Organization and preparation are the keys to success!
Deploying a single Chromebox for meetings or Chromebase for meetings is simple. Just unpack the device, connect the cables, and complete the onscreen instructions to enroll it in your organization’s G Suite domain. Then use the Google Admin console to assign the device to a Calendar resource (usually a room). Install the device in the meeting room and connect it to the monitor. That’s it.
But what if you are deploying 10 or 100 devices? You need to make sure each device is properly enrolled in your domain, is assigned to the right meeting room, gets physically installed (and is working) in the correct room, and that all of your users are able to easily join meetings and share their screens.
In a small organization, a single person performs all of the duties described in this guide. Larger organizations may have a different person assigned to each role.
- Project Manager: The person who decides the number of devices to be purchased and where they should be installed.
- Technical Administrator: The person who oversees the enrollment and configuration effort. This includes:
- Oversee the enrollment of Google meeting room hardware (users with non-admin accounts can also help).
- Assign each device to a Calendar resource. Make sure to create a calendar resource for each conference room before you begin.
- Coordinate resources across offices to verify the devices are properly installed and working. Helpers with non-admin accounts can also help. Some organizations may use professional A/V installers.
- Helpers (optional): Any G Suite user in the organization’s domain can perform the initial enrollment of a device, which entails adding the device to the network and completing the initial setup wizard. Devices are not tied to the user’s account, only to the domain.
- A/V integrators: The person(s) responsible for physically installing the equipment, running cables, power and other tasks that do not require software configuration or device enrollment. This may be a non-admin helper, a professional A/V installer, or the technical administrator.
- Training: The person who gets the word out, letting users know which meeting rooms host a Google meeting room hardware system, and provides in-room “how-to” material.
- Support: The person available to answer questions and help users if they get stuck.