Instructions for Using Room 103

This room is equipped with a Poly Video System, ideal for Zoom meetings and video conferencing. The TV is touch-enabled, so all interactions can be done directly on the screen.

You can use this system to start or join Zoom meetings directly from the room. You’ll see these options on the TV screen:

• New Meeting
• Join
• Share

Start a New Meeting

1. Tap “New Meeting” on the TV screen.
2. Tap the green info icon in the top-left corner to see the meeting details.

1. Share the Meeting ID or dial-in with other participants.

Sharing Your Screen

1. Tap “Share” on the TV screen.

1. On your laptop, open Zoom, click Share Screen, and use the info shown.

1. To end the meeting: tap the red “End” button.

Join an Existing Zoom Meeting

1. Tap “Join” on the TV screen.
2. Enter the Meeting ID using the on-screen keyboard.

1. Tap Join to connect.

Share Only Your Screen

If you want to share your screen without starting or joining a meeting:

1. Tap “Share” on the TV screen.

1. On your laptop, open Zoom and click Share Screen.

1. Use the credentials displayed to connect.

Troubleshooting

Connection Issues

• Poly system not responding: Touch the screen to wake it up, or check if the system is powered on
• Cannot share screen: Ensure your laptop and the Poly system are on the same network
• Meeting ID not working: Double-check the Meeting ID for typos

Audio Problems

• No sound: Check the volume controls on the TV screen
• Echo during calls: Mute your laptop speakers and use the room’s audio system only
• Participants can’t hear you: Check that the Poly microphone is not muted (look for mute indicator on screen)

Video Issues

• Camera not working: Check if the camera is physically blocked or if privacy mode is enabled
• Poor video quality: Ensure good lighting in the room and check your network connection

System Reset

If you encounter persistent issues:

1. Tap the system menu on the Poly screen
2. Select “Restart System” if available, or power cycle the TV
3. Contact IT support if problems persist

Best Practices

• Test before important meetings: Arrive 5-10 minutes early to test audio and video
• End your sessions: Always end your meeting when finished to ensure the room is ready for the next user
• Network connectivity: For best performance, use a wired connection on your laptop when possible
• Screen sharing: Close unnecessary applications before sharing your screen to maintain performance

For additional support or training, contact the IT help desk.