Next early puts the device into an error state that repeats on every restart until the touchscreen finishes setup.

Update the Poly TCOS

1. Plug the Ethernet cable into the touchscreen and wait for it to fully start up.

2. From the home screen, tap 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.

3. Enter the new password twice, then tap the right arrow to continue.

4. Go to Admin Settings Software Update.

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

6. 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.

7. Confirm that the version shown is v7.2.0-7002688 or higher, then tap Update. The update downloads and begins installing. When installation is complete, the touchscreen reboots.

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

9. Return to the home screen.

Enroll the touchscreen

1. On the bottom right of the touchscreen, tap Get Started →.
2. Tap Regional Info Admin Settings Regional Settings Timezone.
3. Tap the search input text field, find your 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: On 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.

Important: The Station Utilities Menu will autolaunch to start the firmware update after the software image is installed. Don't interact with the touchscreen until the firmware update 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 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 try the test again.
   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.

   The system automatically adjusts the color temperature of the backlights based on the room's ambient light. Make sure that the sensor on the top of the device isn't blocked.

3. 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.

4. Select Save 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 show that the check is completed.

If the check is successful, the screen shows "Procedure finished successfully" with a green checkmark. Tap Continue to proceed.

If the check is unsuccessful the touchscreen might give you instructions to fix the issue. Otherwise, you can try removing your glasses, a hat, or anything else obstructing your face to fix the issue. Once you've made adjustments, tap Retry.

If it's unsuccessful after removing your glasses or you weren't wearing glasses, the station needs to be calibrated. Tap Camera Focus Adjustment.

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 shows 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 evaluation passed successfully" with a green checkmark. Tap Continue to proceed.

If the check is unsuccessful, try again up to 3 times by tapping Retry. If it's still unsuccessful after all attempts, the device needs to be calibrated. Tap Camera Focus Adjustment.

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 passed successfully!" with a green checkmark. Tap Finish & Exit.

If it's unsuccessful, the system will include additional context on whether you can adjust the fixture position or clear an obstruction. If the error is something you can fix, make the adjustment and tap Retry. Otherwise, the station needs to be calibrated. Tap Camera Focus Adjustment.

Calibration

Important: These steps are only needed if any of the device health checks didn't pass.

Step 4: Camera focus adjustment

You can try again up to 2 times after the initial check, starting with repositioning the fixture. After 3 consecutive unsuccessful attempts, escalate the issue to HP Support.

Follow the onscreen instructions to adjust the fixture, then restart the focus adjustment from the menu by tapping Retry. If the adjustment is successful, the screen shows "Camera focus adjustment passed successfully" with a green checkmark. Tap Finish & Exit.

Step 5: System cool down (50 min)

After the Camera Focus Adjustment 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 45 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.

If the recalibration is successful, the screen shows "Spatial calibration completed successfully" with a green checkmark. Tap Finish & Exit to proceed.

If it's unsuccessful, tap Retry to return to the system cooldown before trying re-calibration again. You can try it up to 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 Maintenance Mode 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.

To pair with a Zoom Room, the room must already have a Google Beam license assigned in the Zoom web portal. Go to the Zoom documentation for instructions. If the room has a Zoom Rooms license instead, you'll get an error.

To pair with a Zoom Room:

1. Find the 6-digit pairing code on the main display. Tap 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. Tap 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. Tap Yes, It's Me. If prompted to set a PIN, tap Set Up Later.

Enrollment is complete and the device is ready to use.

Restart the HP Dimension

To ensure that all settings are applied and everything is synced correctly, restart the HP Dimension.

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

• Verify the device password in the Google Admin console (Google Beam for Meet only)
• Set the room passcode in the Zoom web portal (Google Beam for Zoom only)
• Assign a calendar to the device so that it can be added to meetings.
• Configure screen saver or digital signage to avoid screen burn-in on the main display.

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)	Select through the main screens of the menu. Contact the IT Admin to get the password for the station. 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.
Can't exit touchscreen setup	Tap the gear icon, then go to Admin Settings Reset.
During enrollment, the main screen shows 2 Ethernet connections and the message "Connecting...".	This occurs when the device is not connected to the web. Ensure that your network is properly configured and the device is plugged into the network using the correct Ethernet port.
During touchscreen setup, the touchscreen doesn't automatically detect the HP Dimension device and is stuck on a Connect to a Room screen.	Factory reset the touchscreen and try again.
The main screen shows "Video calling is currently disabled" during enrollment.	In the Google Admin console, turn on video calling for the individual device or for Meet. For details, see Enable or disable video calling for Meet.