Using Zoom and Polycom (Large Conference Room) – APIC Technology

Zoom, an audio conferencing system, can be used in conjunction with APIC Large Conference Room Polycom, a video conferencing room system. Using the Polycom system with Zoom will create a collaborative environment for your physical and virtual participants. Using these systems in conjunction combines Polycom’s HD video capability with Zoom’s key features such as screen sharing, chat, group messaging, and whiteboards.

Polycom System remote control overview

Input/Output (I/O) switch remote control overview

Connect a Polycom system to Zoom

Option 1: Call from the Videoconferencing Unit

The Zoom meeting invitation contains the videoconferencing connection information that you will need to join the Zoom meeting, such as the Polycom (H.323/SIP) room system IP address and the Zoom Meeting ID.

Joining Conference Room to Zoom Meeting as a Participant
(recommended)

Output Polycom system to at least one of the TVs in the conference room.

Using “small black” remote control:

To display Polycom system on TV1:

INPUT > 1 (input 1 is Polycom management screen)
OUTPUT > 1 (from left to right TV1, TV2 or TV3)

To display Polycom system on TV2:

INPUT > 1 (input 1 is Polycom management screen)

OUTPUT > 2 (TV2)

To display Polycom system on TV3:

INPUT > 1 (input 1 is Polycom management screen)

OUTPUT > 3 (TV3)

Press “green start call” button on the Polycom remote control.

Enter the H.323 room system IP address from the Zoom meeting invitation for your geographic location, including the periods between the numbers.

Enter: 162.255.37.11 or select this number from the “Recent calls” panel

Press “OK” on the Polycom remote control

The Zoom splash screen is displayed.

Use numeric keypad on the Polycom remote control to enter Zoom Meeting ID. Use the * (star) key to backspace and make any necessary corrections.

Once meeting ID is entered, press the # (pound) key.
The room system will be placed in the Zoom meeting.

If you are not able to enter the meeting ID in the Zoom splash screen, it is possible join the meeting via pairing by following the steps below, see “Option 2 - Joining Via Pairing.”

Launching a Zoom Meeting as the Host (not recommended)

When hosting a Zoom meeting with a H.323/SIP room system, you will need to first log in to https://apic.zoom.us/ or your Zoom app and start the meeting from your My Meetings tab to have host controls.

Then, follow the instructions below for dialing in to the Zoom meeting from the room system. While it is possible to start the meeting directly from the room system if the meeting has Join Before Host enabled, you will not have host controls or recording capabilities if you start the meeting directly from the room system.

Option 2: Joining Via Pairing

The pairing feature allows for you to join a Polycom (H.323/SIP) device in to a Zoom meeting without entering the Meeting ID from the device.

Dial the IP address (found in the meeting invitation or on your Cloud Room Connector page) from the Polycom device to reach the splash screen.
Join or start a meeting from PC.
Press the Invite button in the host controls.
Select the Invite a Room System
Enter the pairing code shown at the splash screen on the TV (Polycom device).
Click Invite.

Controlling the Room Audio

Do not use the Polycom system / remote to control the microphones in the room. The host has control over the room's microphones. The host can mute or unmute the room system by hovering his or her mouse over the name of the room in the Participants panel and clicking Mute / Unmute.

IMPORTANT

Anyone in the physical room who is logged in to the Zoom meeting with their individual computers should keep their individual computer speakers and microphones muted to prevent feedback.